DPR FOR E-GOVERNANCE - Navi Mumbai

DPR FOR E-GOVERNANCE

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CONTENTS

INTRODUCTION ............................................................................................................ 3 1.0 Sector Background Context and Broad Project Rationale ................ 4

1.1 Existing E-Governance Projects.............................................................. 4 1.2 Project Rationale ........................................................................................ 11 1.3 Project Approach ........................................................................................ 12

2 Project Definition, Concept & Scope ........................................................... 13 2.1 Project Definition ........................................................................................ 13 2.2 Scope of the Project .................................................................................. 16

2.2.1 Birth & Death Registration.............................................................. 18 2.2.2 Property Tax......................................................................................... 41 2.2.3 Water Supply & Billing ..................................................................... 87 2.2.4 Citizen Grievance Monitoring....................................................... 114 2.2.5 Works Management& e-Procurement ...................................... 133 2.2.6 Building Plan Approval ................................................................... 183 2.2.7 Health Programs ............................................................................... 197 2.2.8 Solid Waste Management ............................................................. 210 2.2.9 Human Resource Management & Pay Roll ............................. 222 2.2.10 Finance & Accounting:.................................................................... 230 2.2.11 Cess ....................................................................................................... 243

3 Cost Estimation ................................................................................................. 250 Overall financial structuring of the project ................................................ 250

4 Project Institution Framework..................................................................... 257 4.1 Roles of different institutions involved in the construction phase of the project ......................................................................................................... 259 Risk Assessment & Mitigation Plan................................................................ 259 Change Management: ........................................................................................ 260

5 Project Financial Structuring........................................................................ 263 5.2 Review Options for....................................................................................... 263

5.2.1 Institutional debt .............................................................................. 263 5.2.2 Private Sector Participation .......................................................... 263

6 Project Phasing.................................................................................................. 265 Schedule for tendering/selection for procurement of services. ......... 265 6.2 Schedule for Bringing in state level and ULB Level contribution to the project ......................................................................................................... 266 6.3 Schedule for obtaining all clearances............................................... 266 6.4 Schedule for shifting Utilities............................................................... 266 6.5 Project Infrastructure component wise Implementation .......... 267

7 Project O&M Planning ..................................................................................... 269 Institution frame work (Organization & Operations) Strategy........... 269

8 Project Financial Viability & Sustainability.............................................. 271 Overall project Perspective .............................................................................. 271 8.2 ULB level perspective and financial assessment. ........................ 272


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8.2.1 ULB cash flow for last five years ................................................ 272 8.3 Other financial Information .................................................................. 273 8.4 Revenue Structure ................................................................................... 273 8.5 0 & M Costs & Revolving Fund ............................................................ 273 8.6 Assumptions of Financial Analysis ..................................................... 273 8.7 Cash flow for the project ....................................................................... 275

9 Project Benefits Assessment (Social Cost Benefit Assessment).... 277 9.2.1 Citizens (Quality of Services) ...................................................... 277 9.2.2 Municipality (Process Efficiency & Effectiveness) ................ 277 9.2.3 Service Providers/Suppliers ......................................................... 278 9.2.4 Policy makers ..................................................................................... 278 9.2.5 Program office ................................................................................... 279


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INTRODUCTION

The Government of India has announced the Jawaharlal Lal Nehru National Urban

Renewal Mission (JNNURM) for certain cities of India with this aim to achieve

systematic development in these cities keeping in view the futuristic planning for 30

years. In this JNNURM it is expected to prepare Mission document under urban

Infrastructure & Governance elaborating the existing situation of various aspects of

the city and the master plan of future development of city with the methodology for

fulfilling the gaps and to achieve various milestones. The JNNURM will provide

financial aid to the city as per norms prescribed.

Navi Mumbai (Marathi: नवी मुबंई, IAST: Navi Mumbai), formerly known as

NewBombay, is a twin city of Mumbai, India. It was developed in 1972, and is the

largest planned city of the world, with a total area of 344 Sq km out of which 135 Sq

km under the jurisdiction of the Navi Mumbai Municipal Corporation (NMMC). Navi

Mumbai lies on the mainland on the eastern seaboard of the Thane Creek.

This detailed project report is for Implementation and enhancement of existing E-

Governance application on a common technology in order to achieve the goal of

Jawaharlal Nehru National Urban Renewal Mission (JNNURM) in create world class

infrastructure. While preparing this DPR, Care has been taken to provide sufficient

details to ensure appraisal, approval & subsequent project implementation in a

timely & efficient manner.


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1.0 Sector Background Context and Broad Project Rationale

Navi Mumbai Municipal Corporation (NMMC), a city of 21st Century developed by City

and Industrial Development Corporation of Maharashtra (CIDCO). Formed in the year

1992, Now, with over decade of experience in executing a framing the urban local

body operation and day to day activity, the process of institutionalization has begun,

learning from the past mistakes and visioning the next steps to move from

participative planning to good local governance. It is in this context the Navi Mumbai

Municipal Corporation (NMMC) embarked upon National E-Governance plan for

introduction of IT applications and e-Governance in the local body.

The project seeks to redefine governance in municipalities with focus on common

man. The vision of the project is to establish people centered, responsive,

competitive, and financially sound, well governed, viable and sustainable

municipalities, touching upon the lives of the citizens of Navi Mumbai Municipal

corporation and to use the E-Governance solution, as the primary delivery channel to

provide a single easy, secure, integrated, and reliable means of access to municipal

information and services in order to continuously improve the quality of services

provided to residents and business.

The mission of the project is to provide unified information communication

technology platform for transparency and participative good governance.

1.1 Existing E-Governance Projects In the year 2002, Navi Mumbai Municipal Corporation embarked upon a delivery

policy to improve the efficiency and effectiveness of delivery policy through E-

Governance system along with Geographical Information System (GIS).

In the year 2002,NMMC decided to implement a skeletal GIS framework to

evaluate the advantages of Geographical Information system in the day to day

departmental activity, NMMC decided digitize the planning maps procured from

CIDCO. NMMC spent Rs. 8.00 lakhs towards digitization of the planning maps.

The digitized maps were seamlessly integrated with civil engineering and

property tax application. After analyzing the various advantages and the control

over the spatial information, NMMC decided to have a geo referenced maps with


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various attributes related to spatial data by way of carrying out physical survey

and with the use of spatial satellite imageries. The GIS information to be

integrated with other departmental activity such as water Billing, Citizen

Grievance, property tax, Project or ward works, asset management, solid waste

disposal etc.

The following table list out the Modules which are operational along with

technology platform and salient features and the deficiency observed in each

Module.


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Sr.No Name of the E-

Governance Suite

Technology Platform Broad Area of Coverage

1. Project Management

/ward works

Application Type: Web

enabled.

Technology: Java J2EE

RDBMS: Oracle 9i

Application Server: Apache

Tomcat.

GIS Creation Tool: Micro

station Geographic’s.

Map Viewer: Viecon

Publisher 8.0

Comprehensive application with an interface with

Geographical Information System (GIS) to monitor

various projects covering Civil, Electrical, Water, Sewerage &

all other services across NMMC

Salient Features:

a. DSR Creation and Mapping the components while

preparing the estimation

b. Work flow based Project Approval and control on the

project resources allocated.

c. Tender Comparison

d. Awarding Work order

e. Capturing Daily Measurement from the project Site

(Measurement Book)

f. Preparation of Payment order based on the

Measurement Book.

g. Interface with Geographical Information system

Budget Control Based on the financial Year

Deficiency:

a. No interface with Accounting System which resulted in

to duplicate entry of data in to accounting system.


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b. No Interface with Document management.

c. No interface with Asset Management.

2. Property Tax


enabled.


RDBMS: Oracle 9i


Tomcat.

GIS Creation Tool: Micro

station Geographic’s.

Map Viewer: Viecon

Publisher 8.0

Comprehensive application with an interface with

Geographical Information System (GIS)

Salient Features:

a. Assessment/Reassessment

b. Demand generation

c. Collection

d. Various recovery Notices

Deficiency:

a. No interface with Accounting System which resulted in

to duplicate entry of data in to accounting system.

b. No interface with Workflow management

c. No interface with Document management

3. Water Billing


enabled.

Technology: Java/J2EE

Salient Features:

a. Process application for New

Connection/Transfer/reconnection.

b. Generate challan for Road cutting and Other statutory


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RDBMS: Oracle 9i


Tomcat.

Charges

c. Collection

d. Demand Generation based On the meter Billing/Flat

Billing

e. Collection of Demand

f. Notices

Deficiency:

a. No integration with Accounting System which resulted

in to duplicate entry of data in to accounting system.


c. No interface with Document management

4. Personal Information

System (PIS)

Application Type: Client

Server

Technology: Visual Basic 6.0

(Microsoft)

RDBMS: DB2.

Salient Features:

Monthly payroll process.

Seniority

Transfers

Retirement

Gratuity

PF, Loans & Other deduction.

Leave

Deficiency:

a. No option for self service.


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b. No interface with any other modules including

Accounting

c. Client Server application.

d. Obsolete technology

e. Limitation of database in terms of volume.

f. Difficulty in integration with other system due lack of

resources.

5. Double Entry Accounting

System


based

Technology: ASP.Net

(Microsoft)

RDBMS: MS SQL Server 2000

Salient Features:

a. Payment request by all departments.

b. Payment Process

c. Authentication

d. General Ledger

e. Cash Book

f. Balance sheet

g. Income & expenditure statement.

Deficiency:

a. No interface with Workflow management

b. No interface with Document management.

6. Birth & Death

Registration.


based

Technology: JSP/PHP

RDBMS:DB2

Salient Features:

Issue of Birth & Death Certificate





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c. No interface with Document management.

7. Cess (In Lieu Of Octroi)


Based Application.


RDBMS: Oracle 9i


Tomcat.

Salient Features:

a. Dealer Registration

b. Filing returns

c. Assessment

Deficiency




c. No interface with Document management.

8. Website

http://www.nmmconline.com

Type: Web Based Application.

Technology: PHP

RDBMS: DB2

Salient Features:

Online Publishing of tenders.

Facility to download tender document.

Interface with payment gateway for payment of Water billing

and property tax through Net Banking and Credit Card.

About NMMC,Environmental report

RTI details’Discussion forum,News.

Deficiency

d. No integration with Accounting System which resulted


e. No interface with Workflow management

No interface with Document management.


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The 8 ward offices namely Belapur, Nerul, Sanpada, Vashi, Turbhe, Ghansaoli, Airoli

& Dighe along with MCH (2) and Hospital (1) are connected via wide area network

(WAN) with 2 Mbps connectivity.

The ultimate objective of E- Governance Mission is to arrive at an integrated

application suite by way of redeveloping and enhancing few of the existing

modules, addition of few departmental activities by way of completely new

software application covering all aspects of local government functioning,

which can facilitate efficient and effective e-governance.

1.2 Project Rationale With a rapid urbanization and exponential growth in the service level, NMMC adapted

a decentralized departmental approach in the municipal corporation which resulted in

to islands of databases and information across the municipal corporation.

The Mission is seen as a method of applying Information technology to sort the

problems faced so far making good the deficiencies and filling up gaps**. It is also

seen as critical instruments for upgrading the quality of the service deliverables

across Navi Mumbai Municipal Corporation.

(** refer the Gap analysis report of existing E-governance application and the

deficiencies observed).

From the reform view point in the departmental processes, the outcomes of the

projects are outlined as under

a. E-Governance business application on a common technology platform

preferably J2EE and Oracle.

b. To improve the quality of planning. There is need for creating up to date

database of municipal corporation encompassing spatial data. An effective

strategy for updating the database with a one time effort.

The present MAPS are based on the Planning Maps (Year 1996) of CIDCO

(City Industrial Development Corporation.Maharashtra). These Maps are not

geo referenced and were digitized to evaluate the role of GIS in departmental

activities of NMMC (Approximate Cost incurred Rs. 8.00 Lakhs). After

evaluating the GIS role, NMMC has decided to capture the data through


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survey (Covering all assets, Property, storm water, water connection,

sewerage information etc) and satellite imageries.

c. To improve local resource mobilization, tax mapping has been identified as

the best practice. Implementing this needs in building up spatial information

at the micro level covering building, all utility networks and other assets of

the municipal corporation. Processing this level of micro level information

requires the support of geographic information based tools.

The present GIS system information limits to plot level only. There is a need

to capture the building and tenement level information as NMMC has initiated

property tax assessment for individual tenement.

d. Information technology application’s can go a long way in modernizing the

systems and procedures for coping up with the new challenges in Municipal

Corporation and providing in improved efficiency in the work force. In the

current context of the Navi Mumbai Municipal Corporation, the crucial tasks is

improvement of citizen delivery services and strengthen the back office

system to bring about extensive transformation from the citizen oriented

service point of view and Municipal Corporation’s process point of view.

e. Improve the integration process of the inter departmental transaction and

meaningful data in the accrual based double entry accounting system as per

the guide lines of National Urban Renewal Mission covering various modules

such as Asset Management, Depreciation, various statutory report generation

in addition to the day to day accounting process.

f. Encouraging citizen participation through greater transparency, intense

information flow and prompt delivery of services to the citizen.

1.3 Project Approach

In order to implement the Integrated E-Governance application and achieve the

objectives NMMC has appointed ‘Tandon & Associates’ as project management

consultant.


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• Detail study of all the departmental activities of NMMC leading to a clear

scope document for the development, integration & up gradation of

existing e-Governance application on a common platform.

• Suggesting a Business Process (BPR) for various department of NMMC in

terms of increase in revenue by way reforms /PPP role/rationalization of

property taxes keeping in mind the citizen services.

• Suggesting & implementing a clearly defined methodology to migrate the

existing data from the disintegrated databases to create a meaningful

integrated data.

• Suggesting and assisting NMMC in selection of System Integration (SI)

partner.

2 Project Definition, Concept & Scope

2.1 Project Definition

The mandate of the project is to consolidate the learning and achievements and

the previous implementation of the E-governance applications to reposition the

mission group and its program strategically among the stake holders, and eventually

to radically transform the government to citizen (G2C) and Government to Business

(G2B) in Navi Mumbai Municipal Corporation.

The following are set of the objectives of the mission

1. Integrating the departmental activity with a common application

platform.

Establish a comprehensive approach towards integrating the existing few E-

Governance Application primarily with double entry accounting centric

software to improve the efficiency of internal resources, improve the service

delivery and better decision making process. This covers GAP analysis of the

existing application against the functional guidelines specified in National

Mission Mode Projects for E-Governance in Municipality (NMMPE) and the

interoperability compatibility.

2. Improving the Citizen (front end) services and expanding the delivery

channels.

Establishing mechanism for improving the public service delivery like

collection process against various demand s raised, registration and issue of


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certificates, issue of permits, issue of licenses, grievance handling and

collection of various sources of revenue with prior demand generation.

3. Instituting the community system for sustaining and strengthening

service delivery.

Establish comprehensive citizen interface mechanism in Navi Mumbai

Municipal Corporation for efficient and responsive delivery, along with

participation and empowerment of the citizen and users of the Navi Mumbai

Municipal Corporation by linking the ward offices, other offices.

4. Establishing Back end system for office management and accounting.

Establishing, transparent and effective and accountable systems for good

governance in Navi Mumbai Municipal Corporation (specifically in the area like

office management through effective decision support and file tracking

system, property tax and revenue reforms, account reforms through double

entry accrual based accounting system) with systematic business process re-

engineering (BPR) backed by legal system.

5. Creating Community Information System

To provide applications with English & Marathi Language Interface and

community systems (specifically linking Property Tax Database with various

other spatial and Non Spatial Database) for effective decision making and for

improving service delivery.

6. Handling Standardization of data and quality of legacy data

To undertake standardization of data capture and to put in place processes to

ensure completeness, validation, cross validation, referential integrity and

ownership of data in manual records and to device system with appropriate

control for updating.

7. Building Integrated Back end database

To establish applications with integrated databases (specifically integrated

beneficiary database, comprehensive asset database, integrated projects,

schemes and work database, integrated service database with unique


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business number, integrated employee database etc.) for various functions

like monitoring of development, work force management, grievance

redressal, accounting, budgeting and financial management.

8. Creating Resource Information System and providing developmental

services.

Developing an integrated micro level resource based developmental

Information system (specifically based on premises mapping, resource

mapping and linking them with town planning schemes, detail town plan

schemes etc.) which would facilitate meaningful decentralized planning and

spatial resource management and regulation.

9. Setting up Infrastructure

Establishing an institutional frame work for putting in place a secure network

Specifically Internet based virtual private network (VPN) or equivalent

network using a high speed internet backbone like 2 MBPS under a wide area

network with a centralized helpdesk, datacenter, network operating center

interconnecting the ward offices, MCH and Hospitals.

10. Undertaking Capacity Building

Establishing a institutional framework for providing trained manpower to keep

the hardware and software fully operational with minimum down time and

proactive system building practice across NMMC.

11. Arriving at Business Delivery Models

To arrive at appropriate business delivery models for service delivery through

the various service delivery channels and for sustaining the application

support, technical support and capability building.

12. Integration with Other existing modules

To integrate various existing modules and incorporate cross departmental

integration by integrating the existing business software applications,

introducing BPR (Business Process Reengineering) under the guidelines of

JNNURM (Jawaharlal Neharu National Urban Renewal Mission) and the Mission

Mode Projects of Ministry of Urban Development.


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13. Confirming With Standards

To integrate with National Mission Mode Projects On e-Governance in

Municipalities and to confirm the national E-Government Standards developed

by the working groups on standards, Ministry of Information Technology.

2.2 Scope of the Project

The broad scope of the proposed integrated E-Governance, given the

background, its vision and objectives, for achieving successful delivery of G2C

(Government to Citizen) , G2B (Government to Business) and G2G

(Government to Government).


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Sr.No Functional

Requirement

Description of the Functional

Requirement

1. GAP analysis of the

existing application

Carry out a gap analysis of the existing

Application to integrate the same with inter

departmental activity specifically the

accounting department. This GAP analysis

covers the following applications

• GIS Integrated Civil Engineering

Application

• Property Tax Application

• Water Billing Application

• Birth & Death

2. Common Interface for

User

The E-Governance solution shall provide a

user friendly ,common interface approach for

all users covering Citizens, business and the

users of NMMC.A common citizen portal

facilitating transactions across various

departments enabling common view of NMMC

system shall be put in place. The portal shall

also provide right to Information and other

requirements for transparency and citizen

empowerment. The Portal shall also facilitate

registration of new users and their

authentication, on line payments of various

payments like Property Tax, Water Bills and

any other charges through a net banking or

Credit card.

3. Work Flow application for

the Departmental user.

The E-Governance solution shall provide a

business application (Software) for the below

mentioned Departments with features like

workflow, file monitoring, Authentication and

approval at required stages as per the

Municipal guidelines. The application shall


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have integration with spatial data. The

application shall also have integration with

Double entry accounting system for various

commercial transaction and budget updates.

4. Smart Forms & Reports –

BPR (Business Process

Reengineering)

One of the key requirement to perform G2B

and G2C services online, shall be the creation

of electronic interface of the current manual

forms. Forms required for registration,

permits, NOC, request for additional

information need to be integrated with

departmental business application.

5. Service Integration The primary objective of E-governance is to

improve service delivery at all levels i.e G2C,

G2B and G2G transaction. A variety of service

need to logically group to produce a

meaningful data.

6. Common technology

Platform and database.

The primary goal of the E-Governance

application is to provide close integration with

various inter departmental activity. The

applications developed in the past five years

are on weird technology platform with

limitation in integrating the system. Hence

there is need for a solution which is developed

on a single technology platform to present

homogeneous data across the system and

improve the efficiency of the service

deliverables. This will be achieved by

enhancing/developing and bridging the GAP in

the existing software’s.

7. Document Control and

Management

The objective of E-Governance application is to

provide central repository of document control

and version management. This covers

documents of various formats, proprietary

formats, Engineering Drawings and Maps etc.

8. Integration With Spatial The primary objective of E-Governance


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data application is to capture the spatial

information of the assets of the municipal

corporation, revenue generating resources like

property tax, water connection.

9. Asset Management Create repository of assets of the Municipal

Corporation

2.2.1 Birth & Death Registration

Registering Birth & Death has been compulsory as per the birth and death

registration act 1969 and is a major service in Municipal Corporation. In case

hospital event, the hospital’s in the municipal territory are responsible for the

registration of birth and death. In case of non hospital events the concerned

parties shall make necessary applications to the Municipal Corporation. The

health department is responsible for issue of Birth and death certificates. This

activity is part of the Citizen Services modules (CFC).

The Main activities of birth & Death process are as follows.

1. Birth & Death registration

2. Issue of birth & Death Certificate.

3. Correction in the registration details.

4. Updation of registration details.

The birth and death registration are further sub divided in to sub processes.

1. Birth Registration

2. Death Registration

3. Correction of Birth & Death Registration

4. Issue of Birth & Death registration

5. Inclusion of Child’s Name

The existing Application is developed on PHP and DB2 application which requires

redeveloping the application considering the compatibility with proposed

enhancement and interface with the specified application.


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Key Objectives for Birth and Death Service Delivery: Sr.No Description of Service

Delivery Existing delivery

Time (Avg) Expected Time

Line as per JnNurm Guide

Line

Proposed Time line after implementation of E-

Governance

Performance Parameters

Online submission of forms <15 Minutes.

User Friendly Forms, Navigation, Data Validations with proper messages

1 Online submission of Registration forms for Birth and Death

No facility for online submission

Online, Immediate acknowledgement

Acknowledgement < 1 minute after submission of form.

Time required generating the unique case number for the transaction.

Birth and Death Registration

2 - 3 days <15 Minutes <15 Minutes for online User Friendly Forms,

Navigation, Data Validations with proper messages

-Registered Hospitals

<30 minutes for CFC. Typing Speed/Verification of Documents

2

- Others 5 - 10 days <5 days <5 days Application Verification Process.

3

Issue of Certificate 1 Hr-3 Hrs <15 Min <30 Minutes Number of counters at the CFC. Retrieval of application details from the database.


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Gap Analysis: Case I – Registration of Birth

Applies for BirthRegistration

Applicant

Accept theapplication

Ward officerHospitalEvent Approval from

Sanitory Officer

Sanitory officer

Accept the feesspecified

Ward Officer

Pays Chargesapplicable

Applicant

Issue registrationacknowledgementto the applicant.

Ward officer

NO

YES

Birth Registration (Existing)

Issues Birthcertficate to the

applicant

NAVI MUMBAI MUNICIPAL CORPORATION

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Sr.No National Mission Mode Project

Guide Line

Existing Application Desired Application

1. Applicant submits a application to

the Municipal Corporation

Applications are submitted in a Non

standard format to the ward officer

directly.

In case hospital event, the hospital

submits the application with relevant

details in a standard format. Hospital

can submit the application online or the

relevant applications can be

downloaded from the portal and

submitted in a paper format to the

CFC. The applications are preprinted

forms (BPR to design the form) with

complete details of the applicant and

the registered Hospital.

In case of Non hospital event, the

individual shall approach the Municipal

corporation directly to register the

birth.

2. Application details are captured

with and verification checks are

conducted for data Validity.

Verification checks are carried out by

the ward officer/ Health officer.



3. In case of on or before one month,

no penalty charges are applicable.

In case of on or before one month the

birth registrations shall be registered


death registrations shall be registered


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Applicant shall pay the Minimum

transaction fees to process the

request.

without penalty. Presently, NMMC does

not charge any amount to register the

birth.

without any additional penalty.

4. Registration of birth after one

month and before one year can be

registered by payment of requisite

penalty and the transaction fee.

Registration of birth after one month

requires further approval from the

health officer.


and before one year can be registered

by payment of requisite penalty and

the transaction fee.

5. Registration of birth after one year

can be registered after obtaining

orders from the first class

Magistrate or revenue officer and

by payment of requisite penalty

and other transaction charges.



health officer.

Registration of birth after one year can

be registered after obtaining orders

from the first class Magistrate or

revenue officer and by payment of

requisite penalty and other transaction

charges.

6. Approval from the Health

department.

7. Issue of Birth Certificate to the

applicant

Presently NMMC charges Rs.5.00 per

copy.

The applicable fees for the additional

certificates shall be paid to the

municipal corporation for certificates

beyond the default number of Birth

certificates.


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Applies for BirthRegistration

Applicant


CFC Clerk

HospitalEvent

Approval fromHealth Officer

Health officer


CFC Cashier

Issue of receipt andregistration slip[ forregistration of Birth.

CFC Cashier

Is the event isregistered in thestipulated time

period?

CalculatePayment

CFC Clerk

Yes Yes

NO

Yes

NO

Integration withDouble entryAccounting

Birth Registration (Proposed)Interface with Portalfor download of formsor online registration.


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FUNCTIONAL REQUIREMENT – Birth Registration.

Sr.No National Mission Mode Project Guide Line Desired Application

1. Ability to maintain Hospital details in the form of Master The application shall have facility to capture all the

Hospital details in the form of master. Shall facilitate new

Hospital/modification to existing hospitals/ In activate the

existing Hospital/Search of Hospital.

2. Ability to maintain fees master The application shall have facility to capture the various

fees applicable for issue of Birth certificate with effective

date. Any changes to the existing fees shall be changed

with an effective date. The system shall support

modification to the existing fees structure.

3. Ability to maintain birth delivery details. The application shall have facility to capture the birth

delivery details. Shall facilitate addition of new details or

modification to existing details.

4. Ability to main Birth attention details The application shall have facility to capture the birth

attention details. Shall facilitate addition of new details or


5. Facility to capture the birth details based on the existing

Birth details registration form

The application shall have facility to capture the birth

details based on the details listed out. The application

shall have facility to capture additional details from time

to time.


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6. Ability to capture the sanitary Inspector details and

remarks

The system shall have facility to capture the sanitary

Inspector remarks if any. The system shall have workflow

to register various approvals.

7. Ability to generate Birth registration slip. The system shall generate Birth registration slip upon

registration of birth.

8. Ability to facilitate the inclusion of child’s name if not

registered at the time of registration of birth

Facility to include Child’s Name if not registered at the

time of Birth.

9. Ability to make correction to birth details Facility to make correction to birth details.

10. Ability to capture the request for registration certificate

based on the registration number entered.

Facility to generate the birth certificate based on the

registration Number.

11. Ability to query the database based on the parameter

supplied

The system facilitate query of database based on various

parameters.


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Gap Analysis: Case I – Registration of Death (Existing Process)

Applies forDeath

Registration

Applicant


Ward officerHospitalEvent Approval from

Sanitory Officer

Sanitory officer


Ward Officer

Pays Chargesapplicable

Applicant

Issue registrationacknowledgementto the applicant.

Ward officer

NO

YES

Death Registration (Existing)

Issues Deathcertficate to the

applicant


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Guide Line


1. Applicant submits a application to

the Municipal Corporation

Applications are submitted in a Non

standard format to the ward officer

directly.

In case hospital event, the hospital submits

the application with relevant details in a

standard format. Hospital can submit the

application online or the relevant application

forms can be downloaded and submitted in a

paper format to the CFC. The applications are

preprinted forms (BPR to design the form)

with complete details of the applicant and the

registered Hospital.

In case of Non hospital event, the individual

shall approach the Municipal corporation

directly to register the death.

2. Application details are captured with

and verification checks are

conducted for data Validity.



Verification checks are carried out by the

ward officer.

3. In case of on or before one month,

no penalty charges are applicable.

Applicant shall pay the Minimum

transaction fees to process the


death registrations shall be registered

without penalty. Presently, NMMC

does not charge any amount to

In case of on or before one month the death

registrations shall be registered without any

additional penalty.


Page 30 of 280

request. register the death.

4. Registration of death after one

month and before one year can be

registered by payment of requisite

penalty and the transaction fee.

Registration of death after one month


health officer.

Registration of death after one month and

before one year can be registered by

payment of requisite penalty and the

transaction fee.

5. Registration of death after one year

can be registered after obtaining

orders from the first class Magistrate

or revenue officer and by payment

of requisite penalty and other

transaction charges.

Registration of death after one month


health officer.

Registration of death after one year can be

registered after obtaining orders from the

first class Magistrate or revenue officer and

by payment of requisite penalty and other

transaction charges.

6. Approval from the Health

department.

Approval from health department Approval from health department

7. Issue of death Certificate to the

applicant

Presently NMMC charges Rs.5.00 per

copy.

The applicable fees for the additional

certificates shall be paid to the municipal

corporation for certificates beyond the default

number of Birth certificates.


Page 31 of 280

Flow Chart for Registration of Death (Proposed)

Applies forDeath

Registration

Applicant


CFC Clerk

HospitalEvent

Approval fromSanitory Officer

Sanitory officer


CFC Cashier

Is the event isregistered in thestipulated time

period?

CalculatePayment

CFC Clerk

Yes Yes

NOYesNO

Integration withDouble EntryAccounting

Death Registration (Proposed)Interface with Portal for

download of relevant formsand facility to apply online.

Issue of receipt andregistrat ion slip for

registrat ion of death.

CFC Cashier

Interface withDocument

Management System


Page 32 of 280

FUNCTIONALITY REQUIREMENT – Death Registration


1. Ability to maintain Hospital details in the form of Master

(Common For Birth & Death Module)

The application shall have facility to capture the Hospital

details. Shall facilitate new Hospital/modification to

existing hospitals/ In activate the existing Hospital/Search

of Hospital.

2. Ability to maintain fees master (Common for Birth &

Death Module)

The application shall have facility to capture the various

fees applicable for issue of Death certificate with effective

date. Any changes to the existing fees shall be changed

with an effective date. The system shall support ion to

modification to the existing fees.

3. Ability to maintain Death details. The application shall have facility to capture the Death

details. Shall facilitate addition of new details or


4. Ability to capture the sanitary Inspector details and

remarks

The system shall have facility to capture the sanitary

Inspector remarks if any. The system shall have workflow

to register various approvals.

5. Ability to generate Death registration slip. The system shall generate Death registration slip upon

registration of birth.

9. Ability to make correction to death details Facility to make correction to Death details.


Page 33 of 280

10. Ability to capture the request for registration certificate

based on the registration number entered.

Facility to generate the death certificate based on the

registration Number.

11. Ability to query the database based on the parameter

supplied

The system facilitate query of database based on various

parameters.

MIS REQUIREMENT – Birth &Death Registration


1. information of Birth registrations based on Registration

No, Registration Date, Date of Birth, Issues , Non-Issues

Month & Year –Wise

Ability to generate various reports information of Birth

registrations based on Registration No, Registration Date,

Date of Birth, Issues , Non-Issues Month & Year –Wise

2. Sex Wise in a particular year Ability to generate reports births Sex Wise in a particular

year

3. Literacy wise in a particular year Ability to generate literacy wise in a particular year.

4. Mother’s Literacy wise in a particular year Ability to generate Mother’s Literacy wise in a particular

year

5. Mother’s Occupation wise in a particular year Ability to generate Mother’s Occupation wise in a

particular year

6. Year-Wise Issues Ability to generate year-Wise Issues

7. Various reports based on Year of Death-wise based on

Date and Cause of death

Ability to generate various reports based on Year of

Death-wise based on Date and Cause of death


Page 34 of 280

8. Reports of Deaths based on Occupation-wise in

particular year

Reports of Deaths based on Occupation-wise in particular

year

9. Reports of Deaths based on Occupation-wise in

particular year

Reports of Deaths based on Occupation-wise in particular

year

10. Reports of Deaths based on Cause of death-wise in

particular year

Reports of Deaths based on Cause of death-wise in

particular year

11. Reports of Deaths based on Issued and not issued

between two specified applied dates

Reports of Deaths based on Issued and not issued

between two specified applied dates


Page 35 of 280

Flow Chart for Issue of Birth & Death Registration Certificate:

Applies for Birth& Death

certificate

Applicant

verifies theexistance of

Data

CFC Clerk


CFC Cashier

GenerateCertificate

CFC ClerkAuthorisation ofcertfifcate anddistribute to the

applicant

Health Officer

Exists? CalculatePayment

CFC Clerk

Yes

Integration withAccounting

Birth & Death Isssue Of Certificate (Proposed)

Reject theapplication


Page 36 of 280

In the existing process, the birth and death registration certificate is issued against approval and completion of the registration

formality. The registration of birth and death doesn’t attract additional charge for registration. The issue of certificates is

charged Rs.5.00 per copy.

Interface with other Modules

Sr.No National Mission

Mode Project Guide

Line


1. Public Grievance

Redressal Module

No application exists. Integration with public grievance redressal

module for the status of the grievance/

queries/ redressal steps taken.

2. Court cases (Legal

Module)

No application exists. No interface with legal module as application

does not exist

3. Financial & Accounting

Module

No Interface exists Ability to post the corresponding entries as per

the guidelines of National Municipal Accounting

manual for Double entry accounting system.

4. Interface with

Portal/CFC

No interface exists with present

website and CFC

Ability to download the relevant forms from the

portal.

Ability to post the entries online by the hospital

representative.

5. Interface with

Document

Management

Document management does not

exist

Ability to store the document in digital format

with predefined indexing for easy retrieval in

future.


Page 37 of 280

Reusability of the existing Application: The existing application has been evaluated based on the JnNURM guidelines to improve the

citizen delivery process and the objective of the Municipal Corporation. While preparation of

this document a detailed study has been carried out to evaluate the possibility of reusing the

existing application in the technical and functional point view with the proposed e-Governance

application. The observations are as follows.

Evaluation Criteria Priority Existing New

Development Functional compliance High 1 3 Technology Compliance High 2 3 RDBMS Compliance High 2 3 Architecture Medium 2 2 Interface with other Modules High 1 2 Customization Medium 2 2 Total Score 10 15

Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets

Requirements = 2 Points, Exceeds Requirements = 3 Points


Page 38 of 280

Technology:

• The present application is on PHP as user interface (UI) and DB2 as Relational

Database Management System (RDBMS).

• 2 Tier Architecture

• Need to replace the RDBMS as NMMC wants to standardize the unified

database across the enterprise. This will bring in need for verifying the UI and

business logic to suit the new RDBMS structure.

• Changes in User Interface to incorporate the GAPS identified

• In event of upgrading the existing application and in house operation and

maintenance, NMMC need to maintain the separate technical team with

knowledge in PHP resulting in to multiple technical resources.

• Interface with proposed modules like Double Entry Accounting & Financial

Management, Document Management, Portal/CFC application requires major

effort.

Functionality:

• Refer Gap analysis listed out against each service like Registration and issue of certificate for Birth and Death.

The comparison of 2 options namely, improving the existing application and

development of new customized application shows that each option has some level of

risk listed.

Existing Application:

1. Technology not in compliance with the proposed one.

2. User interface not in compliance with the proposed one.

New Development:

1. Familiarity with E-Governance functionality.

2. Longer implementation time.

Conclusion:

After detailed evaluation of the above points, NMMC decided to opt for the new

application development for Birth and death registration which is compatible with the

proposed unified technology and database.


Page 39 of 280

Operation and Maintenance:

Operation:

NMMC evaluated following options to manage the day to day activity related to this

service.

1. Manage the operation with in house dedicated team, own infrastructure

and premises owned by NMMC.

Risk Associated with above option

• Capability Building

• Retention of resource

• Knowledge Transfer

• Frequent change in top hierarchy may destabilize the team.

Risk Mitigation:

Periodical and Adequate training to the in house team identified by the Municipal

Corporation.

Retaining the resources for longer time without frequent inter departmental and intra

departmental transfers.

Well defined Knowledge sharing process and adequate back up team to support the

emergency requirements.

2. PPP/Outsource model: Resources from 3rd party with infrastructure and

software applications owned by NMMC.


• Adherence to the service delivery commitments.

• No adequate knowledge to the in-house team

• Service levels.

Risk Mitigation:

Well defined the service level agreements with the PPP vendor and compensation

linked with service delivery.

Backup team, with members identified by NMMC to support the emergency

requirements.

Well defined service levels, target date and escalation process in the event of failures

if any.

After thorough consideration of various parameters such as number of employees,

present work load analysis, new recruitment and financial burden on NMMC and risk

associated with above option like technical competency, citizen response and


Page 40 of 280

relationship and capability building, NMMC may opt for PPP model. However, NMMC

would also make arrangements for backup team (in house members) to meet the

emergency requirements if any.

Maintenance:

The maintenance of the application shall be the responsibility of NMMC IT team or

the vendor responsible for the maintenance under the guidance of commissioner and

city engineer. The maintenance and enhancement shall be carried out as per the IT

policy of NMMC.

Summary of Scope of Work:

• Improvement in Business Process covering standardization of forms and data

processing.

• Improvement in workflow with well defined escalation process.

• Closing the GAPS observed in the present application along with NMMP

guidelines for improved delivery process.

• Development of MIS Reports.

• Interface with other department processes like Double Entry Accounting

System, Citizen Portal and Citizen Grievance.

Business Process Reengineering (BPR) in Birth & Death Registration:

• Standardization of data input formats /Application formats to capture the

maximum information (Capture data relevant to various health surveys of

State and central government) related to birth and death.

• Option to Key in the Birth & Death details through Portal interface for

Hospitals and other health organization.

• Option to view/track the status of Application for Birth & Death certificate

through a common citizen interface with the help of unique acknowledgement

number.


Page 41 of 280

2.2.2 Property Tax

The property tax is one of the main sources of revenue for the Navi Mumbai

Municipal Corporation and contributes 40-50% of the revenue of Municipal

Corporation. Presently NMMC follows Ratable Value Method (RV) to calculate

the property tax. The Demands are raised biannually.

The property tax Comprise of Following Components.

1. General Tax

2. Water Benefit Tax

3. Sewerage Tax

4. Sewerage Benefit Tax

5. Education tax

6. Tree Tax

7. Street Tax

8. Education

9. E.G.C

The components 1- 7 are part of Municipal Tax and 8 & 9 are state

Government Components.

In addition to the above the revenue earned from the property tax

departments are

1. Property Transfer Charges

2. New Assessment Request Charges

3. Notice Fee

4. Warrant Fee

5. Other fees

6. Interest

7. Penalties

The Components 3-7 are charges applicable for delays and defaults made by the tax

payers and the components 1 & 2 are nominal service charges levied for the various

requests by the tax payers/assessee.


Page 42 of 280

The following table List out the Property tax revenue in Last 6 years

Financial Year

2000-2001

2001-2002

2002-2003

2003-2004

2004-2005

2005-2006

2006-2007

2007-2008

Demand 77.15 84.63 90.78 99.72 118.6 142.6 213.4 291.3 Collection 59.42 69.67 72.89 73.94 84.2 102.2 117.3 137.9

Demand Vs Collection

0

50

100

150

200

250

300

350

Year 2000-2001

2001-2002

2002-2003

2003-2004

2004-2005

2005-2006

2006-2007

2007-2008

Fin Year

Rs.

...in

Cro

res

List of Parameters Considered for Calculation of Property tax

1. Usage

2. Building Type

3. Age Of the Building

The present Property tax Calculations are based on the Ratable Value (RV)

Method.

The formulas used for the calculations are as follows.

Residential Property:

RV=Residential Rate X 10.8X residential Area (Sq.Mtrs)


Page 43 of 280

Residential Property (Rented):

RV=Residential Rent X 10.8

Commercial Property:

RV=Residential Rate X 10.8X0.6X Commercial Area (Sq.Mtrs)

Commercial Property (Rented):

RV=Commercial Rent X 10.8 X 0.65

Key Objectives: Sr.No Description of Service




Line


Governance


1 Calculation of Property Tax – Online Tax Calculator

No Facility to calculate online Tax

N.A Facility to calculate Tax online

Accuracy and authenticity of user

inputs.

2. Collection Of Property tax

15min -45 min <15 Min < 10 Min Time to retrieve the data from Central

repository. Navigation, time to

Commit record back to central database.

3. Collection of Property tax – Online through e-Biz Portal

3 min N.A 3 min Time to retrieve the data from Central




Page 44 of 280

Gap Analysis: Case I – Registration of New Assesses

Submitapplication formfor new Assessee

registration

Assessee

Receive & CaptureApplication/Verify

Documents

P.T Clerk/CFC/Portal

IssueAcknowledgement

P.T Clerk/CFC/Portal

Verify theOwnership details& fie ld Verification

P T Inspector

Is the fieldverification a&other detailssatisfactory

Generate TaxAssessment

details

Assessee

YesIs assessee

satisfied withthe Taxes?

New property Id isgenerated and

details arecaptured

Appeal againstthe assessment

Assessee

NO

YES

Collector/Commissioner

TaxRevision/Confir

mation

Is assesseesatisfied with

the Taxes?

Yes

Flow Chart for Registration ofNew Assessee (Existing)


Page 45 of 280

Sr.No National Mission Mode

Project Guide Line


1. Assesses to submit the

application for inclusion of

property with title deed

information through online portal

or Citizen Service Center

Assesses submits the application to the

Property Tax Department directly. The

present application captures only the

Name of the owner. No document/Title

Deed Information’s are captured in the

existing Application. No facility to

submit the application through the

NMMC Information site

http://www.nmmconline.com.

Assessee submits the application through

• Through the NMMC web Portal

• Citizen facilitation Center (CFC)

• Ward Office

The application shall display the list of

documents required to apply for the service

along with mandatory details.

2. Receiving Clerk Captures

Application Details.

No facility exists for Receiving Clerk to

Capture the application Information.

This is manual process.

The receiving clerk captures the details of

transaction after verification of the documents

submitted.

3. Generate Acknowledgement

Receipt to the Assessee.

No facility exists for issue of

Acknowledgement against the Receipt of

application for new registration.

The system shall generate acknowledgement

receipt with unique case No along with details

of transaction, applicants Name and the

approximate date to accomplish the task along

with service Transaction Fee.

4. Generate Field verification Check

lists

No facility to generate Field verification

check list.

To generate field verification check list

5. Verify owner ship details - Field

Verification

No facility to capture the Ownership

details from the field verification.

Authenticate the field verification check list.

Integration with document management


Page 46 of 280

system to verify the authenticity of the

document issued by other departments such as

building permission, Ownership agreement

from CIDCO etc.

6. Generate Special Notice and

send it to the assesse

No facility to generate the Special

Notice and send it to the assessee

A special notice to be generated and forwarded

to the assessee.

7. Assesses Confirmation on Tax

fixed

No facility to capture the assessee

confirmation

Assessee confirmation/remarks/appeal to be

received within the specified date. Failing which

the same will be treated confirmed and

accepted by the assessee.

8. In case of Non confirmation of

step (7),assess appeal against

the assessment to Commissioner

In the event non confirmation the

communications and correspondence

are maintained outside the system in

the form of physical ledgers/files.

Accept the appeal and the revision in the tax

with facility to move the previous details to

History.

9. Tax Revision and confirmation by

the Assesse

Tax revisions are communicated to the

assessee through demand. Assessse

confirmations are not recorded in the

application software or manual process.

Assessee confirmation/ remarks/ appeal to be






the assessment to Taxation

Committee





Accept the appeal and the revision in the tax.

11. Tax Revision and confirmation by Tax revisions are communicated to the Assessee confirmation/ remarks/appeal to be


Page 47 of 280

the Assesse assessee through demand. Assessse








the assessment to Court





Accept the appeal and the revision in the tax.

13. In case of Confirmation after

step (7), (9) and (11) generate

New Property

Tax revisions are communicated to the

assessee through demand. Assessse



Register property. Issue property Tax Number

to the assessee.

14. Authentication - Authentication of demand are done

outside the system.

Authenticate property for regular demand

generation.

Recommendation:

1. The Assesses application information is the primary and key input to the system and it is recommended to

capture the application information in the form of scanned image/PDF format and is tagged to the property. The

same can be viewed either as part of spatial data or as a part of document management application.

2. The above process defined with an assumption that the Owner voluntarily declares the property. In the

absence of the same the property Tax department shall receive the details of various permission granted by the

Town planning department. Hence, it is important to attach the Town planning documents to the property.


Page 48 of 280

Case I – Registration of New Assesses (Proposed)

Submitapplication formfor new Assessee

registration

Assessee


Documents

P.T Clerk/CFC/PortalVerify List

ofdocuments

NO


P.T Clerk/CFC

Yes

Generate Fie ldVerification Check

List.

P.T Clerk


P T Inspector

Integrationwith GIS

Is the fieldverification a&other detailssatisfactory

Generate thespecial Notice

PT Inspector

NO

Yes


the Taxes?

Appeal againstthe assessment

Assessee

New property Id isgenerated and

details arecaptured

Yes

NO

Inform Assesseeabout the field

verification & Taxdetails. SMS/Emails


TaxRevision/Confir

mation


the Taxes?

Yes

Appeal totaxation

committee

Assessee

TaxRevision/Confir

mation

Committee


the Taxes?

File Court case

Assessee

Yes

No

Generate orderfor confirm ing theinclusion of new

assessee

Assessee

Integrationwith GIS

Integrationwith TownPlanning

Flow Chart for Registration ofNew Assessee (Proposed)

Integrationwith Documentmanagement

System

Inform Assesseeabout the property tax

regnnumber.SMS/Email


Page 49 of 280

Case II – Name Transfer/Change Of Ownership.

Submitapplication formfor title Transfer

Assessee


Documents

P.T ClerkVerify List

ofdocuments

NO


P.T Clerk


List.

P.T Clerk

Verify theOwnership details& field Verification

P T Inspector

Pay the dues

Assessee

Manual process

Any duesexist?

YES

NO


Approval

Updateassessment

Register

Flow Chart for Change ofOwnership (Existing)

Generate Challan(Rates Based on

the ReadyReckoner)

P.T Clerk

Accept thepayment as per

the challan

P.T Cashier/Bank

Return thecustomer copy withacknowledgement

P.T Cashier/Bank

Generate orderconfirm ing the

change ofassessee name

P.T clerk

Approvalstatus

Yes

No


Page 50 of 280

GAP ANALYSIS:


Guide Line


1. Applicant submits the application

for change in TITLE details The

application shall accompany list of

mandatory and optional

documents to prove the

authenticity of the owner details

along with transaction fee charges.

Present application does not capture the

application details. The details are

managed manually without any data

entry in the existing system.

Presently, the name transfer (Non

standard format) applications are

accepted either in the respective ward

office (Property tax Inspector) or

property tax office.

No single window system facility exists.

All applications related to the name

transfer shall be made available on portal

along with list of mandatory and optional

document.

NMMC need to design a standard

formats for the name transfer (BPR

Process).

Applicant submits the application through


• Citizen facilitation Center

• Ward Office


required documents to apply for the

service along with mandatory details

required along with transaction Fee.




Capture the application Information. No

transaction fee.

The receiving clerk at the CFC captures

the details of transaction after verification

of the documents submitted.

A nominal transaction fee will be

levied to support the O&M of the


Page 51 of 280


Guide Line


existing application.

The system shall generate

acknowledgement receipt with unique

case No along with details of transaction,

applicants Name and the approximate

date to accomplish the task along with

service Transaction Fee.

3. Approval status from the

commissioner

No facility exists in the system to

capture the approval/scrutiny details

from the commissioner.

The system shall capture the date of

approval by the commissioner along with

remarks if any.


Verification

No facility to capture the Ownership

details from the field verification.

Capture the field verification details.

5. Generate order for name transfer System does not have facility to

generate Name transfer order

Generate order for name transfer. Update

the Assessee data. Move the previous

data to history.


Page 52 of 280

Name Transfer/Change Of Ownership (Proposed):

Submitapplication formfor title Transfer

Assessee


Documents

P.T Clerk/CFC/PortalVerify List

ofdocuments

NO


P.T Clerk/CFC


List.

P.T Clerk

Integrationwith GIS

Integrationwith TownPlanning

Pay thetransaction fee

Assessee

Integration withAccounting &

Financial System

Integration waterBilling system andother departmentsfor verification of

dues.

Any duesexist?

NO

Flow Chart for Change ofOwnership (Proposed)

STOP


P T InspectorCollector/

Commissioner

Approval

Updateassessment

Register

Generate Challan(Rates Based on

the ReadyReckoner)

P.T Clerk

Accept thepayment as per

the challan

P.T Cashier/Bank

Return thecustomer copy withacknowledgement

P.T Cashier/Bank

Generate orderconfirming the


P.T clerk

Approvalstatus

Yes

UpdateDocument

Management


Page 53 of 280

Case III – Assessment & Collection

GenerateDemand Noticefor all property

P T Clerk

Exemption/VacancyRemission/Write off

Generate No Tax

P T Clerk

Print & distributeDemand

P T Clerk

Payment of Tax

Assessee

Payment of TaxBefore Due

Date

Collect tax

Cashier

Collect tax alongwith Delayed

PayementCharges

Cashier

GenerateAcknowledgement

Cashier

Update AssesseeProperty tax Ledger

SelectPaymentOption

Collectionthrough Net

banking /CreditCard

Co

l Ce

nte

r

Generateacknowledgement

Pay Gateway

YES

NO

Assessment & Collection (Existing)


Page 54 of 280

GAP ANALYSIS:


Project Guide Line


1. The revenue section generates

demand notices for all assesses.

Demand notice consists of

demand-year, demand date,

property id, arrear property tax,

current property tax and

penalties etc., and it also

consists of details of property,

house no, owner name, zone,

location etc. Penalties are also

mentioned in the demand notice.

In case of tax exemptions or

advance payment demand notice

will not be generated

The demand notices are generated by

the revenue department. Biyearly

process of demand for the assessee

comprising of Demand year, demand

date, property id, current property tax

with break up of tax components,

penalties etc. The demand also

comprises of house no. owner name,

ward, sector etc. In case of advance

payment the demands are generated

with 0.00 demands. The demand notice

also comprises of the last date for

payment along with payment details for

the subsequent months in case of

delayed payment.

Integration with Accounting and financial

system is desired for a up to date demand

details. The posting of vouchers in to

double entry accounting system to be as

per guideline of National Municipal

Accounting manual.

2. Assessee can apply to

Municipality for vacancy

remission of property tax

No such Facility or term exists. Need to evaluate and require approval

from Commissioner/general Body before

implementing the same.

3. Citizen pays the amount

specified in the demand notice,

The demand amounts are collected at

all the ward office cash counters in

The assessee payment details should be

updated immediately after the


Page 55 of 280


Project Guide Line


within the time period specified addition to the designated banks.

Citizen can also make a payment by

way of online payment gateway either

through credit card or Net banking

Option.

Presently, the payment gate way option

is connected to offline database. The

successful transactions carried out

through payment gateway will reflect in

the assessee account only after 24-72

Hrs. The posting of receipt entry is

manual process.

transaction. Integration with accounting

system is desired. The posting of

vouchers in to double entry accounting

system should be as per guideline of

National Municipal Accounting manual.

4. After payment an acknowledgement and payment receipt is generated and given to the applicant.

After receipt of payment the system

generates receipt and is handed over to

the assessee.

The system shall generate a

acknowledgement with digital signature

certificate by the competent

authority.(Applicable for payment

gateway transaction). Integration with

accounting system is desired.

5. Update Demand The demand registers are updated after

receipt of payment. For delayed

payment Delayed payments charge are

The collection activity should be online

process where the entries to be posted by

the respective cash collection centers. The


Page 56 of 280


Project Guide Line


applicable. The DPC is calculated at the

time of receipt of payment and the

amounts are collected based on the

date of collection.

system shall have single login process for

various collection such as water Tax

property tax, payments against various

challans etc. Integration with Accounts

and Financial system is desired.


Page 57 of 280

Assessment & Collection (Proposed)

GenerateDemand Noticefor all property

P T Clerk

Exemption/VacancyRemission/Write off

Generate No Tax

P T Clerk

Print & distributeDemand

P T Clerk

Payment of Tax

Assessee

Payment of TaxBefore Due

Date

Collect tax

Cashier

Collect tax alongwith Delayed

PayementCharges

Cashier

GenerateAcknowledgement

Cashier

Update AssesseeProperty tax Ledger

Integrate withFinance & Accounting

system

SelectPaymentOption

Collectionthrough Net

banking /CreditCard

Co

l Ce

nte

r


identifyAssessee

Pay Gateway

KIOSKDeposit AmountCash/Cheque


YES

NO

Send E-Demands(E Mail)

Integration withSMS Gateway



Page 58 of 280

Case IV – General Revision

The general revision option facilitates inspection and reassessment of taxes agreed

based on changes/alteration to the structure. The revisions are carried out based on

the assessee’s request or inspection carried out by the Tax Inspector of the

respective ward. The revisions are also carried out to amend the new rules and

regulations enforced by the by the municipal corporation from time to time.

Routine SiteInspection

P T Inspector

Submit applicationform for changes to

the structure

Assessee

Is anyalterations tothe structure?

StopNO

Rework the tax asper the changes tothe property/New

Policy

P T Inspector

Ye

s

Updateassessment

Details



NewRegulations/Amendment by the Municipal

Corporation

Flow Chart for General Revision(Existing)

GenerateDemand


Page 59 of 280

GAP ANALYSIS:


Guide Line


1. Applicant submits the application

for change in structure details or

the Ward inspector visits the

Assessee.

No option to capture the request from

the Assessee or the inspector

All applications related to the name transfer

shall be made available on portal along with

list of mandatory and optional document.

NMMC need to design a standard

formats for the General Revision (BPR

Process).

Applicant submits the application through



• Ward Office


required documents to apply for the service

along with mandatory details required along

with transaction Fee.




Capture the application Information.

The receiving clerk captures the details of

transaction after verification of the

documents submitted.

The system shall generate

acknowledgement receipt with unique case

No along with details of transaction,


Page 60 of 280


Guide Line


applicants Name and the approximate date

to accomplish the task along with service

Transaction Fee.

3. Field inspection Details No facility exist in the system to

capture the field inspection details

Facility to capture the changes with details.

Whether prior approvals sought for the

changes. Approval details etc. In case of No

prior approval, option charge penalty and

additional fee.

4. Calculate New tax with effect from

the date of change in structure

Option to raise demand on prorate

basis.

Option to raise demand on prorate basis.

5. Generate order for change in

usage/area.

No option to raise revised order Generate order for general revision.


Page 61 of 280

General Revision - Proposed

Routine SiteInspection

P T InspectorSubmit application

form for thechanges to the

structure

Assessee

Is anyalterations tothe structure?

StopNO

Rework the tax asper the changes tothe property/New

Policy

P T Inspector

Updateassessment

Details



NewRegulations/Amend

ment by the MunicpalCorporation

Flow Chart for General Revision(Proposed)

Interface withGIS

accept theapplication with

Transaction Fee andmanatory details

P T Clerk/CFC/Portal


P T Clerk/CFC/Portal

YES

UpdateDocument

Management

Interface withFinancial

Accouting System

GenerateDemand


Page 62 of 280



Guide Line


1. Vacant land Tax Module. No such Interface Exists. Navi Mumbai Municipal Corporation a City

developed by CIDCO (City Industrial

Development Corporation). All vacant plots

are owned by CIDCO and the ownership

details are declared only after leasing out

the plot to the developer or individuals.

Hence, There is no requirement for Vacant

Land Tax Module.

2. Water Tax Module The interface provision exists. Today,

the property and Water Tax

departments are operated from two

different Geographical Location with

independent server. Hence the

Interface of two modules is on hold.

Sectors and plots are created as per

the administration control of each

department. This has resulted in to

various logical sectors and plots in the

• It is desirable two maintain a

Centralised database approach to

integrate all the application with

connectivity (WAN) across all the

physical locations.

• Addition of Sectors shall be

controlled from GIS database.


Page 63 of 280


Guide Line


entire NMMC.

3. Building Layout & Approval No software application exists in The

Town Planning and Building approval

Department.

The town Planning and Building Approval

Data Plays a vital role in the day to day

operation of other departments like Water

Billing and Property tax. Presently the data

are shared through physical papers. Hence,

it is need of the day to automate the

activities of Town planning and Building

approval department.

GIS data Control like amalgamation/split of

plot, creation of new sector and plot shall

be controlled by the Town Planning

department.

4. Public Grievance Redressal No interface exists between the

Property tax and Public Grievance

Module

It is desired to track each public grievance

with plot information for better decision

control.

5. Court cases No interface exists It is desired to have the updates and

current status of court hearings.

6. Accounting Module No Interface exists It is desirable to have an interface with

Property tax application in the form of Day

end Procedure. The application shall Post a


Page 64 of 280


Guide Line


daily entry in to the accounting Module

(Journal Voucher/cash receipt Voucher)

based on the day to day transaction

pertaining to the Collection and Amendment

to the previous demands.

Functionality Requirement Specification:


Guide Line


User Authentication

1. To query the database - user-id

table and the password for the

given user id is compared. If

appropriate menu is displayed,

other wise error message is

displayed.

Permits only the authentic users after

verifying the userid and password. The

menus are displayed based on the user

role and privileges granted.

NMMC to have well defined security in

policy in place to restrict the other users to

login to the application. Presently all

applications are having single password

across the applications. This has resulted in

to larger vulnerability to manipulate the

data without knowledge of the original user.

The system security policy shall comprise of

System level Password, application level


Page 65 of 280


Guide Line


password,

A predefined interval to change the

password, Password structure (Minimum

characters, special characters, Numeric

characters), validity of the password etc.

2. Usage of Biometric Authentication

Methods such as Finger Print

Technology for authentication or

PKI Architecture

Not Exists. As per the IT security policy of NMMC.

Inclusion of New Assessee

1. Ability for entering/adding the

applicant details for new

assessment and also facilitates in

modifying an existing record and

deleting an existing record.

The present system does not capture

the New assessment details as per the

workflow defined by the guidelines.

Ability for entering/adding the applicant

details for new assessment and also

facilitates in modifying an existing record

and Canceling an existing record.

2. Ability to generate a new

assessment application

acknowledgment receipt through

the system either online /offline.

The present system does not generate

acknowledgement receipt based on the

new assessee details.

Ability to generate a new assessment

application acknowledgment receipt

through the system either online.

3. Ability to facilitate entering/adding

of the field verification details for

The present system does not generate

/capture the field verification details as

Ability to facilitate entering/adding of the

field verification details for new assessment


Page 66 of 280


Guide Line


new assessment and also

facilitating in modifying an existing

record and deleting an existing

record.

per the workflow defined by the

guidelines.

and also facilitating in modifying an existing

record and deleting an existing record.

3. Ability to generate field verification

checklist report for the particular

date, which is given as input.

The present application does not

generate /capture the field verification

details as per the workflow defined by

the guidelines.

Ability to generate field verification

checklist report for the particular date,

which is given as input.

4. Ability to facilitate entering/adding

of the field verification details for

new assessment and also

facilitating in modifying an existing


record.

Capture the Owner Information and

address.

Ability to facilitate entering/adding of the

field verification details for new assessment

and also facilitating in modifying an existing


7 Ability to facilitate in generating

the special notice to the assessee

indicating the amount of tax to be

paid.

The present application generates

special notice to the assessee indicating

the amount of tax to be paid.

No changes desired.

8. Ability to enter the revision

petition application into the

system. If the assesses does not

The present application captures the

details in the form of remark/Narration.

No validations for the date.

Ability to enter the revision petition

application into the system. If the assesses

does not agree with the tax levied, he can


Page 67 of 280


Guide Line


agree with the tax levied, he can

apply for revision within 15 days of

service of special notice.

apply for revision within 15 days of service

of special notice.

9. Ability to generate

acknowledgement for the revision

petition application received.

The present application does not have

provision to capture the revision petition

details

Ability to generate acknowledgement for

the revision petition application received.

10. Ability to facilitate entering of the

revision petition hearing date into

the system.



hearing date.

Ability to facilitate entering of the revision

petition hearing date into the system.

11. Ability to facilitate entering of the

revision petition hearing details

into the system.



hearing details

Ability to facilitate entering of the revision

petition hearing details into the system.

12. Ability to generate endorsement

for the revision petition after the

hearing is done and the tax is

either confirmed or revised by the

commissioner.


provision to capture endorsement

details for the revision carried out.

Ability to generate endorsement for the

revision petition after the hearing is done

and the tax is either confirmed or revised

by the commissioner.

13. Ability to enter the appeal petition

details into the system. If the

assesses does not agree with the

tax levied in the revision petition


provision to capture petition details

against the revised structure. The

details are captured in the form of

Ability to facilitate in entering the appeal

petition application into the system. If the

assesses does not agree with the tax levied

in the revision petition hearing, he can


Page 68 of 280


Guide Line


hearing, he can apply for appeal of

revision petition orders.

remark and optional. apply for appeal of revision petition orders.

14. Ability to generate the

acknowledgement for the appeal

petition application received.


provision to generate the

acknowledgement for the appeal

petition.

Ability to generate the acknowledgement

for the appeal petition application received.

15. Ability to facilitate in entering the

appeal petition hearing date into

the system.


provision to capture the petition hearing

date.


petition hearing date into the system.

16. Ability to facilitate in generating

the appeal petition hearing date

information report. The assessee is

intimated about the appeal petition

hearing date on which the hearing

is held.


provision to generate the petition

hearing date information. No provision

to generate report intimating the

assessee about the hearing date.

Ability to facilitate in generating the appeal

petition hearing date information report.

The assessee is intimated about the appeal

petition hearing date on which the hearing

is held. This would be done by generating

official report to the assessee and also

through e mail.

17. Ability to facilitate in entering the

appeal petition hearing details into

the system


provision to capture the petition hearing

details.


petition hearing details into the system

18. Ability to generate the

endorsement for the appeal


provision to generate a endorsement for

Ability to generate the endorsement for the

appeal petition after the hearing is done


Page 69 of 280


Guide Line


petition after the hearing is done

and the tax is either confirmed or

revised by the commissioner.

the appeal petition after the hearing is

done.

and the tax is either confirmed or revised

by the commissioner.


the court cases details for the

Assessment.


provision to generate/capture the court

cases details for the assessment.

Ability to facilitate in generating the court

cases details for the Assessment.

Change Of Ownership

20. Ability to facilitate in

entering/adding the application

details for title transfer of property

and also facilitates in modifying an

existing record and deleting an

existing record.


title transfer details after the approval

of the same by various competitive

authorities.

Ability to facilitate in entering/adding the

application details for title transfer of

property and also facilitates in modifying an

existing record and deleting an existing

record.

21. Ability to facilitate in issuing an

acknowledgement for the

application for title transfer

property.


provision to generate a

acknowledgement against the receipt of

title transfer application.

Ability to facilitate in issuing an

acknowledgement for the application for

title transfer property.


the field verification checklist

report for the bill collectors use.


provision to generate field verification

check list.

Ability to facilitate in generating the field

verification checklist report for the bill

collectors use.

23. Ability to facilitate in The present application does not have Ability to facilitate in entering/adding the


Page 70 of 280


Guide Line


entering/adding the field

verification details for title transfer

property and also facilitates in


deleting an existing record

provision to capture the field verification

details.

field verification details for title transfer

property and also facilitates in modifying an

existing record and deleting an existing

record

24. Ability enter/add the approval

details for title transfer property



existing record.


title transfer details after the approval

of the same by various competitive

authorities.

Workflow for various approvals is desired.

25. Ability to enter/add the fee

payment details for title transfer

property and also facilitates in


deleting an existing record


capture the fee payment details

associated with the title transfer.

Ability to enter/add the fee payment details

for title transfer property and also


and deleting an existing record


the endorsement for the title

transfer of property after the

property is transferred and the

fees is paid.


capture the endorsement details for the

title transfer of property after the

property is transferred and the fee is

paid.

Ability to facilitate in generating the

endorsement for the title transfer property

after the property is transferred and the

fees is paid.

Assessment & Collection of Property Tax


Page 71 of 280


Guide Line


27. Ability to calculate the PT to be

levied based on the building type,

area, usage details etc.

The property tax demands are raised

based on the structure type, area and

the usage.

As per the current Application

28. Ability to change property tax

computations and determine

arrears/refunds etc. with proper

controls/Authorization.

The present application allows changing

the property tax computation and

determines the arrears or refunds.

Changes to the tax structures are

carried out by the highest authority in

the property tax department.


29. Ability to enter/add the

assessment details and property

tax levied and also facilitates in



The system does not allow physical

deletion of records. The deletion

operation changes the status of the

relevant record.


30. Ability to enter/add the Arrear

details and property tax levied for

assessment and also facilitates in



The arrears are calculated based on the

demand raised and the respective

payments made by the assessee. No

facility to create a separate arrears

record.


31. Ability to generate the demand

registers for the specified period.

The present application generates the

demand registers for the specified



Page 72 of 280


Guide Line


This function facilitates printing of

demand notices for the half year.

period. The printing of demand are

carried out after approval from each

property tax inspector.

32.

Ability to generate the PT paid for

the assessment.

The present application generates the

various reports against the receipts.


33. Ability to generate advance PT

receipt for the assessment.

The present application accepts the

advance PT payments.


34. Ability to generate enter/add the

application details for exemption

from property tax and also

facilitates in modifying an existing


record.

The present application allows adding

exemption details.

The adding exemption details shall be

carried out by proper approvals from the

competitive authority. the system shall

keep trail of the records created and

modified.

35. Ability to generate the field

verification checklist report for

exemption for Bill Collectors use.


capture the field verification details for

exemptions.

Ability to generate the field verification

checklist report for exemption for Bill

Collectors use.

36. Ability to enter/add the field

verification details for exemption

and also facilitate in modifying an


existing record.



exemptions.

Ability to enter/add the field verification

details for exemption and also facilitate in

modifying an existing record and deleting

an existing record.


Page 73 of 280


Guide Line


37. Ability to enter/add the approval

details for exemption and

generating an exemption approval

details report and also facilitates in





exemptions.

Ability to enter/add the approval details for

exemption and generating an exemption

approval details report and also facilitates

in modifying an existing record and deleting

an existing record.

38. Ability to enter/add the application

details for vacancy remission from

property tax and also facilitates in




capture the vacancy remission details.

Ability to enter/add the application details

for vacancy remission from property tax

and also facilitates in modifying an existing


39. Ability to issue an


application for vacancy remission.


capture the details of application for

vacancy remission details

Ability to issue an acknowledgement for the


40. Ability to generate the field

verification checklist report for

Vacancy Remission for Bill

Collectors use.


capture the check list details of


Ability to generate the field verification

checklist report for Vacancy Remission for

Bill Collectors use.


entering/adding the field

verification details for vacancy


facilitate adding the field verification

details for vacancy remission.


field verification details for vacancy

Remission and also facilitates in modifying


Page 74 of 280


Guide Line


Remission and also facilitates in



an existing record and deleting an existing

record.


entering/adding the approval

details for vacancy remission and

generating an vacancy remission

approval details report and also

facilitates in modifying an existing


record.


facilitate capture the approval details of

field verification details for vacancy

remission.


approval details for vacancy remission and

generating an vacancy remission approval

details report and also facilitates in


an existing record.


entering/adding the application

details for write off from property

tax and also facilitates in




facilitate adding application details for

write off.


application details for write off from

property tax and also facilitates in


an existing record.

44. Ability to facilitate in issuing an


application for write off.


facilitate adding application details for

write off.

Ability to facilitate in issuing an

acknowledgement for the application for

write off.

45. Ability to facilitate in generating The present application does not Ability to facilitate in generating the field


Page 75 of 280


Guide Line


the field verification checklist

report for Write Off for Bill

Collectors use

facilitate generating field verification

details for write off.

verification checklist report for Write Off for

Bill Collectors use

46. Ability to enter/add the field

verification details for write off and

also facilitates in modifying an


existing record with proper

controls/authorization.


facilitate adding/modifying the field

verification details for write off.

Ability to enter/add the field verification

details for write off and also facilitates in


an existing record with proper



entering/adding the approval

details for write off and generating

a write off approval details report



existing record with proper



facilitate capturing approval details for

write off.


approval details for write off and generating

a write off approval details report and also


and deleting an existing record with proper



the court cases details for the

Assessment.


facilitate in generating the court cases

details for the assessment.

Ability to facilitate in generating the court

cases details for the Assessment.

General Revision & Assessment


Page 76 of 280


Guide Line


49. Ability to accept requests for

Revision


capture the request for revision.

Ability to accept requests for Revision

50. Ability to accept the field

verification details


capture the field verification details.

Ability to accept the field verification details

51. Ability to update the Assessment

database based on the field

verification details


capture the field verification details.

Ability to update the Assessment database

based on the field verification details.

52. Ability to enter the property

modification details


property modification details in terms of

effective area.

As per the Existing Application.

53. Ability to enter the penalties

details

In the present application the Property

tax inspector can levy additional

penalties.


54. Ability to enter the penalties

details

In the present application captures the

additional penalty details.


Master Maintenance

55. Ability to maintain details of

Revenue Zones(

Addition/Modification/Search)

Exists New additions/ modifications to be updated

from GIS


Revenue Wards(


from GIS


Page 77 of 280


Guide Line




Revenue Blocks (



from GIS


Locations(



from GIS


Locality(



from GIS


Apartments/Complexes(



from GIS


Nature of Use of the Buildings (

Addition /Modification/Search)

Exists As per the Current Application


Nature of Use of the Buildings

(Addition/Modification/Search)


63. Ability to maintain details of Roof

Type Master ( Addition/



Page 78 of 280


Guide Line


Modification/ Search)

64. Ability to maintain details of Wall

Type Master(


Does Not Exist The current calculation does not consider

wall type as parameter.

65. Ability to maintain details of Floor

Types(




66. Ability to maintain details of Unit

Rates (



67. Ability to maintain details of tax

Rates(




Depreciation Rate(




69. Ability to maintain details of Bill

Collector Master(


Exists As per the Current Application. Common

master for All types of Bill Connection with

standard Collection Center ID.


Service Tax master(




Page 79 of 280


Guide Line




Exemption details master(




72. Ability to maintain occupier

details(


Exists data for few property. Need to be

authenticated

73. Ability to maintain details of Bank

Master (


Exists As per the Current Application. Common

master for All types of Bill Connection with

standard Collection Center ID.

MIS Reports

74. Field Verification Check List Does Not Exist Need design Field Verification Check List for

various tasks.

75. Special Notice Exists

76. Demand Notices Exists

77. Collections:


Page 80 of 280


Guide Line


Bill Collectors Collection (

Counter Collection, Direct bank

remittance)

Election Ward wise Collection

Locality wise Collection

Penalty on Late Payment Collection

Penalty on Unauthorized

Construction

Revenue Block wise Collection

Revenue Ward wise Collection

Revenue Zone wise Collection

Street wise Collection.

Exists

Exists

Exists

Exists

Exists

Exists

Does not Exist

Exist

Exist

Exist

Exist

Does not Exist.

80. Registers

Arrears Register Does not Exist. To be Incorporated

Area Base Register Does not Exist. To be Incorporated

DCB Register Does not Exist. To be Incorporated

Exemption Details Register Does not Exist. To be Incorporated

PT Register Exists

Register of Appeals for the Year Does not Exist To be Incorporated

Register of Distains Does not Exist To be Incorporated

Register of Warrants Does not Exist To be Incorporated


Page 81 of 280


Guide Line


Remittance/Daily Collection

Register

Exist

Receipts/Payments Register of PT

for the Year

Exists

True Extract of Property Tax

Demand Register

Exists

Vacancy Remission Register Does not Exist To be Incorporated

Write Off Register Does not Exist To be Incorporated

81. Certificates

Ownership Certificates Does not Exist To be Incorporated

Valuation Certificate Does not Exist To be Incorporated

82. Other Notices.

Ownership Certificate Does not Exist To be Incorporated

Valuation certificate Does not Exist To be Incorporated

83. Apartment Details, Complex

Details, Group Housing Details,

Row Housing Detail

Does not Exist To be Incorporated

84. Building Age wise Assessment List Does not Exist To be Incorporated

85. Monthly List of Buildings Requiring

Levy of PT or Revision of PT


86. Occupiers Notice Details Does not Exist To be Incorporated


Page 82 of 280


Guide Line


87. Occupiers Other Than Owners Does not Exist To be Incorporated

88. Tax Section Circle No. (Property

details by the owner)



Page 83 of 280

Reusability of the existing Application:

The existing application has been evaluated based on the JnNURM guidelines to

improve the citizen delivery process and the objective of the Municipal Corporation.

While preparation of this document a detailed study has been carried out to evaluate

the possibility of reusing the existing application in the technical point view with the

proposed e-Governance application and the observations are as follows.

Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets Requirements = 2 Points, Exceeds Requirements = 3 Points

Evaluation Criteria Priority Existing New

Development Functional compliance High 2 2 Technology Compliance High 3 3 RDBMS Compliance High 3 3 GIS Compatibility High 2 2 Architecture Medium 3 2 Interface with other Modules High 2 2 Customization Medium 2 2 Total Score 17 16

Technology:

• The present application is on J2EE as user interface (UI) and Oracle 9i as

Relational Database Management System (RDBMS).

• 3- tier architecture.

• The present RDBMS is compliant to the desired RDBMS as per the standard

unified database across the enterprise.

• Functional Changes need to be incorporated to close the GAPS identified in

the GAP analysis report. The existing system is scalable to meet the

enhancement.

• Interface with proposed modules like Double Entry Accounting & Financial

Management, Document Management, Portal/CFC.

• The application covers features like online collection from ward office which

minimizes the data entry and decentralizes the collection activity from the

ward and other collection centers.

• The present web based application was deployed in the year 2006 and the

performance of the application is satisfactory.

• The existing application covers all historical data i.e from the inception of

NMMC (Year 1994).


Page 84 of 280

• Database structure support interface with water billing and GIS. Presently,

the interface is lacking due to two physical databases at located at two

geographical locations.

Functionality:

• Refer Gap analysis listed out against each service like addition of new

assessee, name Transfer, Demand and collection and General Revision in

Page No 59-78.

The comparison of 2 options namely, improving the existing application, switching

over newly developed application with minimum customization shows that each

option has some level of risk associated.


1. Change in functionality and incorporating new changes may destabilize the

system.

New Development:

1. Higher development cost

2. Higher customization charges

3. Requirement high end Skilled Resources to customize the application in line with

JnNURM requirement.

4. Retention of technical resource

5. Migrating data from the existing application to the new application as per

requirement.

Considering the above risks, functionality, compatibility of existing application with

the proposed unified technology platform and the cost impacts, NMMC decided to

retain the existing application and carry out the enhancement to meet the JnNurm

guidelines for better service delivery.


Operation:


Page 85 of 280


service delivery associated with property Tax.

1. In house: Manage the operation with in house dedicated team, own

infrastructure and premises owned by NMMC.






Risk Mitigation:

Periodical and Adequate training to the in house team identified by the Municipal

Corporation.

Retaining the resources for longer time without frequent inter departmental and intra

departmental transfers.

Well defined Knowledge sharing process and adequate back up team to support the

emergency requirements.

2. PPP/Outsource model: Resources from 3rd party with infrastructure and

software applications owned by NMMC. Presently, NMMC has outsourced one of the

services namely; Collection of Property Tax has been outsourced to Axis Bank with

Service level agreement as agreed by NMMC and Axis bank.




• Achieving Service levels.

Risk Mitigation:

• Well defined the service level agreements with the PPP vendor and

compensation linked with service delivery.

• Backup team with members identified by NMMC to support the emergency

requirements.

• Well defined service levels, target date and escalation process in the event of

failures if any.


Page 86 of 280

After thorough consideration of various parameters such as number of employees,

present work load analysis, new recruitment and financial burden on NMMC and risk

associated with above option like technical competency, citizen response and

relationship and capability building, NMMC may opt for PPP model for the collection

and bill distribution activity only. Other back office activities are managed by the

NMMC internal team.

Maintenance:

The maintenance of the application software and database shall be the responsibility

of NMMC IT team along with vendor team accountable for maintenance headed by

NMMC System administrator under the guidance of commissioner and city engineer.

The maintenance and enhancement shall be carried out as per the IT policy of

NMMC.

Business Process Reengineering (BPR) in Property tax:

1. Self Assessment of Property

2. Rationalization of Property tax structure based on the availability of

municipal facility

3. Mechanism to register the rented property through various other

government organizations such as local dept.

4. Redesigning the Demand/Bill format from the present 3 copy format to

single copy format with receipt.

5. Introduction of Advertisement on Bill formats as an additional revenue

for Municipal Corporation.

6. Incorporating BARCODE in the Demand format to speed up the

collection process at the payment collection counters.

7. Standardize all application formats related to citizen delivery.

8. Interface with document management system to maintain and manage

the document from central repository.


Page 87 of 280

2.2.3 Water Supply & Billing

Water supply is a major service offered by Navi Mumbai Municipal

Corporation. Presently, NMMC avails the water from MJPD (Maharashtra

Jeevan Pradhikaran) and MIDC (Maharashtra Industrial development

Corporation). In the year 2005-2006 NMMC acquired a major source of Water

MORBE which is a large catchments area with capacity. NMMC is in the

process of laying pipe lines, filtering plant and the same is expected to be

operational from January 2009.

NMMC has mix of water connections i.e Metered and Fixed water Charge. The

demands are raised once in two Months (Bi Monthly). Water Charges are

collected based on the consumption of Water (For Metered connection), usage

(commercial, residential, bunglow) and type of connection.

The activities of water supply department covers.

1. New Connection

2. Amendment to existing connection (name Transfer/ Change in

Usage/Change in pipe Size etc.)

3. Disconnection/Reconnection

4. Demands and Collections

Number of connection: 1,14,649

Metered: 25,454

Non Metered: 89,195

Number of Connection based on Usage: 25,454

Residential: 19,910

Commercial: 5,219

Temporary: 325


Page 88 of 280





Line


Governance


1. Collection Of Water Bills 15min -45 min <15 Min < 15 Min Time to retrieve the data from Central



2. Collection of water Bills – Online through e-Biz Portal

3 min N.A 3 min Time to retrieve the data from Central



3. Availability Bills online- Bills will be made available to the citizen in the form of PDF format.

N.A N.A Within 5days from the date of processing the Data

Accuracy of bills and meter readings.


Page 89 of 280

Case I – New Connection/Additional Connection (Existing)

Submit theApplication along with

specified document

Assessee


Ward officer/Jr.Enggr

Flield Inspection toVerify the

application details


Forward theapplication to

Dy.Enggr



Executive Enggr

Dy.Enggr

Approval FromEx.Enggr Release work

Order

Dy Enggr

YES ChallanPreparation

Ward officer

Payment of thespecifiedamount

Assessee

Allocate Meter

Ward Officer

For furtherdetails

Ward officer

NO

FLO W CHART FO R NEW CO NNECTIO N (EXISTING)

Intimation toapplicant


Page 90 of 280

Gap Analysis: Case I – New Connection/Additional Connection


Guide Line


1. Assesses to submit the application

form for new connection or

additional connection through

online portal or Citizen Service

Center.

Assesses submits the

application directly to the Water

supply department. The present

application captures only the

Name of the owner,

Document/Title Deed

Information’s, Last property tax

paid details, approval plan from

Town planning department.

No facility to submit the

application through the NMMC

Information site

http://www.nmmconline.com.

Assessee submits the application through



• Ward Office


required documents to apply for the service

along with mandatory details required.



The ward officer or Junior

engineer collects the

information.

No changes desired.

3. Generate Acknowledgement to the

Assesses with unique number for

Facility exists for issue of

Acknowledgement against the

No Changes Desired


Page 91 of 280


Guide Line


future reference. Receipt of application for new

registration.


list

Exists No Changes Desired


Verification.

Exists Technical approval from Dy. Engineer for

hydraulic analysis and rehabilitation

(impact analysis with the proposed

connection and diameter adjustment to

maintain equitable pressure across the

zone) if required. Interface with GIS based

water analysis software.

6 Approval from Executive Engineer Exists Approval of Junction pressure report and

suggested new pipe report.

7 Prepare challan for payment of

connection charges, road Cutting

charges etc

Exists No Change desired

8 Capture assessee payment details

and receive payment receipt

acknowledgement

Exists No change desired.

7. Release order for new connection Exist As built drawing and data should be

updated on GIS repository.


Page 92 of 280


Guide Line


8. Generate a unique Consumer

Number and generate water bills

as per the cycle.

Exist No changes desired.


Page 93 of 280

Case I – New Connection/Additional Connection (Proposed)

DownLoad theapplication form along

with list of manadatorydocuments from the

portal/CFC

ASSESSEE

Verify thedocuments and

Issue receipt andacknowledgement

CFC/PORTAL CLERK

Flield Inspectionand pressure test

analysis andtechnical feasibility


Approval fromDy.Engg

Dy.Enggr

Approval fromExecutiveEngineer

Executive Engineer

Approval FromEx.Enggr

ChallanPreparation &

Approval

Dy Enggr

YES PaymentInstruction tothe assessee

Ward officer


Assessee

Accept paymentand Generate

Receipt

CFC Clerk

For furtherdetails

Ward officer

NO

FLOW CHART FOR NEW CONNECTION (PROPOSED)

Release WorkOrder

Ward officer

Connection andFitment of

meter

Plumber

Update Fitmentdate and initialmeter reading

Ward officer

For update ofrecords andMonthly Bills

Billing Dept

SMS Gatewayintegration

Integration withProperty tax

AccountingIntegration


Integrationwith GIS

Integration withDocument

management

Integration with asssetmanagement and complaint

management system

Interface with waterCAD Analysis

Utility


Page 94 of 280

Case II – Change of Usage


specified document

Assessee



Flield Inspection toVerify the

application details



Dy.Enggr



Executive Enggr

Dy.Enggr

Approval FromEx.Enggr Release work

Order

Dy Enggr

YES ChallanPreparation

Ward officer


Assessee

For furtherdetails

Ward officer

NO

FLO W CHART FO R CHANGE O F USAGE (EXISTING)

Intimation toapplicant

Update customerprofile and billing

details


Page 95 of 280

GAP ANALYSIS:


Project Guide Line


1. Assesses to submit the

application form for change in

usage with relevant supporting

documents.

Facility to accept the request through CFC



The ward officer or Junior engineer

collects the information.

No changes desired.

3. Generate Acknowledgement to

the Assesses with unique

number for future reference.


Acknowledgement against the Receipt

of application for change of usage

No Changes Desired


list

Exists No Changes Desired

5. Verify details - Field Verification Exists No change desired

6 Approval from Executive

Engineer

Exists Verify the technical details from the GIS

repository

7 Collect the Transaction charges

applicable


8 Capture assessee payment

details and receive payment

receipt acknowledgement


9. Release order for change of Exist Update GIS information for change of Usage


Page 96 of 280


Project Guide Line


usage and other attribute if any.

10. Update assessment details Exist No changes desired.


Page 97 of 280

Change of Usage (Proposed):



portal/CFC

ASSESSEE



CFC/PORTAL CLERK

Flield Inspectionand technical

feasibility



Dy.Enggr


Executive Engineer

Approval FromEx.Enggr Challan Preparation

as per change ofusage & Approval

Dy Enggr

YES PaymentInstruction tothe assessee

Ward officer


Assessee

Accept paymentand Generate

Receipt

CFC Clerk

For furtherdetails

Ward officer

NO

FLOW CHART FOR CHANGE OF USAGE (PROPOSED)

Release WorkOrder

Ward officer


meter

Plumber


Ward officer


Billing Dept


AccountingIntegration


Integrationwith GIS


management


Page 98 of 280

Case III – Assessment & Collection

Assessment Collection (Existing)

Update Meterreading

Clerk

GenerateDemand

Clerk

Distribution ofdemand Notice/

Bills

Ward officer

Makes Payment

Assessee

Check BillDue Date?

Collect the BillAmount

Collect the paymentwith Delayed Payment

Charges

Generate receipt

On or Before

After

Billing and payment Collection (existing)


Page 99 of 280

GAP ANALYSIS:

Sr.

No

National Mission Mode

Project Guide Line


1. Meter Readings are collected

from the field.

Meter readings are collected

from field by the respective

meter reader

Facility to issue Bills on the spot after entering

the meter reading.

Interface with Advanced GIS based Water

Aanalysis software for accurate demand

allocation.

2. Process the Bills for the relevant

cycle

Exists No change desired

3. The bills are distributed to the

respective assessee

Exists In addition to the distribution of physical bills, e-

bills (.pdf format) are also sent to the assesses

who are registered to receive through email and

SMS alerts. The bills need to have Barcode to

speed up the data entry process.

4. Collection of payment at the

ward office, designated banks,

online payment (Net

banking/Credit Card)

Exists Introduction of any time Bill collection Kiosks.

5. Receipts are issued to the payee Exists No changes desired

6 Update payee Ledger/ Demand

register

Exists No changes desired.


Page 100 of 280


Update Meterreading

Clerk

GenerateDemand

Clerk

Distribution ofdemand Notice/

Bills

Ward officer

Makes Payment

Assessee

Check BillDue Date?

Collect the BillAmount

Collect the paymentwith Delayed Payment

Charges

Generate receipt

Integration with RFbased Meter Reader

Integration withEmail Billing

Integration withSMS Gateway

Inclusion of Barcode on theBills to improve the

Payment Collection process

IntegrationwithAccounting

On or Before

After

Billing and payment Collection(Proposed)


Page 101 of 280

Case IV – Disconnection/ Reconnection of Water Source


specified document

Assessee




Dy.Enggr



Executive Enggr

Dy.Enggr

Approval fromExecutive Enggr

Generate workOrder

Dy.Enggr

Execution ofwork Order

Ward office/Jr.Enggr

Rejection Note toapplicant/Assesse

No

YES

Reconnection andDisconnection (Existing)


Page 102 of 280


Guide Line


1. Assesses to submit the application

form for Reconnection with relevant

documents like Latest Water Charges

receipt copy

Exists No changes desired.

2. Receiving Clerk Captures Application

Details.

The ward officer or Junior

engineer collects the

information.

Facility to accept the application at the CFC.

3. Generate Acknowledgement to the

Assesses with unique number for

future reference.


Acknowledgement against

the Receipt of application

for change of usage

No Changes Desired

5 Approval from Executive Engineer Exists No Changes desired

6 Collect the Transaction charges

applicable


8 Capture assessee payment details and

receive payment receipt

acknowledgement


9. Release order for reconnection Exist Update GIS repository.

10. Update assessment details Exist No changes desired.


Page 103 of 280

Flow Chart for Reconnection and Disconnection



portal/CFC

ASSESSEE



CFC/PORTAL CLERK


Dy.Enggr


Executive Engineer

Approval FromEx.Enggr

For furtherdetails

Ward officer

NO

Release WorkOrder

Ward officer


meter

Plumber


Ward officer


Billing Dept


Integrationwith GIS


management

Reconnection and Disconnection(Proposed)


Page 104 of 280

MIS – Water Supply & Billing


Guide Line


1. Acknowledgment for application Does not Exist The system shall generate acknowledgement for

all category of applications.

2. Intimation letter or proceedings for tap

connection

Does not Exist The system shall generate Intimation letter or

proceedings for tap connection.

3. Work order Exists No change

4. Consumer register (All Water Tap

Connections Details)

Does not Exist The system shall generate Consumer register

5. Disconnection Notice for unauthorized

Connection

Does not Exist The system shall generate Disconnection Notice for

unauthorized Connection

6. Disconnection Notice for existing

Connection

Does not Exist The system shall generate Disconnection Notice for

existing Connection

7. List of Tap Connections Sanctioned in

Specified Period

Does not Exist The system shall generate List of Tap Connections

Sanctioned in Specified Period

8. Demand Register Exists No change

9. Arrear Demand Register (All Water Tap

Connections Arrears

list)

Exists No change

10. Preprinted Demand Notice Exists No change

11. Bill collector wise collected Water Exists No change


Page 105 of 280

charges

12. Location wise collected Water charges Exists No change

13. Zone wise collected Water charges Exists Ward wise collected water charges. No change

14. Arrear Details individual list Exists No change

15. Report for all Water Tap connections DCB

Does not exist The application shall generate Report for all Water Tap connections DCB

16. Block wise DCB report Exists Ward wise DCB report. No change

17. Individual DCB Report Exists No change

18. Modification /Reconnection Details report

Exists No change

19. Assessment Register details Exists No change



Project Guide Line

Existing

Application

Desired Application

1. Property tax Module Tax Module. No such Interface

Exists.

Interface with Property Tax Module desired to verify the

ownership details. This helps in issue various of NOC (No

Objection certificate from Assessee)

2. Building Layout & Approval No software

application exists in

The Town Planning

and Building

approval

The town Planning and Building Approval Data Plays a vital

role in the day to day operation of other departments like

Water Billing and Property tax. Hence, it is need of the day to

automate the activities of Town planning and Building

approval department.


Page 106 of 280


Project Guide Line

Existing

Application

Desired Application

Department. GIS data Control (Creation of New Plots/ updating existing

plots) like amalgamation/split of plot, creation of new sector

and plot shall be controlled by the Town Planning

department.

3. Public Grievance Redressal No interface exists

between the

Property tax and

Public Grievance

Module

It is desired to track each public grievance with a plot

information for better decision control.

4. Court cases No interface exists No application exists.

5. Accounting Module No Interface exists It is desirable to have an interface with Accounting

application in the form of Day end Procedure. The application

shall Post a daily entry in to the accounting Module (Journal

Voucher/cash receipt Voucher) based on the day to day

transaction pertaining to the Collection and Amendment to

the existing & previous demands.

6. Project & Works Module. No interface exists

with Projects and

Works Module.

No changes desired.

7. CAD based Water Analysis No interface exists. It is desired to have an interface with GIS based Water


Page 107 of 280


Project Guide Line

Existing

Application

Desired Application

software Analysis software. The desired benefits are as follows.

1. Periodic Leakage detection exercise: Hydraulic analysis of

updated water network may help to locate the leakage

hotspots, which could further be investigated to find out

pin pointed leakages.

2. Preparation of District Metering Area (DMA) to execute

periodic Water Audit.

3. Pressure analysis and frequent pipe adequacy

check/optimal design and will ensure reduction in

unwarranted rehabilitation costs.

4. Restriction to haphazard laying of connections shall

ensure reduced Non Revenue Water (NRW) and quick

but reliable Water Audit.

5. Valve Criticality Analysis shall insure reduced service

disruption.

6. Huge savings in case of identifying the unpredicted

transients happening in the water network and taking

corrective measures.

7. Mitigated Service level disruptions because of

inappropriate valve operations and unpredicted pump

failures.


Page 108 of 280


Project Guide Line

Existing

Application

Desired Application

8. Periodic statistical analysis of repeated leakages may

unearth facts about particular diameter/ material

performances.

Benefits of GIS based water Analysis (Process Comparison):

Manual Process Desired Process 1. Local decision on pipe placements/cross

connection.

2. Local solution achieved, but pressure imbalance

exists.

3. Makes network inadequate as demand

increases.

4. Periodical Rehabilitation required based on the

increase in demand as no network data

available for analysis.

5. Designer need to opt for larger factor of safety

since existing network not known.

Requires larger investment for additional network.

1. Pressure analysis for every connection

2. Local pipe adjustment only after technical

approval and update.

3. DMA (District Metering Area) Management.

4. Eventually, equitable and stable pressure

adjustment.


Page 109 of 280

Reusability of the existing Application: The existing application has been evaluated based on the JnNURM guidelines to improve the citizen delivery process and the

objective of the Municipal Corporation. While preparation of this document a detailed study has been carried out to evaluate the

possibility of reusing the existing application in the technical point view with the proposed e-Governance application and the

observations are as follows.


Evaluation Criteria Priority Existing ERP Functional compliance High 2 2 Technology Compliance High 3 3 RDBMS Compliance High 3 3 GIS compatibility High 2 2 Architecture Medium 2 3 Interface with other Modules High 2 2 Customization Medium 2 2 Total Score 16 17

Technology:

• The present application is on J2EE as user interface (UI) and Oracle 9i as Relational Database Management System

(RDBMS).

• 3-tier architecture.

• The present RDBMS is compliant to the desired RDBMS as per the standard unified database across the enterprise.

• Functional Changes need to be incorporated to close the GAPS identified in the GAP analysis report. The existing system

is scalable to meet the enhancement.


Page 110 of 280

• Interface to be developed with proposed modules like Double Entry Accounting & Financial Management, Document

Management, Portal/CFC, citizen grievance, GIS Based Water Analysis Software.

• The application covers features like online collection from ward office which minimizes the data entry and decentralizes

the collection activity from the ward and other collection centers.

• The present web based application was deployed in the year 2006 and the performance of the application is satisfactory.

• The existing application covers all historical data i.e from the year 2005

• Database structure support interface with water billing and GIS. Presently, the interface is lacking due to two physical

databases at located at two geographical locations.

Functionality:

• Refer Gap analysis listed out against each service like addition of new assessee, name Transfer, Demand and collection

and General Revision in Page No 96-109.

The comparison of 2 options namely, improving the existing application and switching over to off the shelf application with

minimum customization shows that each option has some level of risk listed.


1. Change in functionality and incorporating new changes may destabilize the system.

2. Longer implementation cycle may lead to delay in delivering the final objectives.

Off the shelf:

1. Higher Acquisition Cost


3. Requirement of high end skilled Resources to customize the application in line with JnNURM requirement.


Page 111 of 280


5. Migrating data from the existing application to the new application as per requirement.

Conclusion:

Considering the above risks , objectives and the cost impacts, NMMC decided to retain the existing application and carry out the

enhancement to meet the JnNurm guidelines for better service delivery. However, the risk mentioned in the above section shall

be mitigated with the skilled techno functional team and thorough impact study before commencement of enhancement.


Operation:

NMMC evaluated following options to manage the day to day activity related to this service delivery associated with property

Tax.

1. In house: Manage the operation with in house dedicated team, own infrastructure and premises owned by NMMC.






Risk Mitigation:

• Periodical and Adequate training to the in house team identified by the Municipal Corporation.

• Retaining the resources for longer time without frequent inter departmental and intra departmental transfers.

• Well defined Knowledge sharing process and adequate back up team to support the emergency requirements.


Page 112 of 280

2. PPP/Outsource model: Resources from 3rd party with infrastructure and software applications owned by NMMC. Presently,

NMMC has outsourced one of the services namely; Collection of Property Tax has been outsourced to Axis Bank with Service

level agreement as agreed by NMMC and Axis bank.




• Achieving Service levels.

Risk Mitigation:

• Well defined the service level agreements with the PPP vendor and compensation linked with service delivery.

• Backup team with members identified by NMMC to support the emergency requirements.

• Well defined service levels, target date and escalation process in the event of failures if any.

After thorough consideration of various parameters such as number of employees, present work load analysis, new recruitment

and financial burden on NMMC and risk associated with above option like technical competency, citizen response and

relationship and capability building, NMMC may opt for PPP model for bill distribution and collection only. Other back office

activities are managed by the internal team of NMMC. However, NMMC would also make arrangements for backup team (in

house members for collection and bill distribution) to meet the emergency requirements if any.

Maintenance:

The maintenance of the application software and database shall be the responsibility of NMMC IT team along with vendor

responsible headed by System administrator under the guidance of commissioner and city engineer. The maintenance and

enhancement shall be carried out as per the IT policy of NMMC.


Page 113 of 280

Business Process Reengineering (BPR) in Water Supply & Billing:

1. Standardise the all application formats related to citizen delivery.

2. Redesigning the Demand/Bill format from the present 3 copy format to single copy format with receipt.

3. Introduction of Advertisement on Bill formats as a additional revenue for Municipal corporation.

4. Incorporating BARCODE in the Demand format to speed up the collection process at the payment collection

counters.

5. Interface with GIS based water analysis utilities for evaluation of Pressure analysis before approval of new

connection.

6. Interface with GIS based water utilities to keep the assets up to date.

7. Interface with document management system.

8. Hydraulic analysis and junction pressure with the aid of GIS enabled CAD software and rehabilitation (impact

analysis with the proposed connection and diameter adjustment to maintain equitable pressure across the zone)

before sanction of permission for new connection/additional connection. This helps in maintaining the adequate

pressure across the feeder zones.

The benefits of Utility Management system (Water),has been evaluated based on case study carried out by Badlapur

Municipal corporation resulted in to saving of Rs.470 Crores. If the same case has been applied to NMMC, the current

water supply is 320 MLD. The present Non revenue water is about 32%. Even if the implementation of asset

management application saves 2% water resulting in to saving 6.4 MLD water and amounting Rs.29,000.00 @

Rs.4.50 per1000 ltrs. The yearly amount saved is Rs.1.00 Crores.A case study of Badlapur is enclosed with the DPR.


Page 114 of 280

2.2.4 Citizen Grievance Monitoring

The corporation receives the complaints from citizens in various forms to name a few

telephone calls, personal visit, e- mails, request through posts, couriers etc.

NMMC envisaged effective grievance monitoring system to address the complaints in

an effective and efficient manner. It helps the administration more accountable,

responsive and citizen friendly.

The objective of grievance system is to provide multiple channels of grievance

recording, in order to make it more citizens friendly and to provide linkages to

different sections for increased transparency, citizen participation and performance

accountability

Navi Mumbai Municipal Corporation Provides following services to the citizens of Navi

Mumbai. The following table list out the details of services and the department

responsible for.

The services being offered by the Municipalities in the state have been enumerated

through elaborate stakeholder consultations.

Sr.No Category Sub Category Micro Level

Category

Description

1. Core Service

Delivery

Civic Services Water Supply Improving water supply

services through new

connection, replacing flat

rate billing to meter

based billing, line

extension, line

maintenance.

2. Core Service

Delivery

Civic Services Sewerage Improving sewerage

services by undertaking

new scheme, new

service connection, line

extension etc.

3. Core Service

Delivery

Civic Services Public health

and sanitation

Improving public health

and sanitation service

like removal carcasses,

Sweeping and cleaning


Page 115 of 280


Category

Description

of Roads, lanes, public

drains.

4. Core Service

Delivery

Civic Services Open/Close

Drains

Improving existing

surface drainage system

across municipalities and

laying new drainage

system, regular cleaning,

removal slits.

5. Core Service

Delivery

Civic Services Road

Maintenance

Improving the

maintenance of existing

road network by filling

pot holes, patches and

relaying of road surface.

Converting high traffic

zone roads to concrete

surface.

6. Core Service

Delivery

Civic Services Street Light Improving the

maintenance of existing

street light network and

new street light

connections.

7. Core Service

Delivery

Civic Services Solid Waste

Disposal

Improving solid waste

disposal system by

collection of waste from

Door to Door, Predefined

pick up points,

segregating waste,

transporting, processing

of waste.

8. Core Service

Delivery

License &

permits

Building

/development

permission

Improving the

Building/Permission

system covering receipt

of application,


Page 116 of 280


Category

Description

processing and issue of

permits.

9. Core Service

Delivery

License &

permits

Permit exhibiting

advertisement,

posters and

Hoardings.

Improving systems for

handling permits for

exhibiting

advertisement,

hoardings, posters

etc covering receipt of

application, processing

and issue of permits.

10. Core Service

Delivery

License &

permits

Dangerous and

Hazardous Trade

License


handling Dangerous and

Offensive Trade License

covering receipt of

application, processing

and issue of licenses.

11. Core Service

Delivery

License &

permits

Slaughter House Improving systems for

licensing of private

slaughter houses in

Municipalities, covering

receipt of applications,


licenses.

12. Core Service

Delivery

License &

permits

License for

Installation of

machineries.


licensing for installation

of machinery in


receipt of application,

processing and issue

Of licenses.

13. Core Service

Delivery

License &

permits

License for

private markets


licensing of private

markets in


Page 117 of 280


Category

Description

Municipalities,

Covering receipt of

applications, processing


14. Core Service

Delivery

License &

permits

License for

private cart

stand


licensing of private cart

stands in Municipalities,

covering receipt of



15. Core Service

Delivery

License &

permits

License under

Places of Public

Resort Act and

Rules


licensing under Places of

Public Resort Act and

Rules in Municipalities,

covering receipt of

applications, Processing


16. Core Service

Delivery

License &

permits

License under

Prevention of

Food

Adulteration Act

and Rules


licensing under

Prevention of Food

Adulteration Act and

Rules in Municipalities,

covering receipt of



17. Core Service

Delivery

Certificates

(General)

Residential

Certificate


issuing residential

certificates in




certificates.

18. Core Service Certificates Ownership Improving systems for


Page 118 of 280


Category

Description

Delivery (General) certificate issuing ownership

certificates in




certificates.

19. Core Service

Delivery

Certificates

(General)

Age Certificate

of the building


issuing age certificate of

building in Municipalities,

covering receipt of


and issue of certificates.

20. Core Service

Delivery

Certificates

(General)

BPL certificates Improving systems for

issuing BPL certificates in




Certificates.

21. Core Service

Delivery

Registration &

issue of

certificates

Registration of

Births, Deaths

and Still Births


registration of Births,

Deaths and Still Births in




certificates.

22. Core Service

Delivery

Registration &

issue of

certificates

Registration of

private hospitals

and paramedical

institutions.


registration of Private

Hospitals and

Paramedical Institutions

in Municipalities,

covering receipt of


and issue of certificates.


Page 119 of 280


Category

Description

23. Core Service

Delivery

Registration &

issue of

certificates

Registration of

tutorial

institutions.


registration of tutorial

Institutions in




certificates.

24. Core Service

Delivery

Registration &

issue of

certificates

Registration of

contractors


registration of

contractors in




certificates.

25. Core Service

Delivery

Registration &

issue of

certificates

Registration of

NRI’s


registration of NRI’s in




certificates.

26. Core Service

Delivery

Registration &

issue of

certificates

Registration of

Mentally

challenged

persons.


registration of mentally

challenged persons in




certificates.

27. Core Service

Delivery

Registration &

issue of

certificates

Issue of

commencement

Certificate


issue of Commencement

certificate in





Page 120 of 280


Category

Description

certificates.

28. Core Service

Delivery

Registration &

issue of

certificates

Issue of Plinth

Check Certificate


issue of Plinth Check

certificate in




certificates.

29. Core Service

Delivery

Registration &

issue of

certificates

Issue of

Occupancy

Certificate


issue of occupancy

certificate in




certificates.

30. Core Service

Delivery

Taxation Property tax

Assessment


property tax assessment

in Municipalities,

covering receipt of

applications and


Demand notice.

31. Core Service

Delivery

Taxation Property tax

appeal petition


property tax appeal

petition in Municipalities,

covering receipt of

applications and

processing.

32. Core Service

Delivery

Taxation Change of

title/ownership

of property


change of ownership of

property in


receipt of applications


Page 121 of 280


Category

Description

and processing.

33. Core Service

Delivery

Taxation Dealer

registration

(Cess)


dealer registration in



and processing.

34. Core Service

Delivery

Taxation Dealer

Assessment


dealer assessment in



and processing.

35. Core Service

Delivery

Taxation Refund Claims Improving systems for

refund claims by the

dealer in Municipalities,

covering receipt of

applications and

processing.

36. Core Service

Delivery

Right to

information

Information on

Municipal

Services


providing information on

municipal services in



and processing.

37. Core Service

Delivery

Right to

information

Extract of

records and

registers


providing extracts of

records and registers

in Municipalities,

covering receipt of

applications and

processing.

38. Core Service

Delivery

Abatement of

Nuisance

Control of stray

dogs


control of Stray Dogs in

Municipalities,


Page 122 of 280


Category

Description

covering receipt of

applications and

processing.

39. Core Service

Delivery

Abatement of

Nuisance

Replacement of

damaged slabs

over drains


replacement of damaged

slabs over drains in

Municipalities,

covering receipt of

applications and

processing.

40. Core Service

Delivery

Public

Amenities

Maintenance of

recreation

grounds, parks,

gardens


maintenance of

recreation grounds,

parks and gardens

covering maintenance of

structure, lighting,

drainage, water supply

and sanitation etc.

41. Core Service

Delivery

Public

Amenities

Library &

Reading rooms


running of library and

reading room including

systems for issue of

books, cataloging of

books and non book

material etc.

42. Core Service

Delivery

Public utility

services

Maintenance of

markets


maintenance of markets

covering, maintenance of

lighting systems,

maintenance of

structures, drainage,

sanitation etc.

43. Core Service Public utility Bus/lorry stands Improving systems for


Page 123 of 280


Category

Description

Delivery services maintenance of bus

stands/lorry stands/cart

stands including

lighting systems,

maintenance of

structures, drainage,

sanitation etc.

44. Core Service

Delivery

Public utility

services

Town

Hall/Community

Hall


maintenance of town

hall/community hall


air conditioning

system, lighting

systems, public address

system, maintenance of

structures, furniture,

drainage, sanitation,

garden etc.

45. Core Service

Delivery

Public utility

services

Maintenance of

stadium/grounds


maintenance of stadiums


lighting systems,

maintenance of

structures, furniture,


gallery lawn etc.

46. Core Service

Delivery

Public utility

services

Maintenance of

other public

buildings


maintenance of other

public buildings covering,

maintenance of lighting

systems, maintenance

of structures, furniture,



Page 124 of 280


Category

Description

garden etc.

47. Core Service

Delivery

Public utility

services

Maintenance of

other public

toilets



public toilets covering,

maintenance of lighting

systems, maintenance

of structures, sanitation

etc.

48. Core Service

Delivery

Public utility

services

Maintenance of

other tanks,

wells



public tanks, wells

maintenance etc.

49. Core Service

Delivery

Public utility

services

Ambulances Improving systems for

Maintaining ambulance

services.

50. Core Service

Delivery

Information

Services

Citizen Charter Improving services

relating to

citizen charter updation

and

operationalisation.

The grievance monitoring module shall be divided in to following activities.

• Grievance Registration

• Issue of acknowledgement

• Capturing the status of the Complaint till it is closed/resolved.

• Generation of necessary reports.


Page 125 of 280





Line


Governance


1 Acknowledgement No application in place to monitor the grievance progress and

closure

Immediate acknowledgement

to the citizen.

Immediate acknowledgement to the citizen (Both Portal/CFC)


inputs.

2. Grievance Resolution No time frame Within 7 days identified cases.

<10 days in the first 6 months. After 6 months <7

days

Up to date back office system.

Gap Analysis: Case I – Grievance Registration

Submits thegrievance

through wardoffice

Applicant

Forward to thedepartmment if

applicable else to theconcerned person

Ward Officer

Reply from thedepartment/indiv

idual

Department

Communicationback to theapplicant

Ward office/Department

Grievance Redressal (Existing)


Page 126 of 280


Project Guide Line


1. Citizen registers a complaint.

The complaints are received

through the following mode

1.CFC

2.Personal Visit

3.Call Center

4. Post/Courier

5.Portal

6.E- mail.

No application exists for

monitoring Citizen Grievance

The application shall capture the details of

grievance. The grievance shall be linked with spatial

information if any, along with details of mode of

receipt of grievance.

1.CFC

2.Personal Visit

3.Call Center

4. Post/Courier

5.Portal

6. E- mail.


Grievance Details.



Receiving Clerk Captures Grievance Details.

3. Generate Acknowledgement to

the citizen with unique number

for future reference.



Generate Acknowledgement to the citizen with

unique number for future reference.

4. Forward the application to the

concerned department with a

Copy to the Head of the dept.



Forward the application to the concerned

department with a Copy to the Head of the dept.

5. The concerned dept shall take

action on the grievance and upon



The concerned dept shall take action on the

grievance and upon resolution the same shall be


Page 127 of 280


Project Guide Line


resolution the same shall be

updated in the grievance

monitoring system

updated in the grievance monitoring system.

Interface with SMS/Email system to confirm the

status of the grievance


Page 128 of 280

Grievance Redressal (Proposed)

Submits theGrievance

Applicant


with unique number

CFC Clerk/Portal

Make record ofthe grievance

CFC clerk

Forward toconcerned dept

Department

Necessary action bythe dept/section

head

Department

Forward theaction/feedback to the

grievance section

Department

Submits theGrievance

Applicant

Actioon status?Is thegrievance addressed in

the secified timeframe?

Yes

CheckEscalation

escalate to DeptHead

Department

YesReminder to the

Dept/sectionhead

Applicant

Grievance Redressal (Proposed)

SMS Gateway/Email

Interface with Proptax,Water Bill

Building Plan,wardworks and other

modules


Page 129 of 280

Case II – Track Grievance


Project Guide Line


1. Track the status based on the

unique number



Facility to check the status based on the

unique registration Number or any other

relevant parameters such as Telephone id.

Tax Id etc.

2. The system shall display the

status of the grievance.



The system shall display the status of the

grievance like in process, closed etc.

In case of breach of the grievance in terms

of days, the proposed system shall have

escalation policy to escalate the case to

senior authority.

MIS Reports


Project Guide Line


1. A section wise grievance register

is printed for a given period with

its status

No application Exist A section/Department/Service wise grievance

register is printed for a given period with its status

2. Report on section-wise number

of grievances pending

No application Exist Report on section-wise number of grievances

pending


Page 130 of 280

3. List of grievances attended by

staff and pending reports

No application Exist List of grievances attended by staff and pending

reports

4. Grievance Disposal Register

department wise

No application Exist Grievance Disposal Register department wise

5. Grievance Status Summary

(Type wise/Zone wise/ward

wise)

No application Exist Grievance Status Summary (Type wise/Zone

wise/ward wise)

6. Action Taken reports No application Exist Action Take reports

7. Statistics on Grievances handled

(received/disposed/types/zones

etc.).

No application Exist Statistics on Grievances handled

(received/disposed/types/zones etc.).

8. Analytical reports for

Performance evaluation.

No application Exist Analytical reports for Performance evaluation.

9. Reports regarding Internal

performance of the sections.

No application Exist Reports regarding Internal performance of the

sections.

10. Department wise SLA

Parameters

No application Exist Department wise SLA Parameters

11. Status by source of complaint. No application Exist Status by source of complaint.

12. Department-wise compensation

paid.

No application Exist Department-wise compensation paid.


Page 131 of 280



Project Guide Line


1. Property tax Module Tax Module. No such Interface Exists. Interface with Property Tax Module desired to verify

the ownership details.

2. Building Layout & Approval No software application exists

in The Town Planning and

Building approval

Department.

The town Planning and Building Approval Data Plays

a vital role in the day to day operation of other

departments like Water Billing and Property tax.

Hence, it is need of the day to automate the

activities of Town planning and Building approval

department.

4. Court cases No interface exists It is desired to have the updates and status of court

cases.

5. Water Billing System No Interface exists Interface with Water Bill desired to verify the

ownership details.

Interface with GIS maps to report the leakages,

pressures/failures for quick remedy.

6. Project & Works Module. No interface exists with

Projects and Works Module.

No changes desired.

7. Citizen Grievance No Interface Exist Prior Publishing of operation and maintenance

activity affected citizen through portal/SMS.


Page 132 of 280

Reusability of Existing Application: NMMC, do not have any module for the Citizen Grievance redressal

Evaluation Criteria Priority New

Development Functional compliance High 2 Technology Compliance High 3 RDBMS Compliance High 3 Architecture Medium 2 Interface with other Modules High 2 Customization Medium 2 Total Score 14


Business Process Reengineering (BPR) in Citizen Grievance:

1. Standardize all data input application and grievance application formats.

2. NMMC portal Interface for Citizen to lodge the grievance

3. Sharing grievance status and action update with citizen.


Page 133 of 280

2.2.5 Works Management& e-Procurement

The objective of e- Procurement and Works (Project) management is to

standardize the procurement and project implementation practices across the

Municipal Corporation. NMMC initiated and successfully implemented a GIS

Centric Procurement and works management system in the year 2003. The

entire system is designed in 3 phases namely,

1. Pre Tendering

2. Tendering

3. Post Tendering

In addition to the GIS Interface, the works management is tightly interface

with Budgeting and asset management system along with work flow process

for various approvals from designated authorities from time to time. A brief

process of the existing works management application has been explained in

the form for of flow Chart.


Page 134 of 280

START

Propose Work /J.E

Select Assetfrom the list

Is it in thepriority List?

ST OP

Select LandParcel from GIS

PrepraeEstimation

NO

YES

Propose Workto MC/CE

Select the detailsfrom DSR Master

Select List ofResponsibleAuthorit ies

List ofEmployees

Allocate Approvalprocess

List of approval processAccept/Reject/forward

Generate ProjectCode

A

FLOW CHART FORPRETENDER PROCESS


Page 135 of 280

A

Approval as perthe approval list

Approved?

Go to the nextapproval authority

Forward to theprevious approverReject

Yes

Check forBudget

Budget Master forthe financial Year

Publish tender PublishContent Management

System(Offline)

Capture theTender Details

Indicate L1

Decission by thecompetentauthority

Select the thevendor

Yes

B

Supplier master

FLOW CHART FORTENDER PROCESS


Page 136 of 280

Capture the terms& Condition

Approval as perthe approval list

Approved?

Go to the nextapproval authority

Forward to theprevious approverReject

Yes

Capture SDdetails/Convert

EMD to SD

Release workOrder

CaptureMB/Delivery details

GenerateBill

R.A Final

Payment Order

Update BudgetMaster

Update GIS

Release tenderapproval NoteB

FLOW CHART FOR POSTTENDER PROCESS


Page 137 of 280





Line


Governance


1 Development project No such service exist

Online and at service center within 1 day of

project approval.


inputs.

2. Approved project and fund allocation by wards

No such service exist

Online and at service center

within 15 days of project approval.

Time to retrieve the data from Central



3. Request for public comments before closure

No such service exist

Online and at service center

within 7 days of project approval.

Time to retrieve the data from Central



4. E-Procurement – Integration with state e- procurement Module

No such module exist at the state

level

Integration with state e-

procurement Module

Policy decision from state N.A


Page 138 of 280

Gap Analysis: Case I – Indent/Estimation Management System


Guide Line


1. The superintendent Engineer

creates an indent for the work

The Indents are posted by the Junior

engineer based on the request from the

councilors, Citizen or senior officers and

posted to the commissioner for approval

of the same.

The indents are mapped to the

Geographical information system by

selecting one or more unique land

parcel from the GIS system.

No change desired

2. Site survey work by the JE/AE and

preparation of Estimate by the EE

The site details are captured by the

respective JE/AE and the estimations

are prepared by the JE

The preparation estimation by EE can

be changed by changing the parameter

without any changes in the application.

3. The ME reviews the estimation and

send s back to EE for rework in

case of discrepancy or the same is

forwarded to the Fin Dept for

approval

The estimations are approved by EE.

Sends back to the JE/AE in case of

discrepancy with remark. Other wise,

forward the same to the higher

authority/competent Authority. After

approval from Competent the same will

be sent to fin department for approval.

No changes desired


Page 139 of 280


Guide Line


4. Approval from Finance department

after verification of Departmental

budget.

The estimations are approved after

verifying the budget available.

No changes desired.

5. Approval from the Commissioner Approval from Commissioner after

verification of previous work history

No changes desired.

FUNCTIONAL REQUIREMENT – INDENT/Estimation MANAGEMENT


Guide Line


CREATE INDENT

1. Facilitate online Creation of

Indent. The system should

generate unique number

The existing application supports

creation of indent online with a unique

number

No change desired

2. Facilitate hierarchy based workflow

in the system for creation and

approval of the indent in the form

of Stage 1 & 2 plans and

estimates. The system should

have inbuilt workflows depending

on the type & value of work

The existing application supports the

hierarchy based workflow in system for

creation and approval of the indent. The

system supports inbuilt workflow

depending on the type of work selected

at the time of creation along with link to

budget head and sub head.

No change desired


Page 140 of 280


Guide Line


selected at the time of creating the

code (e.g. major or minor work,

original or repair, etc.).

3. Allow linking of the indent with the

overall project code.

If the procurement is part of a

bigger project with multiple

procurements.

The project code needs to be

linked to Accounting module.

The expenditure, progress of

resultant contract, etc. shall then

be linked to the overall project

expenditure and progress.

The system supports linking of indent to

a project code.

The system doesn’t support linking

multiple indents to a single project

code.

The system doesn’t have any interface

with accounting module. Hence, linking

project code with accounting module is

not supported.

The expenditure progress of resultant

contract is linked to the project

expenditure.

No changes desired

Facility to link Multiple estimation to single

Project.

Interface with Account Module desired.

No changes desired.

2. Provide online templates to

facilitate Stage 1, 2 plans &

The existing application provides

features like creation of indents by

No changes desired.


Page 141 of 280


Guide Line


estimate preparation.

Facilitate upload of documents

(CAD drawing files, scanned

images, technical specifications,

etc.) with the plans.

using templates.

The existing application provides upload

features of various file formats

associated with project.

No changes desired.

5. Support cost estimation using the

Schedule Of Rates (SOR).

Facilitate storing of the SOR in the

system for use during the

preparation of the estimate.

Uploading facility for the SOR

through excel file, etc. should be

available.

Indent/estimations are prepared based

on DSR (district schedule rates of PWD,

MJPD etc.)

DSR are stored in the form of master.

In case of revised DSR the user can

create new DSR without any change in

the data structure.

Uploading facility of DSR through Excel

file exists directly from the database.

No changes desired.

No changes desired.

Provide the upload feature from the user

level.

6. Support consolidation of several No such feature exists Facility to merge


Page 142 of 280


Guide Line


indents into a single indent.

7. Integration with existing

budgeting/project management

module or back-office application

to facilitate validation of project

cost with available departmental

budget, to avoid project cost

overruns.

The integration and validation for

controlling the cost over run with

original cost exists.

No changes desired.

APPROVE INDENT

1. Facilitate online review of

submitted indent by the relevant

approver, and facilitate providing

comments, etc. with the indent.

Capture comments of the

approvers at each stage. System

should further capture references

of all indent actions (creation,

approvals, rejections, etc).

Facilitates Online review and approval

indent along with comments and

forwarding the same to higher hierarchy

for approval

Nom changes Desired

2. Support use of Digital Certificates

for providing administrative

approval and technical sanction

Does not support Digital Certificate

features for providing administrative

approval.

Provide approval process with the aid of

Digital Signature Certificate.


Page 143 of 280


Guide Line


online.

Allow attaching of supporting

documents with the online

approval order. System should

update/cancel the indent number

based on the results of the review.

Allows attaching various documents to

the project.

No Changes desired.

3. Allow tracking of the indent

throughout the creation and

approval cycle using the unique

indent number. The status should

provide the indent history in terms

of date and time of creation,

submission to the last approver,

current stage in workflow, etc.

Facilitates tracking of indent throughout

the life cycle such date of creation,

update, approval time by various

authorities.

No changes desired.

4. Support workflow for a nodal

procurement agency to receive

indents from multiple

departments, prepare cost

estimates and send them to the

respective departments for their

approvals. Further, receive

The present system doesn’t support the

Nodal procurement agency concept.

Presently the works are executed on

outsource basis through tendering

process. No material procurement is

done. The works are of supply and

erection type.

No changes desired.


Page 144 of 280


Guide Line


approval from the departments,

and start the tendering process (if

decided)

5. MIS: Support generation of reports on: Indents created, by type of work, value, region, etc. Indents approved, rejected, and

reasons for the same

Covers the specified MIS report.

Covers the specified MIS report

No changes desired.

No changes desired.



Guide Line


1. Asset Management No application exists. Record all acquisition and enhancement to

the existing asset.

2. Financial Accounting No interface exists. The Application shall have interface with

accounting module for Budget availability,

payable bills, Payment details, SD/EMD

3. Competitive Bidding Module No Application Exists. Indent details, tender details

4. Project & Works No interface exists Project Code & Purchase/Work Order.


Page 145 of 280


Guide Line


5. Supplier Management No application Exists Supplier status, Purchase order and General

ledger

Case II – Tendering (Competitive Bidding)


Guide Line


1. The EE prepares the Notice

Inviting tenders with relevant

information about the project

Managed Manually The system shall have features to prepare

online Notice Inviting tender or Mapping

tender document to a project.

2. Approval of the NIT from

competitive Authority

Managed manually Online approval and facility to capture the

remarks in case of any discrepancy.

3. Uploading the tender on to web Managed externally through a content

management system

Shall be part of the works and e-procurement

system.

4. Download of tender document

from web

The vendor/bidder can download the

tender from website.

Shall be part of the works and e-procurement

system.

5. Tender submission by the vendor.

The bids are submitted in a two

envelope system consisting of

Technical and commercial Bid

Managed manually E-tendering approval process is under

implementation through a PPP mode.

6. Short listing vendor Based on the

technical and Commercial bid

Managed Manually. The final prices are

entered against each vendor. By default

Interface with E-Tendering system is desired.


Page 146 of 280


Guide Line


the system displays the Lowest Bid.

However, The final selection of the

vendor is the sole discretion of the

designated authority of the Municipal

Corporation.

7. Issue Tender Acceptance Notice Manual process The system shall generate tender acceptance

letter to the vendor with parameters listed in

the tender.

8. Accept signed contract from the

vendors

Manual process. Facility to capture the signed contract

agreement from the vendor. Interface with

document management system is expected to

store the contract agreement (scanned

document) along with other documents

received from the contractor.

FUNCTIONAL REQUIREMENT – COMPITETIVE BIDDING


Guide Line


PREPARE AND PUBLISH NIT

1. Facilitate online creation of the

NIT. The online template (form)

The online NIT creation is managed

through content management system

Integration with e_ Tendering system is

desired.


Page 147 of 280


Guide Line


should provide relevant fields to

facilitate easy entry of information

by the creator.

(PHP & DB 2 Based application)

2. Provide library of forms/templates

for NIT, and tender forms. The

library should also have templates

for certificates, and statements

required from the bidders. The

system should allow the NIT

creator to select any of the

available forms to be used at the

different stages of evaluation (pre-

qualification, technical,

commercial, etc.).repair, etc.).

The current application meets the

partial requirement. No facility to create

templates online. Presently, the

templates are published as a part of

offline documentation. The features are

covered in E-tendering system which is

under implementation

The current application shall have facility

to enter various parameters online with

list of templates.

Integration with E-Tendering system is

desired.

3. Facilitate copying of data from

previous tender and from excel

spreadsheet (standard format) at

the time of preparation of the NIT.

The NIT creator should also be

able to upload a tender document

to the system.

Presently the NIT is published in the

form of .PDF document with pre

compiled and uploaded to website.

Feature exists in e-Tendering system.


desired.


Page 148 of 280


Guide Line


4. Facilitate upload of drawings,

technical specifications, and other

data on the project along with the

tender document.

Presently the NIT is published in the

form of .PDF document with pre

compiled and uploaded to website. The

other document are uploaded as

integral part of the original .PDF

document



desired.

5. The NIT/Tender creation module

should seamlessly integrate with

the indenting module. It should

copy the contents of the indent to

the tender.

No interface exist between the tender

publishing module and the indent

module



desired.

6. Facility to select the type of tender

(single, open, restricted) at the

time of NIT creation.

The system should then be able to

send out emails to enlisted

contractors accordingly.

System should have the list of

Presently NMMC practices the open

tendering system.

No interface with other communication

protocol like SMTP/SMS.

No facility to maintain the repository of

The system shall have interface with

SMTP protocol to send emails to the

enlisted contractors/vendors. Facility

exists in E-Tendering system.

The system shall have interface with


Page 149 of 280


Guide Line


enlisted contractors (for restricted

and single tenders) readily

accessible through integration with

the Supplier Management module.

In case of open tenders, the email

alerts should be sent out to all

registered contractors.

the supplier/vendor information. No

interface with supplier Module from the

Works Management

No interface with other communication

protocol like SMTP/SMS.

supplier/ vendor registration module.

The system shall have facility to

communicate the updates through email

or SMS.

7. Allow the NIT/Tender creator to

specify the minimum requirements

to be fulfilled by a bidder against

each evaluation parameter.

At the time of submission of bids

by the bidder, the system should

not allow the bidder to bid against

a parameter, if the bidder does not

fulfill the minimum requirement

specified against that parameter.

No facility to fill the bid online. Feature exists in e-Tendering system.


desired.


Page 150 of 280


Guide Line


8. Allow selection of multiple bid

evaluation stages (Pre-

qualification, 2-stage, 3-stage,

etc) based on the type, nature,

and value of tender entered by the

user. The user should be able to

select any combinations of these,

or the system suggested

evaluation procedure.

No provision to accept the bid online. Feature exists in e-Tendering system.


desired.

9. Facility to enter the tender

schedule in the system. System

should validate the dates for

various evaluation stages and also

recommend a schedule based on

the standard time durations.

However, system should allow the

user (Tender owner) to overrule

the system tender schedule.

Exists in the content management

system.



desired.

10. Based on the tender schedule

firmed up, the system should

automatically disallow the

Exists in the content management

system.



desired.


Page 151 of 280


Guide Line


corresponding action. For e.g.

disallow downloading of tender

form beyond the last date of

procurement of tender document,

disallow viewing of a bid by the

department staff before the bid

opening date, etc.

11. Allow online submission of the

draft NIT to the competent

authority for approval.

Managed Manually Feature exists in e-Tendering system.


desired.

12. Facilitate time-tracking based

escalation in case of delays at any

stage of approval. System should

also be able to escalate to the next

approver, if the original approver

is not available for some reason.

The tender evaluations are carried out

manually

Need to be incorporated in the E-

tendering system.

13. Automatic event based emailing

system with read receipt

confirmations for users within the

department and also for registered

contractors. The system should

No such interface exists. Feature exists in e-Tendering system.


desired.


Page 152 of 280


Guide Line


support fax, and SMS based alerts,

if required at a later stage. System

should support dashboard

functionality for each role showing

the role’s pending tasks.

14. Support online review and

approval of the draft NIT. The

approver should be able to

approve, attach comments with, or

reject the draft NIT on the system.

The system should allow online

approval of the draft NIT using the

approver’s digital certificate.

Draft NIT approval is a manual process. Support online approval of Draft NIT with

workflow system.

15. System should be able to suggest

different times for publishing the

notice on the net based on the

type of work for which tender is

released. E.g. Less time for goods,

more time for work contracts, still

more time for research and

development related services

Publishing duration are decided by the

users/HOD.

Provision to publish the notice based on

the type of work.


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Guide Line


16. Allow upcoming, open, and

awarded tenders to be posted on

the e-Procurement website. User

should be able to specify if the

viewing of certain NITs should be

restricted to the enlisted

contractors, in which case, the

viewing of the NIT would require

the login information of the

enlisted contractors.

Tenders published are open to all.

Facility to register vendor with secured

login ID and password not exists.

Publishing are controlled based on the

parameters such as open, restricted etc.

In case of enlisted vendors, the vendors

shall be allocated login ID and password

to access the tender details such as open,

upcoming and awarded tenders.



desired.

17. Facility to upload multiple

corrigendum and addendum linked

to the original NIT. System should

send email alerts to interested

(respondents) parties regarding

the corrigendum. Based on the

corrigendum/addendum, the

earlier system controls for

different tendering activities to be

superseded by the latest ones.

Exists in the Content Management

System

All corrigendum and addendum to the NIT

shall be intimated to the enlisted vendors

either by SMS/Email.



desired.

18. Allow tenders to be tracked No such facility exists. Facility to view the life cycle of the


Page 154 of 280


Guide Line


throughout their lifecycle in terms

of stage of processing, comments

at various stages of evaluation,

and the decisions made.

tender. Feature exists in e-Tendering

system. Integration with E-Tendering

system is desired.

19. Online generation of reports

regarding sale/download of tender

docs and receipt of fees/EMD, list

of bidders, etc. Login information

of contractors can be used to

generate contractor wise reports.

The reports should be printable on

MS Excel, Word, etc.

No such report exists Facility to view the reports pertaining to

sale of tender, list of bidders, EMD

received, fees received etc. Feature exists

in e-Tendering system. Integration with

E-Tendering system is desired.

RECEIVE BIDS

1. Allow intending bidders to locate

tenders quickly through on-line

search facilities in a variety of

ways including tender no., generic

description, nature and type of

work, estimated value, etc. In case

of works tenders, the tenders

No online bidding facility exists. Facility to search tenders based on

various parameters to name a few tender

No, tender due date (From & To Date),

Value (From & To) etc.


Page 155 of 280


Guide Line


should be searchable zone, circle,

and division wise.

2. Allow intending bidders to

download the tender document

from the e-Procurement website

without paying the tender

document fee (or on payment as

decided by the State).

Intending bidders can download the

tender documents from the NMMC

website without paying any additional

charges.



desired. Only the registered vendor can

download the document.

3. Integration with payment

gateways for online payment of

EMD, tender document fee, etc.,

as decided by the State. The

system should also support offline

payment mechanism. Further,

support multiple instruments for

the payment of the EMD (DD,

Bonds, NSC, etc).

No option to pay the EMD online. The

EMD’s are collected as a part of the

technical bid.

Integrate the payment gateway to receive

the EMD online. Feature exists in e-

Tendering system. Integration with E-

Tendering system is desired.

4. Allow registered contractors

(provide space) to upload and

store the frequently required

certificates, statements, so that

No such facility exists The vendors shall be able to store the

frequently required documents with

secured login ID and password. Feature

exists in e-Tendering system. Integration


Page 156 of 280


Guide Line


they don’t have to upload the

same every time a new bids comes

out.

with E-Tendering system is desired.

5. Allow registered contractors to log-

on to the e-Procurement website

for submission of bids. System

should check for blacklisting or

permanent disablement of login

information of the contractor at

this time (through integration with

the Supplier Management

module).

No bids are accepted online. Facility to accept the bid online through

the e- procurement portal. The system

shall have a interface with supplier

registration module for managing the

supplier account such enable /disable.



desired.

6. Allow registered users to update

their earlier business profile

(entered at the time of applying

for registration) before submitting

their bids online.

No facility to store the vendor profile Maintain the vendor profile as part of the

vendor registration information. Facility to

update the business information such as

address , change in registration number

and any other additional information and

personal profile. Feature exists in e-



7. Allow registered bidders to enter No facility to accept the bids online. Provision to accept the bid online. Feature


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Guide Line


the technical and commercial bids

online on the system in the

specified forms, and attach the

relevant documents as required.

The system should limit the size of

upload by bidders (say 1MB), and

only to the specified formats.



8. Allow contractors to save their bids

mid way and come back later to

complete and submit their bids.

No facility to accept the bids online. Option to submit the bid online. Feature



9. Provide templates and support

multiple contractors bidding as a

consortium. Bidding in consortium

may become a requirement in case

of large and complex works where

one contractor may not have the

capability to bid for the entire

work.

No facility to accept the bids online. Provision to accept the bid through

consortium.

10. Facilitate upload of drawings,

technical specifications,

contractor’s terms & conditions

No facility to accept the bids online. Feature exists in e-Tendering system.


desired.


Page 158 of 280


Guide Line


(where requested in NIT), and

other data on the project along

with the bids.

11. Display clearly, on appropriate

screens, the system (Server) time

and the time left (number of hours

and minutes) before the closing of

the tender.

No facility to accept the bids online. Display the time details for the closure of

the bid. Feature exists in e-Tendering


system is desired.

12. Facilitate double authentication of

the bidder using Digital

Certificates: first at the time of

login on system, then again at the

time of submitting the price bid

(so that session expiry is validated

before final submission).

No facility to accept the bids online. Accept the bid with the use of DSC (digital

Signature Certificates). Feature exists in

e-Tendering system. Integration with E-


13. Capture tender response

information include contractor

reference, response date, and

time. Provide this information to

the bidder on a printable screen as

well as via email alert for



desired.


Page 159 of 280


Guide Line


reference purpose.

14. System should not allow a bidder

to submit a bid or to edit an earlier

submitted bid beyond the last date

of bid submission.



desired.

15. The system should protect the bid

document from being

viewed/edited (even by the system

administrator) before the

respective bid opening dates for

technical and commercial bids.

No facility to accept the bids online. Details pertaining to the bid are stored in

a encrypted format and shall be restricted

for update by other person including the

system administrator before the opening

date.

16. Functionality for holding pre-bid

meeting online. All questions from

respondents could be replied and

the replies posted online without

divulging the identity of the

respondent. Bidder can ask

multiple questions.

Exists in Content Management System Online pre bid meeting facility. Feature



17. Facilitate the departmental user to

receive the hard copies of the

supporting documents (scanned

No facility to accept the bids online. Facility to capture the hard copy bid

details in to the system along with a

confirmation to the bidder through E-mail.


Page 160 of 280


Guide Line


EMD, certificates, statements, etc)

from the bidders and update the

same on the system. The system

should send out alerts to the

bidder acknowledging the receipt

of the same by the department.



desired.

18. Allow contractors to track the

status of their bids online using

the bid submission number

No facility to accept the bids online. Tracking facility for the bidder. Feature



19. Audit trails for entire tender

lifecycle, from NIT creation to bids

received and selected. If any bids

are rejected, system should record

for what reasons and by whom.

Actions of the bidder should also

be tracked (necessary to avoid

litigations later).

No facility to accept the bids online. Complete audit trails with life cycle of the

bid submission. Feature exists in e-



Evaluate Bids & Award Contracts

1. Support online access and viewing

of bids by the Inviting Officer on

the scheduled date & time of bid

No facility to accept the bids online. Facility to accept the bid online and

viewing the same by the authorized

person. Feature exists in e-Tendering


Page 161 of 280


Guide Line


opening system. Integration with E-Tendering

system is desired.

2. Support workflow for evaluation,

and approvals (from competent

authorities, tender committees,

etc.). Support dynamic assignment

of officers for evaluation of bids,

depending on the stage of

evaluation and the policies of the

department.

No online bid evaluation facility exists Shall support workflow for evaluation bids

along with allocation of competitive

authority. Feature exists in e-Tendering


system is desired.

3. Support separate workflows for bid

evaluation based on number and

type of stages employed (Pre-

Qualification, Technical,

Commercial and Techno-

commercial evaluation stages).

No online bid evaluation facility exists Facility to evaluate the bid based on the

stages. Feature exists in e-Tendering


system is desired.

4. Facilitate system tracking of the

evaluation process. Send system

alerts, escalate in case of delays at

any stage of the process. Maintain

time logs for generation of MIS.

No online bid evaluation facility exists Facility to escalate the cases to higher

hierarchy in case of delay. Facility to end

alerts through email. Feature exists in e-




Page 162 of 280


Guide Line


5. Generate compliance matrices and

comparative charts of received

bids to aid in evaluation by the

Inviting Officer, and tender

committee. These should be

available to registered bidders for

viewing and downloading from the

website after the evaluation

process is complete. The matrices

available to the bidders should not

disclose any confidential

information on the bidding firm.

No online bid evaluation facility exists Compliance matrices and charts of

received successful bids.

Facility to share the data with other

enlisted vendors. Feature exists in e-



6. In case where contractor’s terms &

conditions were invited in the NIT,

system should allow evaluation &

compilation of the common set of

terms & conditions. Further,

system should allow resubmission

of updated bids by contractors

after finalizing of common terms

and conditions.

Will be incorporated.


Page 163 of 280


Guide Line


7. Record comments from all

approvers at different stages of

evaluation. System should further

facilitate attaching evaluation

results with the bids.

No online bid evaluation facility exists Workflow system with facility to capture

the remarks/comments/noting from all

the approvers.

8. Support automatic evaluation of

technical and price bids by the

system using pre-specified criteria.

System should then rank bidders

(L1, L2, etc) at the commercial bid

evaluation stage.

Exists in the works management system Bids are evaluated based on the lowest

rate criteria. The final decision is the sole

discretion of the competent authority.

9. Support online viewing of tender

opening event simultaneously by

remote bidders (e.g. in the form of

chat).

No online bid evaluation facility exists To be incorporated.

10. Facilitate viewing/downloading of

bid evaluation results and bids of

other qualified bidders, depending

on the evaluation stage.

No online bid evaluation facility exists Facility to view the evaluation results

after completion of the process.

11. Support automatic/manual

revision of the list of eligible

No online bid evaluation facility exists Intimate the list of eligible bidders

through alerts such as email/SMS.


Page 164 of 280


Guide Line


bidders for sending out alerts for

online tender opening event,

based on the result of the initial

stages of evaluation.



desired.

12. The system must allow the Inviting

Officer/committee to select no

bidder, or one, or many successful

bidders from those submitted.

Further, the system should

facilitate specifying the percentage

of contract awarded to each

bidder, if required.

Awarding works to more than one

customer facility available in the

existing works management system

No changes desired

13. Facilitate the EE to issue the

Tender Acceptance Notice online to

the successful contractor using his

DSC. Further, facilitate the

successful contractor to respond

using undertaking signed using the

contractor’s DSC.

Presently the tender acceptance Notice

and undertakings by the successful

contractor are managed manually.

Facility to issue the tender acceptance

notice online along with undertaking from

the Successful bidder through DSC

(Digital Signature Certificate).

14. Allow online signing of the contract

by the concerned EE using his

The contracts are created by the system

along with terms and condition. The

Facility to issue the contract online with

DSC and counter signing of the same by


Page 165 of 280


Guide Line


DSC, and countersigning of the

same by the selected contractor

using the contractor’s DSC.

System should ‘lock’ and maintain

auditable record of this exchange

for future reference. Contract to

be in printable format.

approval of the same is carried out by

physically signature on the work

contract

the contractor with valid DSC. No

edit/update to work order’s allowed after

issue of work by both the parties.

15. System should only recommend L1

for selection. However, the

competitive authority should be

able to bypass the

recommendation by providing valid

reason for the decision.

The present application recommends L1

for selection. However the awarding

work contract to other contractor is sole

discretion of the Highest authority of

Municipal Corporation.

No changes desired

16. On rejection of a bid at any stage,

system should make it mandatory

for the competent authority to

provide valid reason for the same.

System shall record (maintain an

audit log) the same using the DSC

of the competent authority.

Bid rejection facility doesn’t exist Online facility to reject the bid with

mandatory valid reason for the same.

17. Archiving of the entire tender Does not Exist Archiving of the entire tender proceeding


Page 166 of 280


Guide Line


proceedings as per the IT Act,

2000.

as per the IT act.2000. Feature exists in

e-Tendering system. Integration with E-


18. Facility for incorporating World

Bank recommended workflow for

tendering process.

Partial meets the world bank tender flow

process

Incorporate the complete process after

studying the feasibility of the same.

19. Section for uploading Government

Orders (GOs) relating to e-

Procurement; automatic alerts for

the same to be sent to registered

contractors through

emails/dashboard.

Present application doesn’t have any

alert facility generating option

Option to send alerts through email/SMS

20. MIS: Support generation of reports

on:

Tenders floated by value, type of

work, & region-wise, etc.

Contractor participation by type,

value, region of work

Contractor-wise reports on bids

participated, won, lost, etc.

Exists. User can select various

parameter such as financial year,

contractor wise, Budget head wise, ward

wise, work type wise (capital/revenue).

Not available

No changes desired.

Facility to view contractor wise reports.


Page 167 of 280


Guide Line


Defaulting contractors (non

payment of EMD, fake documents,

etc.)

Statistics on evaluation process-

cycle time, bottlenecks, etc.

Work wise tender report

The MIS facility should have

separate interfaces for different

users (Govt. level, department

level, etc.).

Not available

Not available

Not available

Facility to view the defaulting contractor.

Facility to view various evaluation reports.



Guide Line


1. Asset Management No application exists. Record all acquisition to an existing

asset.

2. Indent management No interface exists. Indent Number & Work details

3. Supplier Management No application Exists Supplier status, Purchase order and

General ledger


Page 168 of 280


Guide Line


4. Project & Ward Works No Interface Exists Supplier Status and details like payment

terms, project Time line and schedule.

Case III – Tendering (Dynamic Pricing)


Project Guide Line





Managed Manually The system shall have features to

prepare online Notice Inviting tender or

Mapping tender document to a project.

2. Approval of the NIT from

competitive Authority

Managed manually Online approval and facility to capture

the remarks in case of any discrepancy.


management system

Shall be part of the works and e-

procurement system.

4. Accept the technical bid along

with supporting document

No facility to accept the bid through the

portal

Accept the technical bid details online

and feature for uploading the supportive

documents

5. Evaluate technical bid based on

the parameter and send request

to the qualified vendor to

participate online auction

No facility exists in the present application Features such as online evaluation of

technical bid based on the qualification

parameters.


Page 169 of 280

6. Facility to log on to live auction

session and register the prices

on or before the stipulated

period

No facility exists in the present application Bidders are invited to log on to bidding

session through as secured id and

password. Bidders shall be able to alter

the price on or before the stipulated

period.

7. Review the final bid and

approval from the competitive

authority

No facility exists in the present application Approval process after finalization of

bid.

8. Accept signed contract from the

vendors

No facility exists in the present application Facility to capture the signed contract

agreement from the vendor. Interface

with document management system is

expected to store the contract

agreement along with other documents

received from the contractor.


Project Guide Line


1. Provide simplified menu based

workflow to create online auction

by the Auction Administrator

No option exist for Dynamic pricing User friendly, menu driven, workflow

based application.

2. Allow users to be created and No option exist for Dynamic pricing Facility to allocate Roles and privileges


Page 170 of 280

assigned different roles like that

of Auction Administrator,

Departmental Originator, Super-

Originator, etc.

to the user based on the user type.

3. Facilitate specification of the

following auction parameters at

a minimum:

1. Item name and quantity

2. Start Price- auction begins

with this price

3. Reserve Price- this price

should be met for the

auction to have any result

4. Bid Decrement/Increment-

minimum amount by which

each succeeding bid of a

bidder should be lower or

higher

5. Auction period or end time

Automatic extension time

window- auction time extends

automatically if last submitted

bid falls within this time window

No option exist for Dynamic pricing To be Incorporated


Page 171 of 280

Facilitate proxy bidding for

contractors, if decided by the

department


Provide a tabular view of auction

items allowing fast and easy

bidding by contractors in case of

multiple line items.


Support the following options:

6. Both Reverse and Forward

auctions

7. Auction types- English,

Dynamic Sealed bid, etc.

Auction rules- lowest/highest bid

wins, highest/lowest quantity

wins etc.


Support multi variable bidding,

assigning weights to different

variables and use of formulae in

an auction.


Support dependent auctions i.e.

it should open an auction only on

the successful completion of the

previous auction



Page 172 of 280

Allow department to assign

weights to different contractors

based on their past performance

and quality in an auction. The

system should automatically

assign the weights


Allow viewing of the lowest going

price in real time, by the

bidders.


Allow Inviting Officer to view

history of items and price bids

during the live auction and after

with date and time stamp.


Disallow divulging the identity of

the participating bidders on the

system.


Support display of images or

multi-media content, URL,

documents, and spreadsheets

attachment with each auction

item.


Provide option to the

departmental administrator to



Page 173 of 280

auto-approve or manually

approve the winner in the

auction.

Support for parcel auctions –

bidders can either place one bid

for the whole lot or individual

bids for each component that

makes up a lot.


Facilitate departmental

administrator to copy data from

a previous auction for creation of

an auction again. The

administrator should not be

required to fill in the data again.


Support importing of auction

data from data in Excel

spreadsheets instead of data-

entry or copying from existing

auctions


Support export capabilities for

extraction of data from the

auction system into a flat file or

Excel spreadsheet.



Page 174 of 280

The system should be flexible to

allow:

• Defining several categories,

sub-categories and attributes

for an item

• Customizing auction rules to

fit departmental need

• Permitting both auto-

approval or manual approval

of auction results

• Changing of auction data by

the Auction Administrator or

departmental administrator

at any time

No option exist for Dynamic pricing

Allow generation of MIS on types

of auctions and results,

contractor participation, %

savings in price, etc.


Allow department to send

notifications and pop-up

messages to participating

bidders during the auction.


Show in real-time the time No option exist for Dynamic pricing To be Incorporated


Page 175 of 280

remaining for close of the

auction up to the last second to

both department administrator

and participating bidders.

Provide a contractor

administration module to add,

delete, enable or disable the

contractors or contractor group.


Template library for contracts

with common set of terms and

conditions. Further, user should

be able to define the contract on

the selected vendor.



Project Guide Line





Managed Manually The system shall have features to

prepare online Notice Inviting tender or

Mapping tender document to a project.

2. Approval of the NIT from Managed manually Online approval and facility to capture


Page 176 of 280

competitive Authority the remarks in case of any discrepancy.


management system

Shall be part of the works and e-

procurement system.

4. Accept the technical bid along

with supporting document

No facility to accept the bid through the

portal

Accept the technical bid details online

and feature for uploading the supportive

documents



Guide Line


1. Asset Management No application exists. Record all acquisition to an existing asset.

2. Indent management No interface exists. Indent Number & Work details

3. Supplier Management No application Exists Supplier status, Purchase order and

General ledger

4. Project & Ward Works No Interface Exists Supplier Status and details like payment

terms, project Time line and schedule.


Page 177 of 280

Vendor/Supplier Registration:

In order to establish the eligibility to participate in the competitive bidding exercise, the intending contractor has to initially

register with the municipal corporation as per the contactor’s financial status and professional capability. The registration is

valid for specified period and will be renewed after reviewing the performance of the contractor. In order to participate in the e-

procurement system the vendor need to obtain the Digital Signature Certificate.

E- Procurement of Goods:

The E- Procurement of goods is centralized purchasing action which is generally executed after communication of material for

the project or ward work. Generally the mode of procurement is handled through Rate Contract signed with the supplier after

selection of the vendor through a competitive bidding process. The contractor/vendor is bound to supply the goods as the per

the contact agreement terms.

The goods procurement process comprise of following sub processes.

Indent management

Competitive Bidding

Dynamic pricing

Contract management

RC catalogue management

Order management

Supplier Management

The first 3 sub processes are common for the works procurement and the goods procurement processes.


Page 178 of 280

The Contract Management:

Once the supplier is selected for the award of the contract, the contract is signed between the department and supplier.

Thereafter the contract management activity involves tracking the RC throughout its validity period. The Rate Contract

items are published in the form of catalogue with details of Product, description, unit of measure, supplier Number and

price.

The rate contract validity are tracked through a alert system where the concerned authority to initiate the indent creation

process for competitive bidding.

Rate Catalogue Management:

After completion of the Contract management, the rate contract information’s are updated in the form of Rate Contract

catalogue with details of goods. The intended purchase has to search for item and procure item based on their profile. The

Rate Catalogue Management process is further sub divided in to

Manage Rate Contract Catalogue Content

Manage Catalogue Master

Manage Rate Contract Catalogue Content

The rate contract catalogue content published online need to be updated due the validity period due to upgrade of an item,

change in technical specification, introduction of new model price structure changes due to change in tax structure. The

changes are updated on the catalogue so that the user can get up to date information. The updating processes are carried

out after taking a prior approval from the competitive authority. The updated information’s are published online in the e-

procurement portal.

Manage Catalogue Master


Page 179 of 280

Catalogue master is a database of items that are rate Contracted by Municipal Corporation. The catalogue master contains

list of items along with their unique codes and specification. Managing catalogue master involves addition of new item and

deletion of obsolete item from the list.

This includes vendor introduces new product with change in technical specification which ahs resulted in to change of

code or creation of new code.

A product needs to be removed from the catalogue for reasons like order not placed in the last 3 years, new model

introduced by the manufacturer by replacing the existing product or item banned/ restricted for training due government

regulation.

All above catalogue management activities are carried out after due approval from the competitive authority.

Order Management:

The order management covers the product requisition and purchase order to Payment functions.

1. The purchasing entity logs on to the system searches for the product with specification.

2. Once the item product is located, the purchasing entity creates a requisition for the item and forwards the same

to the approving authority.

3. The approving authority approves the request.

4. The purchasing entity creates a PO with schedules of delivery.

5. The supplier receives the PO and acknowledges the PO and the dispatches are arranged based on the location

and schedule.

6. The goods received at the receiving are verified against the PO quantity a schedule.

7. Goods receipt notes are generated against the receipts. In case of damage of goods in transit, inferior quality

the same shall be returned to the supplier with Goods Return Note.

8. The Bills are accepted from the supplier for the goods accepted and the same is forwarded to accounts

departments for payments.


Page 180 of 280


The existing application has been evaluated based on the JnNURM guidelines to



the possibility of reusing the existing application in the technical point view with the

proposed e-Governance application and the observations are as follows.

Evaluation Criteria Priority Existing ERP Functional compliance High 2 2 Technology Compliance High 3 3 GIS Compatibility High 2 2 RDBMS Compliance High 3 3 Architecture Medium 2 3 Interface with other Modules High 2 2 Customization Medium 2 2 Total Score 16 17



Technology:

• The present application is on J2EE as user interface (UI) and Oracle 9i as

Relational Database Management System (RDBMS).

• 3 - tier architecture.

• The present RDBMS is compliant to the desired RDBMS as per the standard

unified database across the enterprise.



enhancement.

• Interface to be developed with proposed modules like Double Entry

Accounting & Financial Management, Document Management, Portal/CFC,

citizen grievance, GIS based water Analysis software.

• However, the application needs enhancement to meet other requirements like

interface with e-Procurement, E-tendering, order management, vendor

Management etc.

• The present web based application was deployed in the year 2002 and the

performance of the application is satisfactory.

• The existing application covers all historical data i.e from the year 2002 and

over 10000 project cycles has been managed through this application.


Page 181 of 280

Functionality:

Refer Gap analysis listed out against each service like addition of new assessee,

name Transfer, Demand and collection and General Revision in Page No 142-185.


over to off the shelf application with minimum customization and development of

new customized application shows that each option has some level of risk listed.



system.


ERP:



3. Requirement of high end skilled Resources to customize the application in line with

JnNURM requirement.



requirement.

Conclusion:

Considering the above risks, objectives and the cost impacts, NMMC decided to

retain the existing application and carry out the enhancement to meet the JnNurm

guidelines for better service delivery. Part of the JnNurm guidelines is met by

procuring standard available modules available with the state or central government

short listed vendors on PPP basis. However, the risk mentioned in the above section

shall be mitigated with the skilled techno functional team and thorough impact study

before commencement of enhancement.


Operation:


Page 182 of 280

The works management and other sub modules associated with works management

like e-Tendering, order Management, vendor Management are project management

utilities and do not require citizen interface. The above mentioned module will be

internal requirement and to be operated by the end users.

Maintenance:


of NMMC IT team headed by System administrator under the guidance of

commissioner and city engineer. The maintenance and enhancement shall be carried

out as per the IT policy of NMMC.

Business Process Reengineering (BPR) in Works Management:

1. Online update with the aid of GPS/GPRS enabled hand held devices to

capture the field data related to the project such as daily

measurement

2. Minimize paper works.

3. Interface with GIS based Sewer And water analysis authenticate the

estimate and other engineering details.


Page 183 of 280

2.2.6 Building Plan Approval

The building Plan approval is primary activity associated with Town Planning

department relates to the issue of permissions to the constructions of buildings

based on the development construction regulations (DCR) laid down by the municipal

corporation based on the city development Plan (CDP). The primary functions of

Building plan approval are listed out as below

1. Approval for Commencement of Construction of work (Commencement

Certificate).

2. Certification for Plinth (Plinth Check certificate).

3. Approval for Occupancy (Occupancy Certificate).

4. Approval for modification to existing structure.

5. Control and legal action on Illegal construction in the municipal territory.

6. Improving City infrastructure like road widening.

The following table List out the details of permission granted in the last five years

Financial Year 2003-2004 2004-2005 2005-2006 2006-2007 2007-2008

Commencement Certificate (CC) In Nos. 171 120 306 298 352 Occupancy Certificate (OC) In Nos. 100 110 180 170 130 Revenue (INR) in Lacs 130 170 210 230 250


Page 184 of 280





Line


Governance


1 Building Approval-Residential

Within 15-22 days (based on average days calculation)

<7 days <10 days for the first 6 months from the date of

deployment) <7 days after 6 months

from the date of deployment.

Accuracy data and maps.

Adherence to DCR of Navi Mumbai.

Submission of data in soft format.

2. Building Plan approval – Commercial

Within 45-68 days (based on average days calculation)

<15 days <22 days for the first 6 months from the date of

deployment) <15 days after 6 months

from the date of deployment.

Accuracy data and maps.

Adherence to DCR of Navi Mumbai.

Submission of data in soft format.


Page 185 of 280

Submit applicationalong with required

document andbuilding plan

Applicant

Verify theapplication alongwith documents

TP officer

Check forproperty

ownership/leaserecords

TP officer

Prepare a costestimation and

the challan

TP officer

Field Visit &Site Inspection

TP Officer

Pay theapplicablecharges

Applicant

Issue ofCommencement

Certificate

TP officer

scrutiny ofBuilding Plan

TP officer

Approvalstatus

Return toapplicant for

revision of planand remarks

Applicant

Approval fromADTP

ADTP

Permission toproceed withdevelopment

plan

Applicant

Building Plan Approval (CC) -Existing


Page 186 of 280

Submitapplication along

with requireddocument andbuilding plan

(revised if any)

Applicant


TP Officer

Pay theapplicable

charges if any

Applicant

Issue ofOccupationCertificate

TP officer

Approvalstatus


necessarycorrection

Applicant

Approval fromADTP

ADTP

ReceiptOccupation permit

Applicant

Building Plan Approval (OC) -Existing

NO


Page 187 of 280

Gap Analysis: Case I – Building Plan Approval


Guide Line


1. Applicant fills in the application

form for requesting approval to

his/her building plan and submits

the required supporting documents

to the town planning section.

No automation/Application exists Applicant fills the application form for

requesting approval of building plan and

submits the required documents to the

town Planning Application along with list of

documents specified (optional/mandatory).

The selection of the land parcel shall be

carried out by selecting the plot from the

Geographical Information system

(Mandatory Process). In case the non

existence of land parcel the TP shall instruct

the competent authority to create the land

parcel before processing the scrutiny

process.

In case of amalgamation/split of the

existing property the same shall be updated

in the geographical Information system.

2. Calculation of Fees applicable. No automation/Application exists The applications are consolidated at the

Highest Hierarchy of the TP department.


Page 188 of 280

The competent authority allocates the case

to TP officer for scrutiny of the documents

submitted along with verification of building

plan. Upon approval the TP officer shall

calculate the fees applicable for the grant of

CC.

3. The applicant pays the fees and

receives the acknowledgement

from the TP section.

No automation/Application exists Upon receipt of fees, the concerned TP

officer visits the site for inspection.

4. Validate the particulars provided

by the applicant. Prepare field visit

report

No automation/Application exists Facility to record the field visit details and

the provision to capture/upload the field

visit report. The system shall have facility

to capture/map the field visit report with

the plot. The proposed document

management system shall have the feature

to link any documents with the spatial data.

5. The TPO provides his

recommendation and submits the

same to the Municipal

commissioner for further approval,

No automation/Application exists Facility to record the TPO recommendation

details or mapping the Recommendation

with Spatial data for future reference. The

system shall have in built workflow to move

the file for other approval process.

6. Once approved by the

commissioner, the TPS (Town

No automation/Application exists Facility to record the commissioner

approval details or mapping the same with


Page 189 of 280

Planning supervisor) shall prepare

proceedings and send the same for

TPO approval.

Spatial data for future reference. The



7. The TPO approves and provides his

recommendations on the order

and submits it to the municipal

commissioner for his approval.

No automation/Application exists Facility to record the TPO approval details

or mapping the same with Spatial data for

future reference. The system shall have in

built workflow to move the file for other

approval process.

8. The commissioner approves the

proceedings.

No automation/Application exists Facility to record the commissioner

approval details or mapping the same with

Spatial data for future reference. The



9. The TPS issues the approval order

and the sanctioned building plan to

the applicant.

No automation/Application exists Facility to record the TPS approval details

or mapping the same with Spatial data for

future reference. The system shall have in

built workflow to move the file for other

approval process.


Page 190 of 280

FUNCTIONAL REQUIREMENT – Building Plan Approval


1. Enable applicants to fill and submit the building plan

application online and to attach necessary drawings in

the soft copy. Allow municipal officials to

access/download the same for verification of particulars

Facility to submit the application details online through

the proposed NMMC web portal or CFC (Citizen Service

Centers) or direct visit to Town Planning office.

The system shall have facility to capture the applicant

details, basic information about the plot/land, Documents

to be submitted. The system shall have feature to upload

the copies of documents associated with land parcel and

the Copy of the Drawings. The system shall generate

unique number for future reference.

2. Enable staff to enter required documents for building

permission based on the height of the proposed

structure. Various categories based on the height should

be allowed to be entered

The system shall have facility to capture the mandatory

documents based on the type and height of the structure.

The administrator shall create the list of documents

applicable for various types and height of the building.

3. Facilitate entering of the building application details such

as applicant information, building information, licensed

architect information, and the technical and fee details.

Ability to capture the entire plot details, ownership

details, Architect’s Information along with registration

details.

4. Facilitate checking of the physical documents submitted

by the applicant for building plan approval. Based on

these an acknowledgement should be generated and

Application submitted online shall be authenticated with

the original documents. Upon acceptance the system shall

generate acknowledgement with details of the plot and


Page 191 of 280

given to the applicant. the applicant’s name. The system shall generate a unique

case number along with details of zone, development

details and the applicant’s name for future reference.

5. Facilitate checking and assessing the fee charges for an

applicant and calculate the total amount to be paid.

The system shall generate challan based on the area and

the type of structure along with mandatory charges.

Applicant shall have facility to pay the fees in a single

installment or multiple installments.

6. Facilitate entering of the inspection and scrutiny details

for the building plan permission such as the Site

Inspection Report (fields such as application no., applied

for, application date, applicant details, usage, building

category, inspector details, date of inspection, etc.), Fee

& Charges Calculations, and Certificate and Document

Verification Report. Further system should facilitate

generation of an endorsement or building permission

order to the applicant, based on the scrutiny

The system shall capture the scrutiny details (Plan

approval details and site inspection details). All

information’s captured shall be linked with plot either

scanned format or upload the same with compatible

format.

7. Generate application reference for Building Plan

Application/ Layout Application for the applicant and

facilitate online tracking of the status of the application.

The system shall generate a case Number and shall have

option to track the same through the web portal.

8. Online help should be available to the user for each

system function. Topics covered in the user manual shall

also be available through the online help.

The system shall have facility to access the online help for

each user function.

9. Enable integration of the module with the following The system shall have interface with Modules namely,


Page 192 of 280

module to facilitate exchange of data: Property Tax,

Vacant Land Tax, Water Tax, File Movement, Grievance

Redressal, Court Cases, Financial Accounting, Assets &

Inventory, Advertisement Tax, Trade Licenses,

Project/ward works, and schemes.

Property tax, Water tax, File Movement, Assets

management, Court cases, financial and Accounting and ,,

trade licensees.

10. Track delays in approval steps and maintain an audit log

of the approval process steps.

System shall have strong audit trail facility with case

escalation procedure to the higher hierarchy.

11. Ability to check for pending taxes if any – add as

functionality – interface.

The system shall have interface with Modules namely,

Property tax, Water tax, File Movement, Assets

management, Court cases, financial and Accounting and ,,

trade licensees to check the pending tax details if any.

12. Ability to track arrears due to the ULB and the robust

ness of the system needs to be maintained

The system shall have ability to track the arrears due to

Municipal Corporation including other departments like

property tax, Water tax etc.


Page 193 of 280

Submit applicationalong with required


Applicant


Check forproperty

ownership/leaserecords

TP officer

Prepare a costestimation and

the challan

TP officer


TP Officer

Pay theapplicablecharges

Applicant

Issue ofCommencement

Certificate

TP officer

Approvalstatus

Approval fromADTP

ADTP

Permission toproceed withdevelopment

plan

Applicant

Download theapplication and list

of mandatorydocuments required

Applicant

Accept the application.Check for the requireddocument along with

fees specified

CFC

Issue receiptand forward to

TP

CFC

scrutiny ofBuilding Plan

TP officer

Approvalstatus

TP Officer

Integrationwith GIS

Update GISdatabse


Integration withWater supply andBilling Module



Building Plan Approval (CC) -Proposed

Analysis ofSewer capacity


Page 194 of 280


TP Officer

Pay theapplicable

charges if any

Applicant

Issue ofOccupationCertificate

TP officer

Approvalstatus


necessarycorrection

Applicant

Approval fromADTP

ADTP

ReceiptOccupation permit

Applicant

Building Plan Approval (OC) -Proposed

Submit applicat ionalong with required


Applicant


Download theapplication and list

of mandatorydocuments required

Applicant

Accept the application.Check for the requireddocument along with

fees specified

CFC

Issue receiptand forward to

CFC TP Officer

Approvalstatus


Integration withWater supply andBilling Module

Update GISdatabse


Integrationwith GIS


Page 195 of 280



Mode Project Guide

Line


1. Public Grievance

Redressal Module



queries/ redressal steps taken

2. Court cases (Legal

Module)

No application exists. Integration with Legal Module for tracking legal

issues if any.


Module

No Interface exists Cash Collection.

4. Property tax No Interface exists For calculation of property Tax

5. Water Billing No Interface exists No Interface exists

6. Sewer/Water Cad No Interface Exist Interface With Sewer and Water shall benefit

the approval process in the following way.

1. System Adequacy Check: Ensuring water

and sewer infrastructure adequacy based on

the land use/tenement data prior to issuing

permission for development.


Page 196 of 280


Evaluation Criteria Priority New Functional compliance High 2 Technology Compliance High 3 GIS Compatibility High 2 RDBMS Compliance High 2 Architecture Medium 3 Interface with other Modules High 2 Customization Medium 2 Total Score 16

Functionality: Refer Gap analysis listed out against each service in Page No 194-196. Operation and Maintenance: Operation: A partial functionality of the building plan approval requires citizen interface such as

submission of new development application and collection of fees associated with

development activity. The same shall be made available through CFC Module. All

other functionalities associated with building plan are related to the back office

scrutiny and approval process which will be operated by the building plan

department.

Maintenance:


of NMMC IT team along with vendor responsible headed by System administrator

under the guidance of commissioner and city engineer. The maintenance and


Conclusion:

NMMC decided to procure the building plan approval from the existing proven

solutions which are implemented in other municipal corporation. The prices indicated

are budgetary.

Business Process Reengineering (BPR) in Building plan Approval:

1. Standardize application format related to Building plan.

2. Interface with document management system to share the building

plan data with Property tax department.


Page 197 of 280

2.2.7 Health Programs

The health section/department plays a key role in the functioning of the Municipal

Corporation. The health department activities are further categorized in to following

sections.

1. Cleaning of streets and supervision of sanitation.

2. Lifting of garbage and dumping of the same in the dumping yard.

3. Spraying disinfectants under the urban malaria scheme.

4. Regulation of Dangerous and offensive trades

5. Maintenance and management of slaughter houses and certification of animal

for slaughter

6. Prevention of epidemics

7. Prevention of food adulteration

8. Management of Maternity and child heath care.

9. management of Hospitals (Owned by the Municipal Corporation)

As a part of E-governance, two activities pertaining to the Health program are listed

out below.

1. Trade Licenses.

2. Solid Waste Management

Trade Licenses:

Establishment’s carrying out business in the Municipal territory required to obtain

trade license from the Municipal Corporation. It is important to control trading within

the city limits/Municipal Limits to ensure the citizens are not adversely affected by

the improper method of carrying out trades.

The list of Trades/ Business establishment need to maintain trade licenses are

1. All eatery Houses.

2. Industries, manufacturing units.

3. Power Looms, Floor Mills

4. Fire wood depot, timbers, camphor depot

5. Barber Houses, Beauty saloons

6. Vegetable Oil dealers and manufacturers


Page 198 of 280

7. Ammunition storage/dealers.

8. Fire work and Cracker traders.

The health department is responsible for issue of new trade licenses, permission

/NOC, renewal of licenses, cancellation, and upgrade of trade licenses.

The following section list out the primary function associated with trade license.

1. Issue of new Trade License

2. renewal/cancellation of trade license.


Page 199 of 280





Line


Governance


1 Issue of New Trade Licenses

12-22 days (Based on Average days)

< 5 days <7 days within 6 months from the date of

implementation of application. 6 months from <4-5 days after 6 months

from the date of implementation


inputs.

2. Renewal of Trade License

<30 Min 2 days – 7 days <30 Min Time to retrieve the data from Central




Page 200 of 280

Gap Analysis: Case I – Trade License


Guide Line


1. Applicant applies for the trade

license at the identified citizen

center along with mandatory

documents and the requisite fees.

No automation/Application exists Applicant fills the application form issue of

trade license along with list of documents

specified (optional/mandatory) and the

requisite fees.

The selection of the land parcel shall be

carried out by selecting the plot from the

Geographical Information system (Mandatory

Process).

2. Accept the application and issue

receipt with a unique number for

future reference.

No automation/Application exists The applications are accepted by the Citizen

center representative and receipt is issued

along with a unique number for future

reference.

3. The processing of the application

varies based on the type of trade.

For a few selected trades NOC

from Health and sanitary

department is Mandatory.

No automation/Application exists The processing of the application is based on

the type of industry. Presently, the trade

licenses are applicable for selected trades.

4. The commissioner or competent

authority reviews the

No automation/Application exists Facility to record the field visit details and the

provision to capture/upload the field visit


Page 201 of 280

recommendations and grants

permission to issue the requisite

trade license.

report. The system shall have facility to

capture the field visit report. The proposed

document management system shall have

the feature to link any documents with the

spatial data.

5. Inform the applicant about the

approval

No automation/Application exists Facility to update the approval status to the

applicant in the form of SMS or email alerts.

6. Applicant pays the requisite fees

applicable for the transaction

No automation/Application exists The system shall accept the requisite amount

of fees ad upon receipt of the application the

system shall generate the trade license to the

applicant along with receipt

acknowledgement for the commercial

transaction.

7. In case of renewal, the system

shall generate the list of the trade

license due for renewal. A demand

notice shall be sent to the existing

license holders.

No automation/Application exists Facility to generate alerts/list of trade

licenses due for renewal before a specified

period from the due date. The system shall

generate a demand notice to the license

holder to renew the same within a stipulated

period of time.

8. In the event of delayed response

from the license holder (beyond

the stipulated date), the late fees

are applicable for the renewal of

No automation/Application exists The system shall calculate the renewal fees

along with late fees charges. And the licenses

are renewed upon receipt of the payment.


Page 202 of 280

the trade licence.

9. In the event, the license holder

doesn’t respond to the notice

beyond a stipulated period the

license stands cancelled and the

same is handed over to the legal

department for further court

proceeding

No automation/Application exists The system shall have facility to keep track of

each renewal cases. In the event, the license

holder doesn’t respond to the notice beyond a

stipulated period the system shall raise the

alerts. The system shall have escalation

policy in place in case the

concerned/responsible employee doesn’t

respond to the renewal cases. The system

shall have proper workflow mechanism to

escalate/approve the cases within a

stipulated period.

10 In the event of cancellation of

Trade license, the corporation shall

verify the dues against the license

holder. The cancellation of licenses

shall be permitted after clearance

of dues.

No automation/Application exists In the event of cancellation request the

corporation shall verify the dues balance from

the license holder (All Departments). Upon

clearance, the Corporation shall issue license

cancellation note/Notice to the license holder.

FUNCTIONAL REQUIREMENT – Trade Licenses


1. Allow addition and updating the sanitary zone/division Facility to update the sanitary information like sanitary


Page 203 of 280

information in the Sanitary Zones/wards/Division

Master.

zone/wards etc.

2. Allow addition and updating the sanitary

zones/ward/division allocation to Sanitary Inspectors

Facility to update the sanitary zones/wards/division

allocation to sanitary inspectors.

3. Allow addition and updating:

• Trade categories

• Sub-trade categories.

Provision to add or update the

• Trade categories

• Sub-trade categories

4. Allow configuration of the following:

• Late fee details for the corresponding time periods in

the penalty fee master

• Trade rates

Allow configuration of the following:

• Late fee details for the corresponding time periods in

the penalty fee master

• Trade rates

5. Facilitate the recording of the details of an applicant for

a new trade license.

Facilitate the recording of the details of an applicant for a

new trade license along with spatial data.

6. Facilitate the preparation of the inspection report for

recording the findings of the field inspection of the

applicant’s premises. Allow the SI/HO to provide his

comments.

Facilitate the preparation of the inspection report for

recording the findings of the field inspection of the

applicant’s premises. Allow the SI/HO to provide his

comments.

7. Facilitate recording the NOC/Installation Permission

Details, which will be later used for checking while

issuing the License to Industry/Factory.

Facilitate recording the NOC/Installation Permission

Details, which will be later used for checking while issuing

the License to Industry/Factory.

8. Allow the Municipal Commissioner/Competent authority

to view the recommendations of the SI/HO on a new

Allow the Municipal Commissioner/Competent authority to

view the recommendations of the SI/HO on a new license


Page 204 of 280

license application. Facilitate the Commissioner to also

enter his remarks in the system.

application. Facilitate the Commissioner to also enter his

remarks in the system.

9. Facilitate the capturing of the license fee/late fee details

(Cheque/DD details, etc.)

Facilitate the capturing of the license fee/late fee details

(Cheque/DD details, etc.) with an interface to the

Accounting module

10. Facilitate the generation of a new license after the

information on supporting documents, fee details, and

the necessary approvals are recorded in the system.

Allow printing of the license document from the system.

Facilitate the generation of a new license after the

information on supporting documents, fee details, and the

necessary approvals are recorded in the system. Allow

printing of the license document from the system

11. Facilitate recording the application details from the

application form submitted by the applicant.

Facilitate recording the application details from the

application form submitted by the applicant and interface

with spatial data.

12. Facilitate recording of the trade License renewal details.

The required data is collected from the application,

challan submitted.

Facilitate recording of the trade License renewal details.


challan submitted.

13. Facilitate recording of the trade License renewal details.


challan submitted.

Facilitate recording of the trade License renewal details.


challan submitted.

14. Update the status of a trade license as ‘active’ or

‘closed’, and the reasons for closure are entered.

Update the status of a trade license as ‘active’ or ‘closed’,

and the reasons for closure are entered.

15. Facilitate recording of the details from the application

submitted by the applicant for change of Title.

Facilitate recording of the details from the application

submitted by the applicant for change of Title with

additional fees for the transaction.


Page 205 of 280

16. Facilitate generation of license with changed title, after

the necessary supporting documents, fee, and approvals

are entered in the system. Allow printing of the same.

Facilitate generation of license with changed title, after

the necessary supporting documents, fee, and approvals

are entered in the system. Allow printing of the same.

17. Facilitate capturing of details of the un-assessed trades,

i.e., individuals performing trade without a proper trade

license.

Facilitate capturing of details of the un-assessed trades,


license.

18. Facilitate capturing of details of the un-assessed trades,


license.

Facilitate capturing of details of the un-assessed trades,


license.

19. Facilitate capturing of grievances against a license, or in

general.

Facilitate capturing of grievances against a license, or in

general.

20. Facilitate generation of demand collection and balances

revenue ward-wise for the ULB

Facilitate generation of demand collection and balances

revenue ward-wise for the corporation



Mode Project Guide

Line


1. Public Grievance

Redressal Module




2. Court cases (Legal No application exists. Integration with Legal Module for tracking legal


Page 206 of 280

Module) issues if any.


Module

No Interface exists Cash Collection.

4. Property tax No Interface exists For calculation of dues, outstanding and issue

of NOC

5. Water Billing No Interface exists For calculation of dues, outstanding and issue

of NOC.

6. GIS No interface exists Monitoring a curb cleaning operation and

defaults by worker/contractor.

Monitoring Movement and Bin pick up on a real

time basis through GPS/GPRS.

Registering various health surveys like TB,

Malaria.


Page 207 of 280

Apply for tradeLicense

Applicant

Acceptapplication alongwith documents

CFC Clerk/Portal

GenerateAcknowledgement and receipt fortransaction Fee

CFC Clerk/Portal

GenerateAcknowledgement and receipt fortransaction Fee

CFC Clerk/Portal

Site Visit

SI/HO

Forward applicationto health officer

and SanitoryInspector

CFC Clerk/Portal

Site InspcetionReport?

Send reject noteto applicant

Applicant

Non

con

firna

tory

NOC from HealthDepartment?

Non confirmatory

Approval fromcity

Enggr/Commissioner

City Enggr/Commissioner

GeneratePayment Challan

SI/HO

Make Payment

Applicant

GenerateReceipt

Cashier

issue LicenseInterface with Double

entry accountingsystem

Interface with WaterSuply & Billing

Interface withProperty tax system

Interface withGIS

Issue of Trade License (Proposed)


Page 208 of 280

Issue demandnotice tolicensee

Sanitory Inspector

Collect Demandfee and generate

receipt

Cashier

Licensee resondsbefore due date

Issue renewedlicense

Sanitory Inspector

Interface with Doubleentry Accounting

system

Yes

Licensee resondsbefore closuere

dead line?

No

Collect Demandfee along with

late fee andgenerate receipt

Cashier

Issue Noticeand court

proceeding

Sanitory Inspector

Yes

Renewal of Trade License(Proposed)


Page 209 of 280


Presently, all trade licenses are issued through a manual process and NMMC do not

have any software application to manage the trade activity.

Evaluation Criteria Priority Other Functional compliance High 2 Technology Compliance High 3 RDBMS Compliance High 3 Architecture Medium 2 Interface with other Modules High 2 Customization Medium 2 Total Score 14



Functionality:

Refer Gap analysis listed out against each service in Page No 207-209.


Operation:

The trade license application, issue of trade licenses and renewal are carried out at

the CFC level along with other service delivery like birth & death.

Maintenance:


of NMMC IT team along with vendor responsible headed by System administrator




Page 210 of 280

2.2.8 Solid Waste Management

The solid waste management function involves the monitoring and management of

the activities of street cleaning (including open drains), garbage lifting, transporting

and scientific disposal, maintenance of garbage disposal vehicle and other utilities

and public toilets/complexes etc. The process also involves keeping track of the

amount of garbage disposed at the dumping ground, and utilizes the data to assist in

the scheduling of workers and vehicles for the garbage collection exercise. Currently

solid waste management and vehicle movements are outsourced in NMMC and the

department monitors the street cleaning, awarding cleaning and disposal contracts,

monthly payment process based on the garbage disposed and the street cleaning

observations.

The functions of the solid waste management are sub categorized in to following

Components.

1. Street Sweeping/Cleaning

2. Garbage Collection

3. Vehicle Movement.

The sub category, Street sweeping functionality and guidelines are not covered in

the National Mission mode projects for E-Governance for Municipalities. Hence,

age gap analysis was not carried out for this module.

The functional requirement of Street Sweeping Module is listed out in the

following section.

1. Create BITS information layer on the Geographical Information system (GIS)

by breaking the street with specified length. (750 Mtrs/per Worker).

2. Create zones by pooling the BITS.

3. Create Indent for street cleaning services.

4. Allocate manpower to a bit.

5. Record daily observations

6. Process Monthly payment

7. Deduction/levy of penalty.


Page 211 of 280

Gap Analysis: Case I – Solid Waste Management (Garbage Collection)


Guide Line


1. The Sanitary Supervisor reviews the

garbage volume for different

locations, and the availability of the

sanitary workers/ Contract workers

for the period of scheduling.

No automation/Application exists The Sanitary Supervisor reviews the garbage

volume for different locations, and the

availability of the sanitary workers/ Contract

workers for the period of scheduling.

2. The Sanitary Supervisor then

generates the allocation schedule for

the workers allocating them to

different locations for garbage

collection. The Supervisor then

forwards the same to the Health

Officer for review and approval.

No automation/Application exists The Sanitary Supervisor then generates the

allocation schedule for the workers allocating

them to different locations for garbage collection.

The Supervisor then forwards the same to the

Health Officer for review and approval. The

system shall have interface with Work flow

management for various approvals.

3. The Health Officer reviews and

forwards the schedule to the

Municipal Commissioner for review

and approval.

No automation/Application exists The Health Officer reviews and forwards the

schedule to the Municipal

Commissioner/competent authority for review

and approval.

4. The Municipal Commissioner verifies

the schedule.

No automation/Application exists The Municipal Commissioner / competent

authority verify the schedule.


Page 212 of 280

5. If acceptable, the Municipal

Commissioner approves and sends

the schedule to the Sanitary

Inspector for distribution amongst

the sanitary workers. Subsequently,

the Sanitary Inspector releases the

garbage collection schedule to the

sanitary workers.

No automation/Application exists Municipal Commissioner/ competent authority

approves and sends the schedule to the Sanitary

Inspector for distribution amongst the sanitary

workers. Subsequently, the Sanitary Inspector

releases the garbage collection schedule to the

sanitary workers.

6. Upon collection of the garbage and

dumping of the same at the

dumping ground, the Sanitary

Inspector monitors the garbage

volumes, and the attendance of the

sanitary workers/Contract worker.

The information is recorded in the

system for further processing.

No automation/Application exists Upon collection of the garbage and dumping of

the same at the dumping ground, the Sanitary

Inspector monitors the garbage volumes, and

the attendance of the sanitary worker/ Contract

worker. The information is recorded in the

system for further processing like payments to

contractor, revision of collection method, no of

worker etc if any.


Page 213 of 280

Gap Analysis: Case I – Solid Waste Management (Vehicle Movement)


Guide Line


1. The Sanitary Supervisor reviews the

garbage volume for different

locations, and the availability of the

sanitary vehicles for the period of

scheduling. The vehicle availability

position is available from Assets and

Inventory records maintained at the

municipalities.

No automation/Application exists The Sanitary Supervisor reviews the garbage

volume for different locations, and the

availability of the sanitary vehicles for the period

of scheduling. The vehicle availability position is

available from Assets and Inventory records

maintained at the municipalities. (Applicable for

Own Vehicles).

In case of outsourcing, the contractor shall

supply the requisite vehicles based on the

requirement of the sanitation department.

2. The Sanitary Supervisor then

generates the allocation schedule for

the vehicles allocating them to

different routes and locations for

garbage collection. The Supervisor

then forwards the same to the

Health Officer for review and

approval.

No automation/Application exists The Sanitary Supervisor then generates the

allocation schedule for the workers/contract

workers allocating them to different locations for

garbage collection. The Supervisor then forwards

the same to the Health Officer for review and

approval. The system shall have interface with

Work flow management for various approvals.


Page 214 of 280

3. The Health Officer reviews and

forwards the schedule to the

Municipal Commissioner for review

and approval.

No automation/Application exists The Health Officer reviews and forwards the

schedule to the Municipal

Commissioner/competent authority for review

and approval.

4. The Municipal Commissioner verifies

the schedule.

No automation/Application exists The Municipal Commissioner / competent

authority verify the schedule.

5. If acceptable, the Municipal

Commissioner approves and sends it

to the Sanitary Inspector for

distribution amongst the vehicle

drivers. Subsequently, the Sanitary

Inspector releases the garbage

collection schedule (trip sheet) to

the vehicle drivers.

No automation/Application exists Municipal Commissioner/ competent authority

approve and send the schedule to the Sanitary

Inspector for distribution amongst the sanitary

workers/contractors. Subsequently, the Sanitary

Inspector releases the garbage collection

schedule to the sanitary workers/contractors.

In case of Workers of NMMC, interface with HR

system is mandatory.

6. The vehicle driver collects the

garbage from the specified location,

collects the weighbridge certificate,

and dumps the garbage at the

dumping ground as per his schedule.

The weighbridge certificate is

submitted to the dumping ground

No automation/Application exists The vehicle driver collects the garbage from the

specified location, collects the weighbridge

certificate, and dumps the garbage at the

dumping ground as per his schedule. The

weighbridge certificate is submitted to the

dumping ground staff, to be later collected for

tracking the garbage volumes.


Page 215 of 280

staff, to be later collected for

tracking the garbage volumes.

Interface with vehicle tracking system is

envisaged to keep track of the actual time of

lifting garbage against the schedule.

7. The Sanitary Inspector monitors the

garbage volumes dumped at the

dumping ground, and the

attendance of the sanitary

workers/contract workers. The

information is recorded in the books

for further processing at the time of

preparing schedules, payroll

processing etc.

The Sanitary Inspector monitors the garbage

volumes dumped at the dumping ground, and

the attendance of the sanitary workers/contract

workers. The information is recorded in the

books for further processing at the time of

preparing schedules, payroll processing/payment

to contractor etc.

FUNCTIONAL REQUIREMENT – Solid Waste Management


1. Allow addition of the new division details to the Division

Master whenever a new division is established in the

Municipality. The division data is later used for preparing

the schedules for garbage collection.

Allow addition of sectors/New zones through Geographical

Information system.

2. Allow location details under particular division of the

Municipality to be entered.

Allow addition of sectors/New zone details through

Geographical Information system.

3. Allow various data on public toilets of the Municipality to

be entered into the Public Toilets Master.

Allow various data on public toilets of the Municipality to

be entered into the Public Toilets Master. The same shall


Page 216 of 280

be managed through the spatial data

4. Allow integration with the Personnel Management

System to obtain information on the following types of

staff under the sanitary wing of the Municipality:

• Route employees

• Sanitary inspectors responsible for checking the

sanitation activities, and the divisions allotted to

them

• Sanitary maistry/jawan responsible for checking the

sanitation activities, and the divisions allotted to

them

The system shall have integration with the Personnel

Management System to obtain information on the

following types of staff under the sanitary wing of the

Municipality:

• Route employees (Applicable for Own Wokers)

• Sanitary inspectors responsible for checking the

sanitation activities, and the divisions allotted to them

• Sanitary maistry/jawan responsible for checking the

sanitation activities, and the divisions allotted to them

5. Allow details of the garbage-collection place such as the

garbage collection place type, name, and fees collection

location to be entered.

Allow details of the garbage-collection place such as the

garbage collection place type, name, and fees collection

location to be entered. The system shall have close

integration with GIS system.

6. Allow coordinates of dustbins located at various locations

within the Municipality to be entered.

Allow coordinates of dustbins located at various locations

within the Municipality to be entered. The system shall

have close integration with GIS system.

7. Allow different types of vehicles available to be entered

into Vehicle Type Master. Further, allow the vehicles

details to be entered into the Vehicle Details Master. The

Vehicle Details Master is to be a part of the Assets and

Inventory module.

Allow different types of vehicles available to be entered

into Vehicle Type Master. Further, allow the vehicles

details to be entered into the Vehicle Details Master. The

Vehicle

Details Master is to be a part of the Assets and Inventory


Page 217 of 280

module.(Applicable for vehicles owned by NMMC)

8. Allow details of the Hospitals/Hotels/Lodges located in

the Municipality to be entered. The hospitals in the

Birth/Death module should have same codes for

integration with this module.

Allow details of the Hospitals/Hotels/Lodges located in the

Municipality to be entered. The hospitals in the

Birth/Death module should have same codes for

integration with this module. The system shall have close

integration with GIS system.

9. Allow the details of the transmission station to be

entered.

Allow the details of the transmission station to be

entered. The system shall have close integration with GIS

system.

10. Allow the details of the dumping ground to be entered in

the system. The garbage collected at various points is

finally disposed at these dumping grounds.

Allow the details of the dumping ground to be entered in

the system. The garbage collected at various points is

finally disposed at these dumping grounds. The system

shall have close integration with GIS system.

11. Allow the Sanitary Inspector to enter the attendance of

the employees in the system. The attendance

information is to be maintained in the Personnel

Management module of the system.

Allow the Sanitary Inspector to enter the attendance of

the employees in the system. The attendance information

is to be maintained in the Personnel Management module

of the system. (Applicable for Own workers).

In case of Outsourced work, the sanitation department

shall have clearly defined norms and penalty structure for

the contractor.

12. Allow the details of the trip sheet, which includes the

information about the vehicle used for transporting the

garbage, and the number of trips it makes, to be

Allow the details of the trip sheet, which includes the

information about the vehicle used for transporting the

garbage, and the number of trips it makes, to be entered


Page 218 of 280

entered into the Trip Sheet Table. into the Trip Sheet Table.

13. Generate tentative allocation of workers to locations

based on historical garbage collection patterns. The user

should be able to modify the allocation before firming up

the same for distribution to workers

Generate tentative allocation of workers to locations

based on historical garbage collection patterns. The user

should be able to modify the allocation before firming up

the same for distribution to workers

14. Allow for recording of the garbage volumes from

different locations dumped at the dumping grounds. The

system is to use this data to generate a worker

allocation schedule.

Allow for recording of the garbage volumes from different

locations dumped at the dumping grounds. The system is

to use this data to generate a worker allocation schedule.

15. Generate tentative allocation of vehicles to locations and

routes based on historical garbage collection patterns

and the optimal routing. The user should be able to

modify the allocation before firming up the same for

distribution to drivers.

Generate tentative allocation of vehicles to locations and

routes based on historical garbage collection patterns and

the optimal routing. The user should be able to modify the

allocation before firming up the same for distribution to

drivers.

16. Allow the details regarding the areas allotted for fogging

such as the area covered and the oil consumed to be

recorded in the system.

Allow the details regarding the areas allotted for fogging

such as the area covered and the oil consumed to be

recorded in the system.

17. Allow results of inspections of hotels and roadside food

centers by the sanitary inspectors to check the quality of

water supply and the food, to be recorded in the system.

Action to be taken against the hotels and food centers,

where contamination is found is also to be recorded in

the system.

Allow results of inspections of hotels and roadside food

centers by the sanitary inspectors to check the quality of

water supply and the food, to be recorded in the system.

Action to be taken against the hotels and food centers,

where contamination is found is also to be recorded in the

system.


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18. Allow any GE (Gastro Enteritis), JE (Japanese Enteritis)

cases found in the Municipality to be recorded into the

GE Table of the module.

Allow any GE (Gastro Enteritis), JE (Japanese Enteritis)

cases found in the Municipality to be recorded into the GE

Table of the module.

19. Allow recording of any diseases other than GE that are

found in the Municipality into the Other Diseases table.

Allow recording of any diseases other than GE that are

found in the Municipality into the Other Diseases table.

20. Allow recording of:

• Possible types of roads like BT, Gravel etc.

• Possible types of drains like Open, Closed etc.

Allow recording of:

• Possible types of roads like BT, Gravel etc.

• Possible types of drains like Open, Closed etc.

21. Allow recording of:

• Possible types of disease causes like air, water etc.

• Possible types of diseases like pneumonia, malaria,

typhoid etc.

Allow recording of:

• Possible types of disease causes like air, water etc.

• Possible types of diseases like pneumonia, malaria,

typhoid etc.

22. Allow recoding of the details of anti larval treatment like

treatment date, method adopted, last attended date, etc

to be recorded.

Allow recoding of the details of anti larval treatment like

treatment date, method adopted, last attended date, etc

to be recorded.

23. Facilitate preparation of a schedule for the health staff to

conduct quality checks on food establishments as well as

to conduct routine health checks in households.

Facilitate preparation of a schedule for the health staff to

conduct quality checks on food establishments as well as

to conduct routine health checks in households.

24. Facilitate tracking of cases of identified diseases on a

regular basis and recording the results. Facilitate

creation of a schedule for action plan for the treatment

of the cases, and monitoring of the same.

Facilitate tracking of cases of identified diseases on a

regular basis and recording the results. Facilitate creation

of a schedule for action plan for the treatment of the

cases, and monitoring of the same.


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Mode Project Guide

Line


1. Public Grievance

Redressal Module





Module

No application exists Payments.

3. Geographical

Information system

No Interface exists Shall have close Integration with GIS for

location of BIN, Defining BITS and vehicle

tracking.

4. Pay Roll management No interface exists Shall have integration with Pay roll system to

select the Sanitary supervisor and other

workers.


Page 221 of 280


Presently, NMMC do not have any software application to manage the solid waste

disposal and vehicle movement and monitoring module.

Evaluation Criteria Priority New

Development Functional compliance High 2 Technology Compliance High 3 GIS Compatibility Medium 2 RDBMS Compliance High 3 Architecture Medium 2 Interface with other Modules High 2 Customization Medium 2 Total Score 16



Functionality:

Refer Gap analysis listed out against each service in Page No 222-226.


Operation:

The solid waste management module is waste disposal and vehicle tracking module

and does not require citizen interface. Hence, scope for PPP involvement does not

exist.

Maintenance:





Business Process Reengineering (BPR) in Solid Waste Management:

1. Interface with engineering workflow and approval process for Pretender, tender

and post tender activity.

2. GPS/GPRS based Vehicle tracking system for effective monitoring of waste

disposal.


Page 222 of 280

2.2.9 Human Resource Management & Pay Roll

The employees form a major asset base of Municipal Corporation. Efficient and

effective utilization of this asset viz. the available human resources, is important to

ensure effective administration of these departments. Municipalities with over 1000

employees, recognize the need for an integrated information technology solution to

address the needs and streamline its complex and dispersed payroll and human

resource management system.

Key objectives of the HRMS initiative are:

• Develop a single and integrated view of employee information across all

departments of the Municipal Corporation.

• Higher utilization of existing infrastructure and technology investments.

• Provide timely & reliable management of information relating to human

resources for effective decision making.

• Integration with other related applications such as Treasury, Payroll, etc.

• Provide ‘single window’ services to employees.

• Provide user-friendly environment.

The Key Modules in the HRMS are listed out below.

Sr.No Description of the Module Functions Covered

1. Recruitments/Appointments The recruitment/appointment module covers

the recruitment and appoints procedures as

per the relevant acts of the state and central

Government. The recruitment and

appointments are broadly covered as follows.

1. Direct Recruitment by the Municipal

Corporation

2. Appointment by Transfers from the

state/ Central/Other ULB’s.

3. Promotion

4. Contract/Agreement/ Reappointment

5. Compassionate Appointment

6. Deputation Appointment


Page 223 of 280

2. Promotions Depending on the vacancies created for the

year the promotions are initiated, Seniority

list and employee details are the key inputs

for processing the promotions.

3. Regularization of Staff This covers the regularization of employees

who have joined the services/appointed on a

daily wage basis or Consolidated pay basis

and have put in a specified number of years

in service and continuing in the service.

4. Increments The module deals, among other

requirements, with the maintenance of the

Increments Register. The process involves

the recalculation of the allowances affected

due to the increment and further making the

necessary entries into the Service Register.

5. Seniority Matters Manage and maintain details of department

name, section details, name of the person,

designation, qualification, date of birth, date

of joining, period of service, whether

probationer or approved (status), etc. are

required to be recorded.

6. Processing Annual

Confidential Report (ACR)

ACR’s need to be submitted every year for

employees. It is the responsibility of the

Office Personnel (OP) section of the

departments to send the blank ACR forms to

the concerned officer for filling. After filling

the form, the officer sends the form for

obtaining a counter signature. The counter

signing authority sends the signed form to

the recording authority, who in turn forwards

the same to the competent authority in the

Municipal Corporation. Separate ACR formats

shall be made available for Gazetted officer

and non gazetted officer.

7. Processing of Transfer of The module relates to the processing of


Page 224 of 280

Charge transfer requests from HOD’s.The

department receives the proposal from the

competent authority. If any interpretation

/relaxation of service rules are required, the

file is sent to commissioner. In the remaining

cases the competent authority of the

municipal Corporation provides instructions

for transfer.

8. Probation The module facilitates keeping track of

probation details of the employees such as:

• Commencement of probation

• Period of probation

• Period which counts towards

probation

• Passing of test during probation

• Change in the date of commencement

of probation

• Extension, Suspension, termination

• Declaration of probation

• Leave period other than casual leave

9. Compulsory waits Compulsory waits can arise due to the

following two reasons:

• When there is no vacancy available

for the given postings

• Due to administrative reasons (delay

in issuing the posting orders, etc.)

The module provides for capturing of the

relevant data from the HODs. Various

details such as name of the person,

designation, date of issue of posting, date of

joining, etc. can be entered in the system.

10. Processing of Leave Travel

Concession (LTC) requests

The module facilitates the processing of LTC

applications for employees, and their availing

the benefit of drawing advance for the tour.

The system checks whether the employee


Page 225 of 280

has already availed this benefit for the block

period, and facilitates according

permission/sanction of the leave. The OP

section on receiving the request for the LTC

advance forwards it to the higher authorities

for approval. The module further deals with

processing of the detailed bills submitted by

the employees.

11. Medical Reimbursements The module facilitates the processing of

applications for medical reimbursements

submitted by employees who have

undergone medical treatment. An employee

can also apply for reimbursement of the

expenses incurred for the treatment of his

dependents.

12. Travel & Tour management The module facilitates an employee intending

to go on an official tour to apply for travel

advance. On receipt of the application of

travel/tour advance, the OP section sends it

for obtaining approval from the relevant

authorities. If the employee on returning

from the tour does not submit the travel

expense bills on time, a reminder should be

sent by the system to the employee.

13. Leave Management The module covers the various types of

leaves applicable, the delegation of powers

for sanction of leave, maintenance of leave

records, etc.

14. Retirements The module covers the retirement age of

employees, and provisions and rules which

cover superannuating retirement, voluntary

retirement, retirement on medical grounds,

invalid retirement and compulsory

retirement.

15. Resignations The module facilitates processing of


Page 226 of 280

employee resignations. The steps include the

receipt of the proposal from competent

authority/ departments, preparation of a

draft note for the proposal, and seeking

advice from the referral departments if

necessary, before taking a decision on the

case. Normally all resignation related

matters are handled by the HODs, however,

certain cases that don’t fall under the HOD’s

jurisdiction are sent to the commissioner for

approval. Relevant details such as letter

number, name of the employee, designation,

subject, date of resignation, remarks, etc.

are captured during the process.

16. Government Provident Fund The module facilitates the user to apply for

admission to the GPF plan. It captures the

relevant details of the employee. Once the

approval is obtained from the Accountant

General (AG)/ Pay and Accounts Officers

(PAO), the employee is admitted to the

General Provident Fund.

17. Processing of Bills The module facilitates the processing of

various bills against the privilege eligible for

such as residence telephone bills, News

paper Bills. Concerned officer submits the bill

to the finance section, which in turn obtains

approval from the competent authority and

issues a sanction order.

18. Service Register The maintenance of records of service is

governed by Annexure II, Part III of the

Fundamental Rules. It is to be maintained for

each gazetted and non-gazetted employee.

It is to be maintained by the HOD in case of

gazetted officers and by the Head of the

office in case of non-gazetted employees.


Page 227 of 280

The Service Register contains every event in

a Government employee life, including

temporary and officiating promotions of all

kinds, the date of completion of probation,

increments, transfers, leave of absence

taken, etc.

A centralized Personnel Management System would form a fundamental unit of a

statewide strategy to manage the information on its human resources and bring in

efficiency in the human resource management functions. A centralized system

consisting of the various modules described in the earlier sections shall facilitate the

standardization of HR practices across departments and result in better integration

with the other core modules of the municipal corporation, thereby facilitating

exchange of critical HR related data. Further, the Implementation of the employee

self service module shall bring in a paradigm shift in the processing of HR related

functions.


Sr.No National

Mission Mode

Project Guide

Line


1. Financial &

Accounting

Module

No Interface exists The application shall have

interface with 3 sub modules

• Pay Roll Module – For

Monthly Salary

Processing.

• Employee pension

details

• Loans and advance.

2 Project & Works No interface exists Shall have integration with

project & works for selection

of employee associated with

the projects.


Page 228 of 280


The existing application has been evaluated based on the JnNURM guidelines to improve the

citizen delivery process and the objective of the Municipal Corporation. While preparation of

this document a detailed study has been carried out to evaluate the possibility of reusing the

existing application in the technical and functional point view with the proposed e-Governance

application. The observations are as follows.

Evaluation Criteria Priority Existing ERP Functional compliance High 1 2 Technology Compliance High 2 3 RDBMS Compliance High 2 3 Architecture Medium 2 3 Interface with other Modules High 1 2 Customization Medium 2 2 Total Score 6 15



Technology:

• The present application is on Visual Basic 6.0 as user interface (UI) and DB2

as Relational Database Management System (RDBMS).


• The present RDBMS is not compliant to the desired RDBMS as per the

standard unified database across the enterprise.



enhancement.

• Interface to be developed with proposed modules like Double Entry

Accounting & Financial Management.

• The Payroll application is operational from 2004 and the performance of the

application is satisfactory.

• The existing application covers all historical data i.e from the year 2004

onwards.

Functionality:

• Refer Gap analysis listed out against functionalities expected in the Hr and

Payroll application software.


Page 229 of 280


over to off the shelf application (ERP) with minimum customization shows that each

option has some level of risk listed.



system.


Off the shelf (ERP):



3. Requirement of high end skilled Resources to customize the application in line with

JnNURM requirement.



requirement.

Conclusion:

Considering the above risks and the cost impacts, functionality, current pain areas,

in house processes and various options such as self service, NMMC decided to

enhance the existing application in to web interface and unified database proposed.


Operation:

The HR and payroll interface does not require any service delivery related to citizen.

Hence, the system will be operated by the NMMC HR & pay roll division.

Maintenance:





As the processes across ULB’s are common related to the HR and Payroll

department, the process chart pertaining to the existing and proposed are

not attached with document.


Page 230 of 280

2.2.10 Finance & Accounting: From the date of inception, Navi Mumbai Municipal Corporation followed cash based

accounting system. As a way forward to integrate the functions of all the

departments, NMMC would like to adopt the Double entry accounting system as per

the guidelines of National Accounting manual for the Municipal Corporation.

Key objectives of the Finance & Accounting initiatives are:

• Creation of chart of accounts as per the national accounting manual for the


• Managing Day–to-day financial transactions covering receipts and payments.

• Bank Reconciliation

• Budget Approvals

• Finalization of accounts based on the financial year.

• Managing the fixed assets and calculation of Depreciation

• Creation of various MIS based on the National accounting Manual

The key functionalities associated with Finance & Accounting Module are

1. Accounting Transaction

2. Payments

3. Receipts

4. Fixed Assets

5. Budgets.

6. MIS Reports

Functional Requirement:

1. Accounting System:

The Accounting system shall support the Chart of accounts (COA) as specified in

the National Accounting manual for Municipalities (NMAM). This COA shall have

five groups namely Funds, Functions, Functionaries, Field & Accounting Code.

Each group shall be further subdivided in to layers to capture the data at

Granular level.

The structure of the COA shall follow the NMAM account coding structure covering

the entire above group and the layers


Page 231 of 280

Cash Collections:

The cash collections shall cover all forms of collections across the ULB and shall

present the same in the form daily collection register. The collections at various

collection center and against services shall be consolidated at the ULB level and

daily cash collection register is prepared. The cash book module shall keep track

of cheque deposits and dishonors if any. The cash collections shall handle and

link the collections against various demand/Bills raised by the ULB. The cash

collection module shall also cover the collections against other functions such as

sale of tender, sale of forms, other services, on- account from debtors etc.

Journal Entry:

The applications shall support posting journal entries. All entries pertaining to

payable and receivable shall be recorded in the form of journal entry. The journal

entry posting shall have validations and checks to ensure proper recording.

Consolidation and Finalization:

The accounting shall have feature to consolidate and finalize the transaction on

periodical basis and generate various MIS reports as per the NMAM manual.

Bank Reconciliation:

The system shall have feature to reconcile the bank entries against the book

entries. The system shall have manual reconciling feature (Applicable for banks

which can not spare the account transaction in electronic format) and also the

auto reconciliation feature.

Vouchers:

The system shall have separate vouchers for payments, receipts, contra and

Journal voucher. The system shall also have feature to reset the voucher number

on monthly or yearly basis.

Control Features:

The system shall have proper security along with roles and privileges to the

individual user. The system shall have make checker feature to authenticate any

transaction.


Page 232 of 280

Payments:

The payment process in the Municipality are broadly classified as

1. Salary & Conservancy

2. Contractor and suppliers

3. Administrative Expense

4. Statutory Payments like provident Fund, professional Tax, Tax deducted at

source (TDS).

The payments process shall have interface with workflow system to support

various approvals involved in the payment system. Once the cheques are paid,

the system shall have feature to map/link the cheque numbers with the voucher

or manually capture the cheque number with a validation for the cheque number

entered. The system shall have facility to map the Bill Number/Invoice Number

applicable against the payment transaction along with cost center if any.

Payments of Salary & Conservancy:

All calculations associated with salary, conservancy, statutory payment shall be

maintained by the Personnel/Pay roll management system. The accounting

system shall capture the payments transaction as apart of salary on a

departmental basis. Upon final processing of the salary calculations by the

personnel management/payroll management, the Personnel management/payroll

management shall post liability entry in to accounting system in the form Journal

voucher. And the respective payments entries shall be posted at the time of

payment.

Payments of Contractor & Suppliers:

The accounting system shall maintain the supplier/contractor wise details in the

form of ledger. The accounting system shall create the respective contractor

ledgers based on the status of the vendor. The contractor/supplier ledger shall

capture additional information’s like TDS Type and section applicable, all

registration number like VAT (Value Added Tax), CST (Central Sales Tax),

Service Tax along with PAN (Permanent Account Number). The TDS shall be

deducted at the time of posting the liability entry.


Page 233 of 280

Payment of Administrative Expense:

All payments associate with Administrative expenses such as telephone expense,

electricity expense shall be booked by creating the liability and linking with cost

center if any. Respective payment entry shall be posted based on the accounting

principle.

Statutory Payments:

Statutory payment associated with employee such as provident Fund,

Professional Tax and TDS shall be calculated by the Personnel /payroll

management system. The accounting system shall create liability entry based on

the inputs from personnel/payroll management system and the respective

payments entries shall be posted at the time of payment of the same to the

respective treasury or authority.

Statutory payments associated with Contractor and suppliers shall be calculated

by the financial system at the time capturing the bill details and the respective

payments entries shall be posted at the time of payment of the same to the

respective treasury or authority.

Receipts:

The receipt process in the Municipality are broadly classified as

1. Property Tax, Water tax

2. Grants

3. Security and Earnest Money deposits

4. Other Collections

Property Tax, Water Tax Receipts:

Receipts associated with property Tax and water tax against a assessee are

recorded in the property tax and water tax system. The receipts entries are

against these services are recorded as per the illustrative entry shown in the

property tax section.


Page 234 of 280

Grants:

Receipts associated with grants are recorded on receipt information along with

bank deposit details. The grants can be monitored through the respective

ledgers.

Security and earnest Money Deposits (Interest Free):

The collections under these categories are posted without raising a bill. The

liability entry is created in the accounting system against the Security and

earnest Money deposit against a vendor or supplier and the same shall be

adjusted against the payments.

Other Collections:

Other collections such as Hall fees, Garden and park fees are created as and

when the actual collections are received. And the respective entries are posted as

per the principles of Double entry accounting system.

Fixed Assets:

Accounting System should be able to maintain the Fixed Asset register. Details

like asset number, location and person responsible pertaining to the asset should

be captured in the register. It should be ensured that all Fixed Assets are

correctly entered in the Fixed Assets Register.

During purchase of any fixed asset, the account code selected will hit the General

Ledger. Other details entered in the voucher will only be reflected in the Fixed

Asset Register of Accounting System.

During sale of any fixed asset, the account code selected for the specific asset

along with profit/ loss on sale of the asset shall be posted in the General Ledger.

Other details entered in the voucher will only be reflected in the Fixed Asset

Register of Accounting System.

Accounting System should be able to calculate the Depreciation of Assets, based

on useful life calculation and straight line method.

Accounting System should have the provision of revaluation, scrap, write-off and

sale of assets.


Page 235 of 280

Budgeting:

Accounting System should have a provision for budgeting.

The budgets shall be prepared as per the Chart of Accounts (COA) in the

Accounting System.

Accounting System shall raise alerts messages in case the budgetary limits are

exceeded.

Accounting System shall have the provision for variance analysis between budget

and actual with percentage.

Accounting System shall have the provision to capture ward-wise budgets.

Accounting System shall have provision to monitor the budget on a timely basis.

Accounting System , should allow for multiple budget periods and provide for

monthly/quarterly/half-yearly break up of the actual/ budget forecasts

MIS Reports:

The accounting system shall have facility to generate following list of reports in

addition to the list of reports and formats specified in the National accounting manual

for Municipalities (NMAM)

1. Trial Balance

2. Balance sheet

3. Income and expenditure statement

4. cash Flow

5. Abstract register for payments and receipts

6. Advance ledger

7. Register of Adjustment

8. Register of Investments

9. Advance Ledger

10. Deposit Ledger

11. Loan Register

12. Fixed Assets Register

13. Appropriation Register

14. Register of unpaid bills

15. Budget

16. Zone/ Ward wise Accounts


Page 236 of 280

17. Ageing Reports for both debtor and creditor, (Ageing report should be user

defined)

18. Variance Analysis of Budget Vs Actual

19. Party wise Statement

20. Ratio analysis reports

21. Revenue trend analysis statement

22. Bank Reconciliation Statement


Page 237 of 280





Line


Governance


1 Finalisation of Accounts with 3 months

More than year Within 3 months Within 6 Months For the first financial Year.

Within 3 Months for the subsequent year

Up to date account posting.

Accuracy of interface with other modules.



Project Guide Line


1. Property tax No Interface exists • Year wise demands

• Receipt of payment against a

demand

• Changes to existing or previous

demand

2 Water Tax No interface exists • Year wise demands

• Receipt of payment against a

demand


Page 238 of 280


Project Guide Line


• Changes to existing or previous

demand

3. Personnel management

system

No interface exists • Payment of salary

• Statutory Payments

4. Supplier Management No interface exists • Ledger creation

5. Project & Works management No interface exists • Payment to contractors and

suppliers

6. E-Procurement system No interface exists • Payment to contractors and

suppliers

7. Town Planning and Building

Plan approval

No interface exists • Payment to contractors and

suppliers

8. Health Programs Payment to contractors and suppliers • Cash Receipt

• Payment to vendors and suppliers


Page 239 of 280

Reusability of the existing Application: The existing application has been evaluated based on the JnNURM guidelines to



the possibility of reusing the existing application in the technical and functional point

view with the proposed e-Governance application. The observations are as follows.

Evaluation Criteria Priority Existing ERP Functional compliance High 1 2 Technology Compliance High 2 3 RDBMS Compliance High 2 3 Architecture Medium 2 3 Interface with other Modules High 1 2 Customization Medium 2 2 Total Score 10 15



Page 240 of 280

Technology:

• The present application is on Microsoft ASP .Net as user interface (UI) and

Microsoft SQL Server 2000 as Relational Database Management System

(RDBMS).


• Need to replace the RDBMS as NMMC wants to standardize the unified

database across the enterprise. This will bring in need for verifying the UI and

business logic to suit the new RDBMS structure.

• Changes in User Interface to incorporate the GAPS identified

• In event of upgrading the existing application and in house operation and

maintenance, NMMC need to maintain the separate technical team with

knowledge in Microsoft .Net resulting in to multiple technical resources.

• Interface with proposed modules like property tax, water billing & Cess, Birth

& Death, CFC, building plan approval, works management and health

application requires major effort.

Functionality:

Refer Gap analysis listed out in page no. 239-245


over to off the shelf application with minimum customization shows that each option

has some level of risk listed.


1. Change in UI may destabilize the existing application.

2. Large amount of effort to comply the UI and RDBMS requirement.

3. RDBMS and UI not compliant with proposed database.

Off the shelf:



3. Requirement high end Skilled Resources to customize the application in line

with JnNURM requirement.


Conclusion: Considering the above risks, interface with all the modules of ULB,

scalability and compatibility with other departmental application NMMC decided to

enhance and migrate the application to Oracle and Java Interface.


Page 241 of 280


Operation:


service.

1. Manage the operation with in house dedicated team, own infrastructure and

premises owned by NMMC.






Risk Mitigation:

• Periodical and Adequate training to the in house team identified by the


• Retaining the resources for longer time without frequent inter departmental

and intra departmental transfers.

• Well defined Knowledge sharing process and adequate back up team to

support the emergency requirements.

2. PPP/Outsource model: The PPP model may not be feasible in the financial

accounting software.

After thorough consideration of various parameters NMMC would like to opt for in

house model.

Maintenance:

The maintenance of the application shall be the responsibility of NMMC IT team



Note: The double entry accounting application will be developed based on the

National Municipal Accounting manual. The flow charts for the existing and proposed

system procedures are not incorporated. For detailed functional clarification refer

National Municipal accounting manual.


Page 242 of 280

Business Process Reengineering (BPR) in Double Entry Financial Accounting

System:

1. Auto Bank reconciliation system

2. Redefining coding structure of the asset based on the asset class

As the processes across ULB’s are common related to the HR and Payroll

department, the process chart pertaining to the existing and proposed are

not attached with document.


Page 243 of 280

2.2.11 Cess

Cess is a collection of entry tax for the import of goods by the

dealers/traders/manufacturers in the Municipal territory. Cess in lieu of octroi. The

taxes are self declared by the dealers/traders/manufacturers in the form of monthly

returns.

Key objectives of the cess business applications are:

• Registration of dealers.

• Filing returns by the vendor on a monthly basis.

• Assessment of Taxes

• Generation of Various notices

• Levy of penalty for defaulting dealers/traders/manufacturers.

• Refund of payment in case of excess payment by the dealer.

• Bank Reconciliation

• Facility to make a payment online through payment gateway.

• Interface with Finance and Accounting.

Functional Requirement:

The Broad outline of the functionalities proposed to be covered under

1. Registration Of Dealers: The dealer registration are carried out through

FORM- A (Application For Registration).During the dealer registration the

system will capture various business attributes of the dealer's business along

with correspondence details of the local address and other branch details. The

dealer also declare the various commercial acts such as CST, BST, VAT,

license, excise details to carry out the business etc. All registration forms duly

filled along with mandatory documents to be submitted through the single

window facility along with a registration fess applicable. Upon approval of the

registration details by the concerned officer system generates a unique

number for the dealer along with certificate of registration.

2. File Return: The registered vendors need to file their return every month

based on the turnover of sales or the value of import and the tax liability for

the previous year. The Dealers’ file their returns as per the form -E. The

dealer’s file their returns at the bank specified by NMMC in the form of cash,

cheque, DD. The bank scroll details are captured at the Accounting

department.


Page 244 of 280

3. Assessment: The assessments shall be carried out by issue of notice through

Form -G

4. Assessment Notice: For further clarification with regards to the filing of

returns the system will generate a notice Form–H.

5. Assessment order: The order of assessment will be issued in the form of

FORM -I where in the cess inspector will finalize the payments with respect to

the sale & purchase for the financial year.

6. Additional payment: In case of additional payment to be paid by the vendor,

the same shall be paid vide form- J.

7. Penalty: In case of escape of cess or under value of material import by the

vendor, the system will generate reassessment order in the form FORM-K.

8. If the cess remains unpaid for specified duration, the system will generate

notice to the dealer in the Form -L

9. In case the cess department requires further documents or accounts to be

furnished the same shall be delivered in the form of notice through Form-N

10. All authorization details by the vendor are furnished in the form- M

11. The system generates a penalty details to the dealer in the FORM-O.

12. The system maintains a ledger of individual dealer for the financial year with

various heads like cess, penalty, delay payment charges etc.

13. The system has a provision to carry out the reconciliation against each

collection against a bank statement from each bank.

14. Provision to cancel the registration or transfer of registration (Form-C)

15. Provision for Refund of Payment in case of excess payment or discontinuation

of business activity by the dealer.

The gap analysis was not carried out for this module due to non availability of

guidelines by the National Mission Mode Project guidelines for Municipal

Corporation.


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Flow Chart for Existing System:

Submits aapplication for

NewRegistration

Applicant

Verifiesapplication

Cess Clerk

issues certificatewith Cess

registrationNumber

Cess Clerk

Issuesregistrationcertificate

Cess Clerk

New Dealer Registration(Existing)

Prepares Retrunbased on the

monthly importand turn over

Assessee

Makes apayment with

designated Bank

Assessee

Returnsacknowledgeme

nt copy

Bank

Returns treasurycopy to Cess

Office

Bank

makes entry inregister

Cess Clerk

Is the paymenton time?

Yes

send a noticeand penaltydetails toasseessee

Is interest andconsidered?

Cess Clerk

No

Yes

No

Monthly returns and Payment Collection(Existing)


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Submits aapplication forNew Renewal

Applicant

Issue renewalcertificate

Cess Clerk

Renewal of Registration(Existing)

is it within thestipulatedperiod?

Levy penaltycharges

Cess Clerk

NO

Yes


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Project Guide Line


1. Finance & Accounting System No Interface exists Collections.

2. Water Tax No interface exists The dealer’s details shall be mapped with water

billing system.

3. Property tax No interface exists The dealer’s details shall be mapped with Property

tax system.


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Navi Mumbai Municipal Corporation is the only municipal corporation in the state which has adopted the cess based entry tax. As a result, the present application cannot be compared with any other application. However, NMMC would like to use the best practice and methodology to make the process dealer friendly.

Evaluation Criteria Priority Existing Functional compliance High 1 Technology Compliance High 3 RDBMS Compliance High 3 Architecture Medium 2 Interface with other Modules High 3 Customization Medium 2 Total Score 14



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Technology:

• The present application is on Microsoft J2EE as user interface (UI) and Oracle

10g as Relational Database Management System (RDBMS).

• tier architecture.

• The present RDBMS is compatible with proposed RDBMS.

Conclusion: NMMC is the only municipal corporation which has adopted a Cess

based entry Tax Operation. The existing application meets most of the requirements

and also compatible with the proposed unified technology platform. Hence, it was

decided to retain the existing application.


Operation:


service.

1. Manage the operation with in house dedicated team, own infrastructure and

premises owned by NMMC.






Risk Mitigation:

• Periodical and Adequate training to the in house team identified by the


• Retaining the resources for longer time without frequent inter departmental

and intra departmental transfers.

• Well defined Knowledge sharing process and adequate back up team to

support the emergency requirements.

2. PPP/Outsource model: The PPP model may not be feasible in the Cess

accounting software.

After thorough consideration of various parameters NMMC would like to opt for in

house model.


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Maintenance:

The maintenance of the application shall be the responsibility of NMMC IT team



3 Cost Estimation

Overall financial structuring of the project

Sr.No. Description Total 1 Software 40162786.00 2 Hardware 31981925.00 3 GIS 19400000.00 4 Data Migration 6250000.00 5 database 15953232.00 6 Support Cost for 2 Years 18011785.00 7 Training Cost 5150000.00 8 CFC development 4500000.00 9 Add Consulting charges ,Third party

audit 12400000.00 Grand Total 151109728.00


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Sr.No

Product Description Specification No Off Unit Price Total

Birth & Death 1

Customisation Cost 15 man Month 1500000.00

2 Training Cost 150000.00 3 Support Cost for 2 Years 540000.00 Property tax 4

Customisation Cost 34Man Month 3400000.00

5 GIS Cost 5800000.00 6 Training Cost 300000.00 7 Support Cost for 2 Years 1224000.00 Water Billing 8

Customisation Cost 24 Man Month 2400000.00

9 GIS Cost 4300000.00 10 Training Cost 300000.00 11 Support Cost for 2 Years 864000.00 12 Water Application (Unlimited) 1 3301786.00 3301786.00

13 SEWER Application (Unlimited)

1 0.00 0.00

Grievance

14 Acquisition Cost 1600000.00 15 Customisation Cost 8 Man Month 800000.00 16 Training Cost 300000.00


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17 Support Cost for 2 Years 864000.00 Works Management

18 Customisation Cost

44 man month 4400000.00

19 GIS Cost 0.00 20 Power Civil 20 341584.00 0.00

21 Construction Audit MIS plugin 1 1215765.00 0.00

22 Training Cost 1800000.00 23 Support Cost for 2 Years 1584000.00 Building Plan Approval

24 Acquisition Cost 2100000.00 25

Customisation Cost 10 man Months 1000000.00

26 Power Map 10 249600.00 2496000.00

27 GIS Cost 9300000.00 28 Training Cost 300000.00 29 Support Cost for 2 Years 360000.00 30 Data Migration 450000.00 Health (Solid waste+Trade

License)


28 Man month 2800000.00

33 Training Cost 300000.00 34 Support Cost for 2 Years 1008000.00 Double Entry Accounting


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52 man Month 5200000.00

36 Training Cost 600000.00 37 Support Cost for 2 Years 1872000.00 38 Data Migration 2200000.00 HRMS


56 man Month 5600000.00

41 Training Cost 600000.00 42 Support Cost for 2 Years 2016000.00 43 Data Migration 2400000.00 Cess

44 Customisation Cost 1440000.00 46 Training Cost 200000.00 47 Support Cost for 2 Years 518400.00 48 Data Migration 1200000.00 Portal


21.25 Man Month 2125000.00

51 Training Cost 300000.00 52 Support Cost for 2 Years 765000.00 Hardware


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53 Database Server Database Server: Blade server with H-Chassis (2X2900 W) PSU (2 Nos). Power supply Module (2 Nos). Multi switch Interconnect Module (4 Nos). Server Connectivity Module. Short wave SFP Module (12 Nos). Blade Center Redundant KVM/Advanced management Module

1 2288483.00 2288483.00

54 Applications Server/web/ Reporting/Backup/Domain/GIS Publishing/Document management server

Applications Server/web/ Reporting/Backup/Domain/GIS Publishing/Document management server: Xeon Quad Core 1.33 Mhz 8 GB memory Kit 2* 146 GB HDD 4GB fibre channel 4Gb fiber Channel expansion Chord

6 462211.00 2773266.00

55 Storage Box73.4GB 4GBPS HDD (11 Nos)

Storage Box73.4GB 4GBPS HDD (11 Nos) 1 Terra Byte Drives (4 Nos) Storage expansion Unit. enclosure and power Chord Fiber optic Cable FC disks (10 Nos)

1 3226128.00 3226128.00


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56 SAN Switches SAN Switches: IBM total storage SAN 24B express (2 Nos).4GBPS SW SFP trans receiver Pack (4 Nos)

2 262024.00 524048.00

57 Tape Libray: Tape Libray: TS 3100 Tape Library with ultrium 4 Fiber Channel (2 Nos). Rack Mount Kit (2 Nos). Ultrium 4 Data Cartridges (2 Nos). Power Supply Fibre Cable

2 354981.00 709962.00

66 Antivirus 1500000.00

Database & Other software

67 RDBMS 4 1900000.00 7600000.00 68 Application Server 2 900000.00 1800000.00 69 Geospatial Server 1 1264000.00 632000.00 77 Map Publishing Server 1 864000.00 864000.00

78 Map Publishing Concurrent User License (100 user)

100 404352.00 404352.00

79 Document Management & Work Flow Client (User License)

Unlimited user

4500000.00

80 Windows 2008 Server Processor Based license (Server License)

7 21840.00 152880.00


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70 Networking of Head office,8 ward office, Property tax office, Town Planning and 3 MCH on RF Network, total 25 Locations: with Redundancy and Failover

50 200000.00 10000000.00

71 Parsik Hill Hub Station with Redundancy (RF station)

1 500000.00 500000.00

72 PC’s (As per DGS&D rate) 200 35000.00 7000000.00 73 False Flooring 1 2360000.00 0.00 74 Printers (As per DGS&D rate) 100 14000.00 1400000.00 75 Scanners (As per DGS&D rate) 100 10000.00 1000000.00 76 Construction of Tower 4 500000.00 2000000.00 58 Electrical works for UPS

Installation 1

350642.00 0.00

59 Electrical work for Server Room

1 877074.00 0.00

60 Fire Alarm system 1 1566720.00 0.00 61 Access Control 1 136445.00 0.00 62 CCTV Supply & Installation 1 218207.00 0.00 63 Cooling system for rack 1 3392500.00 0.00 64 Rack 6 45000.00 270000.00 65 UPS 40 KVA with 3 phase

Input & 3 Phase Output with 30 Min Back up

1 736000.00 0.00

82 Annual technical support cost for Hardware

10 14143997.00 6396385.00

83 CFC development 9 500000.00 1800000.00

Sub Total 138709728.00


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Add Consultaning charges ,Third party audit 62 man months

12400000.00

Grand Total 151109728.00 Please refer Annexure- III, for the Existing hardware Inventory Covering Servers, Desktops and Network Infrastructure.

4 Project Institution Framework NMMC has appointed Tandon & Associates as the nodal agency for deciding the IT strategy for implementation of E-

Governance, preparation of DPR, Preparation of request for proposal, selection of system integrator and monitoring the

implementation activity. The system integrator will ensure sizing & setting up hardware’s and software’s required for the

selected technology platform and ensuring the error free operation of the complete infrastuture. It is proposed to for a

implementation committee including the senior official from NMMC to ensure the deployment of hardware and software.

The committee will be formed at the time of RFP stage to transform the technical and functional aspects need to be

covered in the proposed E-Governance implementation. As Nodal agency, Tandon and associates will be responsible for

Draft RFP, vendor evaluation guidelines, scrutiny of the bids received, evaluating vendor through scoring, presentation

based on the previous similar assignments and exposure to other municipal corporation functionalities, quality assurance

and implementation expertise in large size projects.


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The proposed committee for the implementation and project Monitoring is as follows.

COMMISSIONER

CITYENGINEER

ITHEAD/Administrat

or

IT -REP(NMMCT EAM)

IT -REP(NMMCT EAM)

IT -REP(NMMCT EAM)

IT -REP(NMMCT EAM)

PROJECTCONSULTANT

Dept Head/HOD Dept Head/HODSystemIntegrator

Functionalconsultant

Functionalconsultant

Vendor 1 Vendor 2 Vendor 3

Name of the

representative

Task Role

Mr.Vijay.Nahata –

Commissioner

Navi Mumbai

Municipal

Corporation

Head – Monitoring Committee

Head – Change Management

Committee.

Project Owner

Mr.Sharad Tandon Draft RFP, vendor evaluation guideline, Project


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vendor selection and scoring strategy Consultant

Mr.M.B.Dagaonkar

-– City Enggr

Tender activity monitoring, Project

schedule, weekly report to the

commissioner about the project

development and corrections required.

Project Lead

J.P.Dalvi- Chief

Account & Finance

Officer

Budget planning and approval,

procurement planning

Functional

Head- NMMC

It Head – To be

recruited

Monitoring SDLC, weekly development

plan, scope management, risk

assessment and mitigation

IT- Head

4.1 Roles of different institutions involved in the construction phase of the project As a Nodal agency, “Tandon and Associates” will be responsible for Draft RFP, vendor evaluation guidelines, scrutiny of

the bids received, evaluating vendor through scoring, presentation based on the previous similar assignments and

exposure to other municipal corporation functionalities, quality assurance and implementation expertise in large size

projects. The system integrator selected through the tendering process shall be responsible for the implementation and

deployment of the assignment under the guidance of nodal agency.

Risk Assessment & Mitigation Plan For successful project rollout the following are the risks and the mitigation plan.

• Project Schedule: A well defined SLA’s (Service level Agreement) with system integrator to complete the project

in a specified time lines.


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• Implementation Strategy: Well defined project steering committee comprising of senior level and middle

management team with functional and technical background.

• Integration with interdepartmental Operation: Functional team with ULB knowledge and departmental functioning

part of steering committee.

• Capacity Building: The steering committee shall identify departmental level supervisors and impart the knowledge

to the departmental team.

**Refer Annexure – I for detailed Risk Mitigation Methodology.

Change Management:

The following section defines the procedure for change control. This procedure describes the necessary steps to be followed for before handling changes to any application software that are released / put in

production.

This procedure is applicable for all kind of changes in the project Life cycle/application.

Responsibilities Activity Responsibility Raise Change Request Users/Supervisors/Department HOD’s

Evaluate Change IT Team/Support Team

Approve Change Departmental Head

Accept the change City Engineer

Authorize the change Commissioner

Implement the Change IT Team/Vendor/SI

Ensure Control on change IT Team/SI


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Input

The set of procedures will be stated in the Project Plan.

The project Plan will cover:

- Detailed documentation of the need for change

- Analysis and evaluation of Change Request.

- Implementation of change.

Raising Change Requests - A Change Request raised by the user or supervisor with the project. The IT team shall allocate a unique Change Request Number on its

receipt.

- A detailed Problem Report stating a change.

- A Review Report/Defect Log raised during the review or testing process

- The change request will be presented in the form RFC (Request for Change) Document

Evaluation and Approval of Change On receipt of an RFC, the IT Team will evaluate it and identify:

- The components of the project impacted

- Alternative methods if any for the resolution of change

- The effort involved.

The Departmental Head will approve or reject the RFC and record the decision on the Change Impact Form. (To be designed)


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If the change is approved, the IT Team will select the method of implementation and will process the change further.

Acceptance and Authorization for Change The IT Team will obtain acceptance from the City Engineer if the change affects the project deliverables. In such cases, the Departmental

Head’s decision will be recorded on the Change Impact Form and the Change Register.

The Commissioner will authorize the implementation of the change.

Change Implementation All approved RFC shall accompany change deployment plan

Conduct parallel runs

Roll back change, if necessary

Conduct post-implementation review users to evaluate change impact.

Handling Changes to requirements Projects where the requirements are changing frequently, IT Team will discuss with the department on the priority of each CR along with its

impact on schedule and cost. All such requirements and changes can be tracked using a combined Change Management sheet

- Reference

- Date Initiated,

- Change/Problem Description,

- Status of change (Approved/ Accepted/ Rejected/Deferred),

- Impacted Items,

- Date required,

- Date started,

- Effort Estimated,


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- Date completed

5 Project Financial Structuring

Overall Financial Structuring of the Project (All Amount in Crores)

Sr. No Party % of share Capital Cost Total Cost

1 Central share 35% 5.28 5.28 2 State share 15% 2.27 2.27 3 ULB share 50% 7.56 7.56

Own share 10% 1.51

Long term

Debt 40% 6.04

Total 15.11 15.11

5.2 Review Options for

5.2.1 Institutional debt Capital Cost of the entire project is to be met by grants and partly by NMMC’s internal resources. NMMC has applied to

MMRDA for obtaining long term debt of 15 years with the simple interest of 8%. The proposal is in active consideration

with MMRDA which has priority to provide funding to ULB share in JnNURM projects.

5.2.2 Private Sector Participation JNNURM requires reforms to be undertaken by states/ cities in E-Governance, with the objective of having a transparent

administration, quick service delivery, effective MIS, and general improvement in the service delivery link.


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Since project directly link with increasing efficiency of administration through BPR. Since It is difficult to have direct

stream of revenue from the project, PPP option through revenue sharing is unviable. However as per policy of NMMC of

outsourcing. PPP option for O & M is considered in chapter 7 Project O&M Planning.


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6 Project Phasing

The following section lists out various phases of the project execution and the schedules.

Month M-

1 M-2

M-3

M-4

M-5

M-6

M-7

M-8

M-9

M-10

M-11

M-12

M-13

M-14

M-13

M-14

M-15

M-16

M-17

M-18

Preparation of DPR DPR approval from MMRDA DPR approval from GOI Fund Release from GOI Arranging finance from Local Body & signing MOA RFP Tender process and selection of System Integrator Software Integration& Customization Test Phase Go Live Project Closure

Schedule for tendering/selection for procurement of services.

Selection of system integrator will be based on the open tender and vendor qualification criteria defined by the Project

steering committee.


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Largely the qualification criteria are as follows. • Vendor evaluation based on the technical scores (Technical Bid)

• Vendor selection based on the Financial scores (Financial Bid)

• Previous project implementation experience in the similar functional area.

6.2 Schedule for Bringing in state level and ULB Level contribution to the project

Year Year 08-09 09-Oct Year 10-11 Q4 Q1 Q2 Q3 Q4 Q1

1 GOI 0.88 0.88 0.88 0.88 0.88 0.88 2 State 0.38 0.38 0.38 0.38 0.38 0.38 3 ULB 1.26 1.26 1.26 1.26 1.26 1.26

Total 2.52 2.52 2.52 2.52 2.52 2.52

6.3 Schedule for obtaining all clearances

No Clearance from any department will be needed. The whole work will be carried out under the purview of NMMC.

6.4 Schedule for shifting Utilities

Not applicable for the IT scope.


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6.5 Project Infrastructure component wise Implementation

The gap analysis and the reusability of the existing infrastructure will be carried out on completion of selection of the

system Integrator (Q1 2009-10). The other basic infrastructures required are scheduled like server infrastructure, COTS

and the Data center including network will be initiated on completion of the GAP study and obtaining sign off on the

Requirements.


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PERT/CPM:


Page 269 of 280

7 Project O&M Planning

The E-Governance project will be dealing at three levels i.e.: 1. Citizens Oriented Activities

2. Operation & Maintenance Activities

3. Administration & Execution Activities

All the aforesaid activities will require different treatment for its Operation and Maintenance and the process will follow

the requirements set by the System Implementing partner. In fact first two years the implementing Agency will be

responsible for O&M of the project for the warranty/defect liability period and after the same NMMC will look after the

system through the agency engaged for the O&M of the system having option to continue with same implanting Agency.

The System is having pivoting role of GIS Code attached to every change and reference in the system and its operation.

The system management is planned with the necessary GIS attributes and co-ordinates system.

Institution frame work (Organization & Operations) Strategy To address operation & maintenance of the project ‘as a whole’ will require a strong and efficient management in place

within NMMC that too, technically sound and having perspective of futuristic understanding of change in technology and

change in demand. NMMC is not looking for new managers but has planned to transform the management which is

administrating the city operations today.

NMMC has identified two persons per department persons task force shall work as champions for the whole project

transformation.

The Capacity building and process re-engineering is the first challenge for the Implementing Agency and NMMC as well.

The present departmental heads will get trained to administrate the e-systems implemented in their domain area of

operations and through the selected and appointed external agency will get manage the system.


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The various essential support systems for project operations, such as, electricity, AC, Stationery, Printer Ink, Spare

parts etc. will be outsourced suitably.

There is futuristic scope for the public participation in this process of supports at various levels such as:

• Delivery of services to Citizens at door step using the mobile technologies & tools.

• Operation & Maintenance of peripherals & peripheral services using self investment and the e-

infrastructure of the NMMC.

• Operation of businesses through the NMMC portal.

In due course NMMC will be adding many processes on line.

Therefore, other than change in the e-transformed working of individuals and change in existing frame work within

NMMC workforce no additional institutional frame work will be required.

7.1.1 Existing Methods of Governance The existing methods of governance are isolated in operation along with manual file processing system.

Each activity what so ever is getting transformed is administered by the existing departmental persons and only

Supported for operation & maintenance through the external agencies.

7.1.2. Select performance metrics in regard to e-Governance Integration

The reconciliation and immediate update of relevant data base at the appropriate levels of administration. Various MIS

reports that are required to track the documents, expenditure and receipts online payments facility for any of the NMMC

services will be evaluated and implemented as possible.


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8 Project Financial Viability & Sustainability

The annual technical support for Sr.No 1.2.3 shall be availed till the complete implementation and acceptance by user

department. The other recurring charges like (Sr.No 4 and 5) needs to be extended for further years.

The recurring annual Operational cost after 2years is 1,53,00,000.00/2=76,50,000.00

The above cost is recovered in the form of advertisement, surcharge on the high end services such as trade licenses,

building permissions and tender sale.

The approximate no of transaction per year are as follows.

i. Tender sale: Average tenders per year 950 tenders* Rs.500 per tender=4,75,000.00

ii. Issue of Trade License and Renewal= 4000 trade Licenses*Rs.500.00=20,00,000.00

iii. Issue of building Permissions = Avg.no of building permission/per year

(350)*Rs.5000.00=Rs.17,50,000.00

iv. Advertisement on water Bills=1,25,000*0.5 per insert*6 Cycles/per annum=3,75,000.00

v. Advertisement on property Tax bill = 1,75,000.00*0.5 per insert*2=1,75,000.00

Total Revenue per year = (i+ii+iii+iv+v) =47,75,000.00

Overall project Perspective

The proposed e-Governance project with no direct revenue streams attributed to it. The benefits are intangible

which cannot be put in to meaningful figures which could then translate in to net present value (NPV) or internal

rate of return (IRR) which can be arrived at using standard financial parameters.


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8.2 ULB level perspective and financial assessment.

8.2.1 ULB cash flow for last five years

2002-03 2003-04 2004-05 2005-06 2006-07 Property Tax 3183 4583 5278 5722 7362 Cess 6924 8683 9449 12637 16188

Income from Property and Utilities

1542 3383 3822 4888 4950

Water Supply 2659 4381 3628 3961 4456 Other revenue from services 1445 2637 1285 2085 2578 Other taxes 1474 1263 1927 2213 2471 Total Income 17227 24930 25389 31506 38005

Projection for next 20 years has been included in Annexure 7.

Impact Low/ Medium/ High (more than 20 %; between 20% and 5%; less than 5% respectively)

Sl. No.

Head

2005-06

2006-07

2007-08

2008-09 2009-20 2010-11 2011-12

1 2 3 4 5 6 7 8 9

1 Revenue Receipt

NA NA NA Low Low Low Low

2 Revenue NA NA NA Low Low Low Low Expenditure NA NA NA Low Low Low Low

3 Capital Receipt


4 Capital Expenditure



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8.3 Other financial Information The NMMC has received AA(IND) credit rating from Fitch Rating agency.

8.4 Revenue Structure

(i) It is considered that the only source of revenue to the project to meet the Operation & Maintenance cost & capital

cost of the project is through property tax & cess as users are not identifiable.

(ii) The Navi Mumbai Municipal Corporation realizes the necessity of financial sustenance of the project in ensuring

proper and smooth functioning of the assets so created, which over the long term will to provide efficient citizen

information interface to the residents of the Project area.

8.5 0 & M Costs & Revolving Fund

(i) Operating cost components are Salary costs, electricity, material costs & maintenance cost. These costs are based

on market rates and the costs incurred in similar projects in the State, while incorporating adjustments w.r.t.

scale of operations and wholesale price indices.

(ii) The O&M Costs estimation basis is included in the Assumptions sheet in the later part of this chapter. The O&M

Costs detailing has been exhibited in the Operation & Maintenance Costs sheet, later in this chapter.

(iii) As suggested in JNNURM guidelines, a Revolving Fund would be created at NMMC by Loan from MMRDA for the

project to cater to the future requirements of developing and maintaining urban infrastructure facilities. The

contributions from the Project revenues to the above fund would be to the tune of 10% of financial assistance.

8.6 Assumptions of Financial Analysis

The important assumptions for the financial sustainability assessment are:


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(i) The project would follow all norms specified in JNNURM

(ii) Gol would be providing a funding support in the form of Grant, to the extent of 35%, as specified in guidelines.

(iii) The implementation/ construction period is assessed at 18 months, starting from March 2008.

iv) Property tax increase has been assumed at 10% every 5 years.

(v) Collection efficiency shall remain at 85 to 90%

(vi) Inflation rate has been assumed at 8% per annum.

(vii) There shall be saving of 5% in revenue expenditure


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8.7 Cash flow for the project Revenue

from Property

Tax /Cess

Year

Loan to be

taken

Loan Outstandi

ng

Loan Repaym

ent Principal

Debt Servicin

g

Depriciation

Project Expenditure

Revenue Expenditure

Total Expdt.

Total

Surplus ________

Deficit

Year

col11-col9 1 2 3 4 5 6 7 9 10 11 12

2008-09 5.76 16.90 0.38 1.38 0.00 6.28 195.05 201.33 2008-09 259.78 64.73 2009-10 5.76 16.49 0.41 1.35 0.00 6.91 202.78 209.69 2009-10 285.76 82.98 2010-11 5.76 16.05 0.44 1.32 1.73 7.60 212.55 220.15 2010-11 314.33 101.78 2011-12 15.58 0.48 1.28 1.90 8.36 221.09 229.44 2011-12 345.77 124.68 2012-13 15.06 0.51 1.25 2.09 9.19 229.97 239.17 2012-13 380.34 150.37 2013-14 14.51 0.55 1.21 2.30 10.11 239.23 249.34 2013-14 418.38 179.15 2014-15 13.91 0.60 1.16 2.53 11.13 248.86 259.99 2014-15 460.22 211.35 2015-16 13.26 0.65 1.11 2.78 12.24 258.90 271.14 2015-16 506.24 247.34 2016-17 12.56 0.70 1.06 3.06 13.46 269.35 282.81 2016-17 556.86 287.51 2017-18 11.81 0.75 1.01 3.37 14.81 280.24 295.05 2017-18 612.55 332.31 2018-19 10.99 0.82 0.94 3.70 16.29 291.58 307.87 2018-19 673.80 382.22 2019-20 10.11 0.88 0.88 4.07 17.92 303.39 321.31 2019-20 741.18 437.79 2020-21 9.16 0.95 0.81 4.48 19.71 315.70 335.41 2020-21 815.30 499.60 2021-22 8.14 1.03 0.73 4.93 21.68 328.53 350.21 2021-22 896.83 568.30 2022-23 7.03 1.11 0.65 5.42 23.85 341.90 365.75 2022-23 986.51 644.62 2023-24 5.83 1.20 0.56 5.96 26.23 355.83 382.06 2023-24 1085.17 729.34 2024-25 4.54 1.29 0.47 6.56 28.86 370.35 399.21 2024-25 1193.68 823.33 2025-26 3.14 1.40 0.36 7.22 31.74 385.49 417.23 2025-26 1313.05 927.56 2026-27 1.63 1.51 0.25 7.94 34.92 401.27 436.18 2026-27 1444.36 1043.09 2027-28 0.00 1.50 0.13 8.73 38.41 417.59 456.00 2027-28 1588.79 1171.20


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9 Project Benefits Assessment (Social Cost Benefit Assessment)

9.2.1 Citizens (Quality of Services) The benefits of the proposed E-governance project will be delivered in the form minimized number of

visits to the municipal corporation, Transparency in the system with timely information and

improvement in the service deliverables to the citizen whether poor or rich. The proposed system will

impart the benefit in the form of quick response time, information such as portal, CFC,SMS and Emails

etc.

This will help the citizen to get accurate information through various access points. The bill collection

facility will improve with payment acceptance via Kiosk, payment gateway with multiple net banking

accesses to the municipal corporation.

The citizen grievance redressal module to effectively monitor the complaints received and the quick

response to the citizen requests.

Monitoring Mechanism:

NMMC shall form a high level committee to observe six monthly independent citizen feedback/survey

systems for period of five years on a services deliverables achieved by implementing the new system.

The proposed committee shall observe the grievance received and the resolution mechanism with 95%

defined service level as specified in the NMMP guideline.

9.2.2 Municipality (Process Efficiency & Effectiveness)

Employee’s working in a collaborative approach environment to through standardized procedures and

unified integrated data across the department will result in to improved efficiency.


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With creation of central repository of data, supporting documents (document management system) the

employees of the municipal corporation can save time and avoid the search for physical files and

relevant data.

Transforming the municipal corporation process with improved BPR will result in to improvement

efficiency.

Enhancing Existing revenues and setting up new revenue streams specially, identifying and bringing in

few more services of the municipal corporation under taxation without affecting the tax burden on the

citizens.

Achieving higher credibility by improving the service levels of the organization.


NMMC shall achieve higher growth in revenues by way of improved efficiency and plug the losses

incurred due to lack of relevant data. (Achieving 25% year on year growth in revenue).

Minimize dependencies on physical files and records.

Integration with accounting and financial system with up to date transaction.

9.2.3 Service Providers/Suppliers Improved service level agreements (SLA) and emphasis on quality of work and sticking to timelines

specified in the contract.


Project Monitoring mechanism to evaluate the work/projects executed by the service providers.

9.2.4 Policy makers Decision support system for the higher authorities of the municipal corporation.



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Integrated information system for tracking the up to date information about the Municipal corporation

services.

9.2.5 Program office Number of Municipal services transformed on to E-Governance

Number of transaction of each services executed electronically


Over 75% of citizens using alternate channels to avail the services offered by municipality.

Service Level and Key Performance Indicators

Key Objectives Goals Verifiable Indicators Verified by

Financial

Sustainability

Increase in revenue Year on year growth in revenue -25% Financial statement

Transparency &

Accountability

Improved citizen

redressal system

Right to Information

80 % redressal against the defined

service levels.

System to meet the requirements of Right

to Information Act

System audit

System audit

Process Online financial and Accrual based accounting system System Audit


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Key Objectives Goals Verifiable Indicators Verified by

Reforms accounting system

integrated with other

departments

Implementation of

standards and

guidelines suggested in

the design document

Legislative Changes

Regulations by local

authorities.