Product Requirements Document
v1.0 scope document for MuktaSoft
1. Introduction
Mukhyamantri Karma Tatpara Abhiyan Yojana ( MUKTA Yojana) is a government scheme and This scheme is helpful for the poor urban people, which leads to the rising employment rate of the state. This document is prepared to detail the specification MUKTASoft version V1.
MUKTASoft aims to improve the overall scheme efficiency of MUKTA by identifying & providing equal job opportunities to the urban poor, constructing environment-friendly projects, developing local communities and slums & plan better for upcoming years.
1.1 Purpose
The purpose of this document is to give a detailed description of the requirements for the “Mukta Soft V1” module. It will illustrate the purpose and complete declaration for the development of the system. It will also explain system constraints, interface and interactions with other external applications. This document is primarily intended to define the scope of version V1 and propose to a customer for its approval and as a reference for developing the first version of the system for the development team.
1.2 Definitions, Acronyms & Abbreviations
JE
Junior Engineer
ME
Municipal Engineer
EO
Executive Officer
MC
Municipal Corporation
DDO
Drawing and Disbursing Officer
SOR
Schedule of Rates
WO
Work Order
PO
Purchase Order
WL
Finalised Worklist
SHG
1.3 Source of Information
1. MUKTA FRS (click on the file link below to access)
2. Field visit to JATNI ULB [15th - 18th November 2022]
1.4 Scope for V1
1.4.1 ULB Features
Finalised Worklist [Finalised Wishlist]
Finalised Worklist created manually is entered into the system hence create and modify features are provided.
Estimate
An estimate is prepared without SORs/ Non-SORs and a detailed estimate in an Excel file is uploaded.
Estimate No. is generated by the system on creation.
Technical Sanction No. and Administrative Approval No is entered manually during the workflow.
Revise Estimate - The requirement is not very clear as of now.
Work Order
Work to be awarded to an SHG/ JE based on the decision taken by the committee offline.
A work order is prepared in the system and sent to the awardee for acceptance. There is only a work order for an estimate.
The auto decline of work order if SHG action is not taken within the stipulated time frame.
Work commencement verification/ checklist is updated and the site is handed over to the awardee.
Download the work order PDF as per the specified format.
Revise Work Order - The requirement is not very clear as of now.
Work Bill
Bill is created by SHG/JE and then along with the muster roll sent to JE/AE for verification and then ME for approval through the accountant. There are basically 3 components of the bill.
Wages - Muster roll is prepared in the system.
Supplies - It is performed manually and then the manual invoices are added to the bill.
Commission to SHG - Auto calculated by the system itself.
JE/AE has to measure the work offline, validate the muster rolls and then correct/verify the bill accordingly.
Download the work bill PDF as per the specified format.
Bill Payment (Integration with IFMS)
Bill is approved by ME.
An approved bill is then sent to IFMS for payment.
Various statuses of payments are then updated back to MUKTA.
According to the status update, the system allows correction in the bill.
The updated payment file is then pushed again to IFMS for payment if needed.
Closure
Project closure will be initiated by SHG (the entity that has first-hand completed the project)
This will be checked by JE and sent to ME for approval.
ME on approval, the Project will be marked as completed and not be available for further creation of Bills, mark attendance or other activities.
SHG Registration
Aadhar-based eKYC for SPOC while creating SHG’s record.
NPCI API-based bank account detail validations.
Dashboard and MIS Reports
Masters Data (MDMS)
1.4.2 SHG/ JE Features
Work Order - SHGs to accept/decline the work order, LOI is skipped as of now.
Wage seeker’s registration
Aadhar-based eKYC while creating wage seeker’s record.
NPCI API-based bank account detail validations.
Wage seeker's attendance and muster rolls
Works bill
Bill is created by SHG and then submitted to JE for approval. JE will also have the option and access to create the bill.
Integration with the IFMS system for seamless payment of wage seekers, suppliers, and SHGs.
Closure
Request for completion/ closure of work, updating the closure checklist.
2. Process Flow Diagram V1
3. Functional Details
3.1 User’s Inbox
The user’s inbox is the DIGIT standard design which enables the workflow users to receive all the files in one place to pick them and take action. The design and functionality are going to be the same with the changes listed below.
The information displayed and terminology.
Localization.
Attributes
The search filters provided on the top will have the search parameters as given below.
Identification No. [Estimate No., Work Order No., Bill No.]
WIN [Work Identification Number]
Prepared By
The search filters provided on the left-hand side will have the search parameters as given below.
Assigned to me
Assigned to all - Selected by default
Ward
Workflow state
The inbox should display the following details.
Identification No. (Estimate No./ Work Order No./ Bill No. etc.)
Document Type (Estimate/ Work Order/ Work Bill/ Measurement Book etc.)
Status
Prepared By
SLA Days Remaining
Mockups
3.2 Configurable Workflow
Workflows need to be configurable at the ULB level to configure ULB-specific process flow. In this document, the workflow mentioned for various features is applicable to only one ULB. The use cases are given below.
Creator → Approver.
Creator → Verifier → Approver.
Creator → Verifier → Field Verification → Approver.
There are a few common workflow states as given below.
Drafted - The user creates and saves as a draft.
Verified - The user verifies it.
Approved - The user approved it.
3.3 General Validations
3.3.1 IFSC
The validation of IFSC must satisfy the following conditions.
It should be 11 characters long.
The first four characters should be upper case alphabets.
The fifth character should be 0.
The last six characters are usually numeric, but can also be alphabetic.
3.3.2 PAN
The valid PAN Card number must satisfy the following conditions.
It should be ten characters long.
The first five characters should be any upper-case alphabet.
The next four characters should be any number from 0 to 9.
The last(tenth) character should be any upper-case alphabet.
It should not contain any white spaces.
3.3.3 GSTIN
The valid GST (Goods and Services Tax) number must satisfy the following conditions.
It should be 15 characters long.
The first 2 characters should be a number.
The next 10 characters should be the PAN number of the taxpayer.
The 13th character (entity code) should be a number from 1-9 or an alphabet.
The 14th character should be Z.
The 15th character should be an alphabet or a number.
3.3.4 AADHAR
The valid Aadhaar number must satisfy the following conditions.
It should have 12 digits.
It should not start with 0 and 1.
It should not contain any alphabet or special characters.
It should have white space after every 4 digits.
The Aadhar validation from OCAC. It is without OTP.
Aadhar can be validated by sending the Aadhar No. and Name of Aadhar Holder and in response Yes/No is received.
It is available online/ offline both.
In the case of online validation, Aadhar is validated with the creation of the record itself.
In case of offline validation, the record is created first and the Aadhaar is validated offline at once for all the records.
eKYC, For eKYC, demographic data is received in response by passing the valid OPT.
3.4 Finalised Worklist
Finalised worklist is a wish list of works which the ward representative suggests and then the ward committee collects from each ward and approves in its meeting, thereafter a feasibility study is performed by the Municipal Engineering department and administrative approval is taken from the chairperson of the ULB. In MUKTA V1 it is catered in the below-mentioned method.
1
Finalised wish lists of all the works are added into the Finalised Worklist and get approved by the ULB Committee.
Manual
2
An approved list of works along with a Finalised Worklist is entered into the system and proposal no. is generated.
Web
3
System generates the WIN (work identification no.) for each and every work in the work proposal to identify the work uniquely.
Web
4
Search, View and Modify Finalised Worklist option is provided.
Web
3.4.1 Create Finalised Worklist
A manually finalised WL is entered into the system and hence the create WL feature is provided. In V1 it will not have the workflow integrated with it.
Attributes
1
Proposal Description
Alphanumeric (1024)
Y
Gist of proposal.
Special Chars allowed { / . _$@# }
2
Proposal Date
Date
Y
A date to be entered by the user, can not be a future date.
3
Letter Reference
Alphanumeric (128)
Usually the Offline File/ Letter Number related to the project
Special Chars allowed { / . _$@# }
Fund Allocation
4
Scheme
Drop-down
Y
Name of scheme, default set to MUKTA. MUKTA related works can be performed either from the MUKTA fund or from the UNNATI fund.
5
Fund Alloted (₹)
Numeric
Y
It is the amount in rupee available in the ULB’s account for the selected scheme. It is entered by till the IFMS integration is completed.
Works Details
List
The list will have multiple works within a proposal
5
Work Description
Alphanumeric (256)
Y
A brief details of works listed under wishlist.
Special Chars allowed { / . _$@# }
6
Work Type
Drop-down
Y
The list of values mentioned under the masters data section.
7
Geo Location
Co-ordinates
N
Input latitude/ longitude, or the GIS-map to pin the location.
8
Location
Drop-down
Y
DIGIT standard location Picker component.
11
Is Feasible
Drop-down
Y
Values will be Yes/ No.
12
Proposed Amount
Numeric
Y
A rough estimated amount for the given work.
13
Status
Drop-down
Y
Values are as given below.
Feasibility Study Completed
Finalised
Dropped
Estimate Approved
Work Order Accepted
In Progress
Closed
Abandoned
Attachments
14
Proposal File
File Attachment
N
Allow to attach up to 5 files each not greater than 5 MB. Files can be of type doc, xls, pdf
Actions
On Submit following actions are performed.
Finalised Worklist gets saved into DB.
Finalised Worklist No. is generated in a specified format.
Work Identification No. (WIN) is generated for each and every work in the list in a specified format.
Work detail is also saved along with the Finalised Worklist and the scheme selected at the finalised worklist is linked with all the works presented in the Finalised Worklist.
Finalised Worklist is available to download in PDF as per the given format.
Mockups
<To be updated>
Notification
<To be updated>
3.4.2 Search Work/ Finalised Worklist
Search Criteria
A work in the Finalised Worklist is searched by the parameters mentioned in the table given below.
1
Location
Drop-down
N
Auto-complete, matching search.
2
Proposal No.
Textbox
N
Works proposal no.
3
WIN
Textbox
N
Work identification no. generated for a work in Finalised Worklist
4
Work Type
Drop-down
N
Values of work type from MDMS configuration.
5
From Date
Date Picker
N
Proposal creation date, entered by user while creating Finalised Worklist.
6
To Date
Date Picker
N
Proposal creation date, entered by user while creating Finalised Worklist.
Search Result
On search, the result is shown as given below.
1
Proposal No.
Display Only
A hyperlink to open the Finalised Worklist in view mode.
2
WIN
Display Only
Work identification no. generated for a work in Finalised Worklist
3
Proposal Date
Display Only
Proposal creation date, entered by user while creating Finalised Worklist.
4
Location
Display Only
Locality name along with ward name.
5
Action
Button
Create Estimate - Estimate to be created or the estimate created is in rejected status.
View Estimate - Estimate is created and in workflow are approved status.
Mockups
<To be updated>
3.4.3 View Finalised Worklist
Attribute
<To be updated>
Mockups
<To be updated>
Notification
Not applicable.
3.4.4 Modify Finalised Worklist
From the search result, on click of Finalised Worklist no. Finalised Worklist details is displayed. An action button is provided with the label “Modify Proposal” to modify the proposal and with the following conditions the work proposal is modified.
Attributes
Proposal description can be modified.
Change in proposal date is allowed only to any date prior to existing proposal date.
Reference number can be changed.
Adding new works to the list is allowed.
Removing an existing work from the list is allowed only if an estimate is not created.
The status and feasibility of an existing work from the list can be changed only if there is no active/workflow estimate linked to it.
Mockups
<To be updated>
3.5 Estimate
Estimate is a document which furnishes the quantities of different works involved, their rates and the expenditure anticipated towards a work.
Once the work proposal is approved with all the listed work in it, JE/AE has to prepare a detailed estimate of each and every work. In the system an abstract of the estimate is entered with an attached detailed estimate in PDF format to create an estimate and the same is then sent for technical and administrative approvals.
1
The system allows the creation of new Estimates against each work defined in Finalised Worklist without having an SOR/ Non-SOR listed.
Web
2
A detailed estimate having SOR and Non-SORs items in excel is attached with this estimate.
Web
3
Search estimate allows searching for In workflow, Approved, and Rejected estimates. Draft estimates are not available for search.
Web
4
Estimates have an approval workflow. Each user has to approve the estimate to go to the next stage
Draft facility to be provided. It will allow JE/AE to prepare it in iterations.
Once the estimate is completed it is sent for verification and technical approval to the ME.
Send Back estimates will always go into the inbox of the previous user in the flow.
A technical approved estimate is sent for administrative approval to EO/ MC.
In app notifications will inform the user of the pending estimates that need approval
Web
5
An estimate once approved cannot be modified.
6
SOR and Non-SOR items to be provided in v2.
3.5.1 Process Flow
3.5.2 Create Estimate
Search a work from the list of works in a Finalised Worklist and the ‘Create Estimate’ action is applied.
Attributes
1
Estimate Type
Auto-selected
Y
Options are Original, Revised, Deviated.
2
Work Description
Display Only
Y
This value is populated from work list of work proposal
3
Work Type
Display Only
Y
This value is populated from work list of work proposal
Fund Allocation
4
Scheme Name
Drop-down
Y
Option to select a scheme out of available 2 schemes.
5
Fund Available
Display Only
Y
Fund Available= Fund in ULB’s Account - Total Blocked Amount + Paid Amount.
Location Details
6
Location
Display Only
Y
Name of locality with ward.
Estimation Details
7
Estimated Amount
Numeric
Y
Estimated amount of work from the detail estimate prepared by JE.
8
Display Board Cost
Numeric
N
The cost of a display board on the site.
9
Supervision Charge
Display Only
Y
It is a commission to IA/AP, calculated by the commission rate defined on the estimated amount.
10
Unforeseen Item’s Contingency
Numeric
N
This is the amount for any unforeseen items.
11
GST Amount
Display Only
Y
Autocal calculated. The GST rate is configurable and the amount is calculated on the configured rate.
12
Total Works Value
Display Only
Y
Total works value = (5)+(6)+(7)+(8)+(9).
Attachments
13
Detailed Estimate
File Attachment
Y
DIGIT standard file attachment component, file size 5MB.
14
Labor and Material Analysis
File Attachment
Y
DIGIT standard file attachment component, file size 5MB.
Actions
On save following activities are performed.
An estimate is saved as a draft and will be available to the creator for further modifications.
An estimate no. is generated in a specified format.
Estimate PDF is available to download.
On submit following activities are performed.
Estimate is saved and forwarded to verifier/ approver and removed from the creator’s draft. It won't be available anymore for the creator to take an action.
An estimate no. is generated in a specified format if not generated already.
Estimate PDF is available to download from view estimate page.
Mockups
<To be updated>
3.5.3 Search Estimate
Search Criteria
1
Location
Drop-down
N
Auto-complete, matching search.
2
WIN
Textbox
N
Work identification no. generated for a work in Finalised Worklist
3
Estimate No.
Drop-down
N
Values of work type from MDMS configuration.
4
Status
Drop-down
N
Workflow status of an estimate.
5
From Date
Date Range
N
Estimate creation date.
6
To Date
Date Range
N
Estimate creation date.
Note: At least one parameter is required to perform the search. The date range From Date/ To Date is considered one parameter.
Search Result
On search, the result is shown as given below.
1
Estimate No
Display Only
A hyperlink to open the estimate in view mode.
2
WIN
Display Only
Work identification no. generated for a work in Finalised Worklist
3
Prepared By
Display Only
Name of user who has prepared it.
4
Location
Display Only
Locality name along with ward name.
5
Estimated Amount
Display Only
Total estimated amount.
Actions
On search, a search is performed and the search result is displayed based on the parameters supplied.
On clear, values entered are cleared.
Mockups
<To be updated>
3.5.5 Revise Estimate
In the case of less/excess deviation a revised estimate is created which could lead to creating a revised WO in case the proposed total estimate value exceeds the approved total estimate value.
To create a revised estimate, the original estimate is searched from the action menu ‘Create Revise Estimate’.
Attributes
1
Estimate Type
Auto-selected
Y
Options are Original, Revised, Deviated.
2
Original Estimate No.
Display Only
Y
2
Work Description
Display Only
Y
This value is populated from work list of work proposal
3
Work Type
Display Only
Y
This value is populated from work list of work proposal
Location Details
4
Location
Display Only
Y
Name of locality with ward.
Estimation Details
5
Estimated Amount
Numeric
Y
Estimated amount of work from the detail estimate prepared by JE.
6
Display Board Cost
Numeric
N
The cost of a display board on the site.
7
Supervision Charge
Display Only
Y
It is a commission to IA/AP, calculated by the commission rate defined on the estimated amount.
8
Unforeseen Item’s Contingency
Numeric
N
This is the amount for any unforeseen items.
9
GST Amount
Display Only
Y
Autocal calculated. The GST rate is configurable and the amount is calculated on the configured rate.
10
Total Works Value
Display Only
Y
Total works value = (5)+(6)+(7)+(8)+(9).
Attachments
11
File Name
File Attachment
N
Allow to attach up to 5 files each not greater than 5 MB. Files can be of type doc, xls, pdf
Actions
<To be updated>
Mockups
<To be updated>
3.5.6 Workflow Actions
Edit Estimate
Editing of estimates is only allowed till the time the estimate is under workflow and only the Estimation Details can be modified.
Attributes
Estimated Amount - It can be changed only by the user who has prepared the estimate.
Display Board Cost - It can be changed only by the user who has prepared the estimate.
IA/ IP Supervision Charge - Read Only.
Unforeseen Item’s Contingency - It can be changed only by the user who has prepared the estimate.
GST Amount - Read Only.
Total Works Value - Read Only.
Technical Sanction No. - It can be changed only by the user who is allowed to approve the estimate technically.
Administrative Approval No. - It can be changed only by the user who is allowed to approve the estimate administratively.
Mockups
<To be updated>
Notification
<To be updated>
Save as draft
On save of an estimate, the estimate is saved into the system and is available in the draft of the logged-in user.
Attributes
Not applicable
Mockups
<To be updated>
Notification
<To be updated>
Submit
On submission, the estimate is created and moved to the next user’s inbox for further processing. If the estimate is already saved into a draft, it saves the changes and moves the estimate to the next user’s inbox for further processing.
Attributes
Not applicable
Mockups
<To be updated>
Notification
<To be updated>
Verify and Forward
A verifier of the estimate will receive the estimate in the inbox and then the verify and forward action is performed.
Attributes
Assignee Name - Drop-down - Non Mandatory - It is to choose the assignee name, it will be the name of the technical sanction approver.
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Verify and Forward - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Send Back
It will allow a workflow user to send the estimate back to the previous user for any correction/clarification.
Attributes
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Send Back - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Send Back To Originator
It will allow a workflow user to send the estimate back to the creator of the estimate for any correction/clarification.
Attributes
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Send Back To Originator - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Technical Sanction
It will allow a workflow user to technically sanction the estimate and forward it for approval.
Attributes
Technical Sanction No. - Textbox - Mandatory - Technical sanctioner will enter the technical sanction no.
Assignee Name - Drop-down - Non Mandatory - It is to choose the assignee name, it will be the name of the approver.
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Technical Sanction - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Reject
It will allow a workflow user to reject the estimate to cancel it.
Attributes
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Reject - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Approve
It will allow a workflow user to approve the estimate.
Attributes
Administrative Approval No. - Textbox - Mandatory - Estimate approver will enter the technical sanction no.
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Approve - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
3.5.7 Role Action Mapping
ESTIMATE_CREATOR
• Save as draft
• Submit/ Re-submit
• Search
• View
• Modify
Junior Engineer/ Assistant Engineer
ESTIMATE_VERIFIER
• Search
• View
• Verify and Forward
• Send Back
Executive Engineer
TECHNICAL_SANCTIONER
• Search
• View
• Technical Sanction
• Send Back
• Reject
Municipal Engineer
ESTIMATE_ APPROVER
• Search
• View
• Approve
• Send Back
• Reject
Executive Officer/ Municipal Commissioner
3.6 Work Order
In the process of awarding the work to an SHG organisation, a work order is created and then verified and approved. The process mentioned in the below-given table is followed for the V1 solution.
1
The system allows the creation of new Work Order with details including Project Details, Financial Details, Agreement Details
Web
2
Search Work Order allows to search for In workflow, Rejected, and approved work orders
Web
3
Work Order has an approval workflow. Each user has to approve it to go to the next stage.
Create Work Order is role based access and provided to JE/AE create it.
Work order attains the state of ‘Draft’ and save.
On submit, it is sent for verification and attains the status of Pending for Verification.
Send Back Work Orders will always go into the inbox of the previous user in the flow.
On rejection, work order is rejected and will no longer be available for further actions.
A verified work order is sent for approval, and once approved is available for SHG organisation to accept/ decline.
Once accepted by SHG, It will be available to JE/AE which is again role based, to perform the site visit and update the checklist and update work start date.
On decline by SHG, It will be available to the creator of WO, and the creator can take an action to re-assign the work order to some other organisation and send for approval again or reject the work order and create a new one.
Web/ Mobile
4
Work Order creation is validated against the estimated amount.
In case the total estimated amount is more than 10 lakhs, work order is issued in the name JE (Office-in-charge)
In case the total estimated amount is 10 or less than 10 lakhs, a work order is issued in the name organisation.
The amount limit is configurable and configured in the system.
Backend
5
SMS to the SHG on the issuance of the work Order
Dear <name>, <Organisation name> has been chosen as the <IA/IP> for the project <project name>. Please login to MuktaSoft account to accept the Work Order <WO_NUMBER>. To login please click on <Organization Login URL>.
SMS
6
Purchase of material if any, to be handled offline as of now.
Manual
3.6.1 Process Flow
3.6.2 Create Work Order
To create a work order, an estimate is searched using search estimate and then open to view the estimate details. From the action list select ‘Create Work Order’.
Attributes
1
WIN
Display Only
NA
Work Identification No. from the list of works in WP.
2
Work Description
Display Only
NA
Work description from the work listed in WP.
3
Work Type
Display Only
NA
Work type from the work listed in WP. for the selected WIN.
4
File No.
Alphanumeric (64)
N
This is a number of the file that is used in offline modes.
5
File Date
Date
N
Date when the offline file is created. This cannot be a future date.
Agreement Details
6
Organisation Name
Drop-down
Y
The name of the organisation from the organisation master maintained at the ULB level. The name is searchable in the drop-down
7
Organisation Role
Auto-populated
Y
The system decides the role of a Community Organisation based on the estimated amount. It is configurable in the system.
IP (Implementation Partner) - If the estimated cost of the works is more than Rs.10 Lakhs
IA (Implementation Agency) - If the estimated cost of the works is less than Rs.10 Lakhs
8
Officer-in-charge
Dropdown
Y
The drop-down values are population based on the role assigned. The name is searchable in the drop-down.
9
Completion Period (in days)
Integer
Y
This is the given period within which work to be completed. It cannot be negative or zero. This period is calculated from the date of start of the work.
10
WO Amount
Read Only
Y
Total estimated cost of the selected work.
Attachments
11
File Attachment
File Picker
N
Allow to attach upto 5 files, each not greater than 5 MB. Files can be of type doc, xls, pdf
Actions
On save following activities are performed.
The work order is saved as a draft and will be available to the creator for further modifications.
A work order no. is generated in a specified format.
Work Order PDF is available to download in the specified format.
On submit following activities are performed.
Work Order is saved and forwarded to the verifier/ approver and removed from the creator’s draft. It won't be available anymore for the creator to take action.
A work order no. is generated in a specified format if not generated already.
Work Order PDF is available to download from the view Work Order page in the given format.
Mockups
<To be updated>
3.6.3 Create Revised WO
In the revised estimate is created and the total revised amount is more than the initially approved amount a revised WO is created.
Note: The details are not available of all the use cases regarding the revised WO.
Attribute
<To be updated>
Mockups
<To be Updated>
3.6.4 Workflow Actions
Save as draft
On save, the WO is saved into the system and is available as a draft for the logged-in user to edit and submit it for further processing.
Attributes
Not applicable
Mockups
<To be updated>
Notification
<To be updated>
Submit
On submission, the WO is created and moved to the next user’s inbox for further processing. If the WO is already saved as a draft, It moves the WO to the next user’s inbox for further processing.
Attributes
Not applicable
Mockups
<To be updated>
Notification
<To be updated>
Edit WO
On Edit, the Work Order is edited to make the then save changes during the workflow.
Attributes
Not applicable
Mockups
<To be updated>
Notification
<To be updated>
Verify and Forward
A verifier will receive the WO in the inbox and perform the action verify and forward.
Attributes
Assignee Name - Drop-down - Non Mandatory - It is to choose the assignee name, it will be the name of the approver.
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Verify and Forward - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Send Back
It will allow a workflow user to send the WO back to the previous user for any corrections/ clarifications.
Attributes
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Send Back - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Send Back To Originator
Reject
It will allow a workflow user to reject the WO to cancel it.
Attributes
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Reject - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Approve
It will allow a workflow user to approve the WO.
Attributes
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Approve - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Accept
Once approved, Work Order is placed into SHGs portal for acceptance declination, accepted Work Order is then placed to the next user's inbox who is responsible to perform a ground visit and update the checklist and handover the site.
Attributes
Not applicable.
Mockups
<To be updated>
Notification
<To be updated>
Decline
Once approved, Work Order is placed into SHGs portal for acceptance declination, declined WO is then placed back to the creator’s inbox who will either reject the WO or re-assign it to another SHG organisation.
Attributes
Not applicable.
Mockups
<To be updated>
Notification
<To be updated>
3.6.5 Search Work Order
Search Work Order will enable the user to search for a WO and then view the details.
Search Criteria
1
Location
Drop-down
N
Auto-complete, matching search.
2
WIN
Textbox
N
Work identification no. generated for a work in Finalised Worklist
3
Estimate No.
Drop-down
N
Estimate no. of the linked estimate.
4
WO No.
N
WO number, unique identification no.
5
Status
Drop-down
N
Workflow status of an WO.
6
From Date
Date Picker
N
WO creation date.
7
To Date
Date Picker
N
WO creation date.
Search Result
On search, the result is shown as given below.
1
WO No.
Display Only
A hyperlink to open the work order in view mode.
2
WIN
Display Only
Work identification no. generated for a work in Finalised Worklist
3
Prepared By
Display Only
Name of user who has prepared the work order.
4
Organisation Name
Display Only
Name of the organisation to whom Work Order is awarded.
5
Location
Display Only
Locality name along with ward name.
6
WO Amount
Display Only
Total WO amount.
Mockups
<To be updated>
3.6.6 View Work Order
Attributes
On click of WO No./ Identification no.(Inbox) user is taken to view the WO page and the following details are displayed.
WO No.
WIN
Estimate No.
Work Description
Work Type
File No.
File Date
Location Details
Locality
Ward
Agreement Details
Name of Organisation
Role of Organisation
Name of Office-in-charge
Completion Period (In days)
Work Start Date
Work Order Amount
Attachments
File Attachments - allow to download and view the documents
Timelines
Preparation Date
Prepared By
Verification Date
Verified By
Approval Date
Approved By
Acceptance Date
Accepted By
Decline Date
Declined By
Checklist Updated Date
Checklist Updated By
Mockups
<To be updated>
3.6.7 Update Checklist
Accepted Work Orders by the SHG will, by default, come into the inbox of the checklist filler. The checklist is a predefined MDMS questionnaire that can be built using the Surveys Service. Checklists can be filled using both web and mobile interfaces.
Checklist comes with a few predefined questions for which answers are to be updated into Yes/ No. It is configurable and to be configured into the system ULB-wise.
Attributes
Commencement Checklist
1
Is the orientation programme to community organisation completed?
Orientation programme for explaining the works components and work plan to the Community Organisation
2
Laying out the project?
3
Is verification of the worksite facility completed?
4
Is the site handed over?
Worksite Facility Checklist
5
Is first aid available?
6
Is the rest shade available?
7
Is the rest shade available?
8
Are water facilities available?
9
Is the child case support available?
10
Is the MUKTA display board available?
11
Site Photos
4 photos, max up to 2 MB each.
Mockups
<To be updated>
Notification
<To be updated>
3.6.8 Role Action Mapping
WO_CREATOR
• Create
• Search
• View
• Modify
• Re-submit
Junior Engineer/ Assistant Engineer
WO_CHECKER
• Search
• View
• Verify and Forward
• Send Back
Executive Officer
WO_APPROVER
• Search
• View
• Approve
• Send Back
• Reject
Municipal Engineer
SHG_ADMIN
Accept
Decline
Organisation President/ Secretary
SITE_HANDOVER
• Search
• View
• Update Checklist
Junior Engineer/ Assistant Engineer
3.7 SHG Organization Portal
3.7.1 SHG Login
Each SHG organisation whose record is already available with the ULB will have an account open in the SHG Portal and will be able to login into it using its SPOC’s (President/ Secretary) mobile number available in ULB’s record. Once logged in they will be able to perform below activities.
Accept/ Decline the Work Order issued in SHGs/JE’s name.
Register a wage seeker/ add wage seeker to SHG organisation.
Update/ Modify wage seekers and move from one SHG to another SHG.
Add wage seeker to a Work (To be started/ In Progress).
Update the attendance and create a muster roll.
Create a bill and send it for approval to JE/AE.
Initiate a request for closure/ completion of work.
3.7.2 My Wage Seekers
A Wage Seeker Master is needed in Mukta to assign work, track attendance and process DBTs.
1
The system allows the creation of new wage seekers with details.
Web/ Mobile
2
The system will allow them to search for existing wage seekers and modify details.
Web/ Mobile
3
Bulk upload of wage Seeker master at the time of system setup is possible.
Backend
4
Aadhar Number will be a unique identifier for each wage seeker and the system will ensure that duplicate records are not created. Every wage seeker is also given a reference wage seeker ID upon registration.
Web/ Mobile
5
Wage seekers will get an SMS upon registering to MuktaSoft on their registered mobile number.
“Dear <wage seeker’s name>, Congratulations! You have been successfully registered as a Wage Seeker on MuktaSoft with registration ID <ID>. Please connect with your local SHG’s or MUKTA Coordinators for more details.
SMS
Wage Seeker Card
Wage Seeker ID
Aadhar
Name
Guardian Name
Enroll With
Working On
Total Days Worked
Total Wage Paid
Action - View Details
Note: The option to register a wage seeker is provided from the My Wage Seekers Page.
Register Wage Seeker
Attributes
1
Aadhar
Numeric
Y
OTP based eKYC and validation.
2
Name
Alphabet
Y
Max character limit to 120
3
Mobile No.
Numeric
Y
Standard phone number Validation
4
Gender
Dropdown
Y
Male, Female, Transgender, Others
5
Date of Birth
Date
Y
Only previous date selectable.
Show warning for individuals less than 18 years.
6
Father/ Husband Name
Alphabet
N
Max character limit to 120
relationship
7
Social Category
Dropdown
N
OBC, SC, ST - List to be given by the department
8
Photograph
Attachments
N
Size: 2 MB.
Skills Details
9
Skill Categories
Multi-select
Y
10
Skills
Multi-select
Y
Address/ Location
11
Pincode
Numeric
N
Pincode of the area organisation belongs to.
12
City
Dropdown
Y
Standard. List to be given by the department
13
Ward
Dropdown
Y
Standard. List to be given by the department
14
Locality
Dropdown
Y
Standard. List to be given by the department
15
Street Name
Text
N
16
Door No.
Alphanumeric
N
HN/ Door no. from the organisation's address.
Accounts Details
14
Account Holder’s Name
Alphabet (256)
Y
Bank account holder’s name.
15
Account No.
Numeric
Y
Bank account no.
16
Account No.
Numeric
Y
Re-enter the bank account no.
17
IFSC
Search Box
Y
Bank and branch details are searched on entry of IFSC code. IFSC validation to be added.
18
Branch Details
Display
Y
Branch details are shown as searched according to IFSC code.
19
Effective From
Date
Y
Account details are effective from date.
20
Effective To
Date
Y
Account details are effective to date.
21
Status
Drop-down
Y
Validation status of bank account, Valid/ Invalid.
Mockups
<To be updated>
Notification
Dear <wage seeker’s name>, Congratulations! You have been successfully registered as a Wage Seeker on MuktaSoft, your registration ID is <ID>. Please connect with your local SHG’s or MUKTA Coordinators for more details.
View Details
Modify
3.7.3 My Works
My work will list all the works being done or to be done and the new work order which has been received to accept/decline. It will be divided into 2 sections In Progress and Completed works.
Work Order Acceptance
To accept or decline a WO the user will open My Works and see all the newly assigned WO in the In Progress works.
Attributes
Work Order Card
Work Order No.
Work Description
Organisation Role
Officer In-charge
Issue Date
Due Date
Work Start Date
WO Amount
Accept - Action button, this button will allow the user to accept the WO.
Decline - Action button, this button will allow the user to decline the WO.
Note: The accepted Work Order remains visible to SHG in its login while declined Work Order is removed from its login.
Mockups
<To be updated>
Notification
<To be updated>
Wage Seeker’s Engagement
An accepted work order is open to adding the wage seeker. Users click on ‘Add Wage Seeker’ to start adding wage seekers.
Attributes
Work Order Card
Work Order No.
Work Description
Organisation Role
Officer In Charge
Issue Date
Due Date
Work Start Date
WO Amount
Add Wage Seeker - Action button, this button is displayed only when no wage seekers are added to an ACTIVE WO.
Add Wage Seeker Page
Work Order No.
Work Description
Search Wage Seeker
Name
Guardian’s Name
Mobile No.
Submit - Action button to link all the search wage seekers with the work.
Mockups
<To be updated>
Notification
Not applicable.
Update Attendance
Once a work order has the wage seekers added it is open to capture the attendance of wage seekers.
Attributes
Work Order Card
Work Order No.
Work Description
Organisation Role
Officer In Charge
Issue Date
Due Date
Work Start Date
WO Amount
Update Attendance - Action button, this button is displayed only when the wage seekers are added to work and work is not yet closed.
Update Attendance
Work Order No.
Work Description
Last Muster Roll Period
Current Muster Roll Period
Search Component
Date/Day [Week Days]
Name/ Guardian’s Name - Display
Skill - Drop-down - To select the skill name.
Attendance
Submit - Action button to link all the search wage seekers with the work.
Mockups
<To be updated>
Notification
<To be updated>
Work’s Closure
For a work order which has come to an end, the option to initiate closure is enabled.
Attributes
Work Order No.
Work Description
Organisation Role
Officer In Charge
Due Date
Start Date
End Date
WO Amount
Request for Closure - Action button, this button is displayed only when the WO is fully paid and no amount is pending payment now.
Mockups
<To be updated>
Notification
<To be updated>
3.7.4 Muster Rolls
Once the attendance of wage seekers is marked for a week period it is placed under Muster Rolls and available for correction until the bill associated with it is processed and approved. Once a bill associated with it is approved and put for payment it can not be modified.
Attributes
Muster Roll Card
Muster Roll ID
Work Order No.
Work Description
No. of wage seekers
Period
Status [Open, Bill Prepared, Bill Approved, Bill Paid]
Show Details - Action button to see the muster roll details.
Muster Roll Details Page
Muster Roll ID
Work Order ID
Work Description
Period
Total Wage Seekers
No. of Days Worked
No. of Actual Days Worked
Status [Open, Bill Prepared, Bill Approved, Bill Paid]
Wage Seekers Details
Name/ Guardian’s Name - Display
Skill - Drop-down - To select the skill name.
Attendance
Submit - Action button, save the changes in the attendance.
Mockups
<To be updated>
Notification
Not applicable
3.7.5 Create Bill
The SHG user will log in to the account and then open the Muster Rolls to see all the muster rolls which are pending for bill creation and can select one or multiple muster rolls to create a bill. The create bill page will have all the attributes as explained in the Create Bill Section.
3.7.6 My Bills
SHG will have the option to see all the bills in one place related to works that have been completed or are in progress. Bills are shown in 2 different tabs segregating them by status, Paid and In Progress.
Attributes
Work Bill Card
Bill No.
Work Order No.
Work Description
Wage Amount
Material Amount
Commission Amount
Total Deductions
Total Amount
Status [Open, In Progress, Approved, Paid]
View Details - Action button to see the bill details.
On click of View Detail, View Bill Detail Page is shown with the below-given details.
Bill Details Page
WIN
Work Description
MB No.
Muster Rolls
Muster Roll ID
Period
No. of wage seekers
No. of actual man-days
Amount
Total Wage Amount
Material Invoices
Invoice No.
Vendor ID
Vendor's Name
Amount
Total Material Amount
Organisation Commission
SHG Commission
Deductions
Labour Cess
IT TDS
Security Deposit
Royalty on minerals
Empty cement bag
GST TDS
Amount Payable
Attachments
Vendor Invoices
MB
Mockups
<To be updated>
Notification
Not applicable
3.7.7 Search/View Closure Request
3.7.8 Edit Closure Request
3.7.9 Role Action Mapping
Organisation Admin
• Create Wage Seekers
• My Works - View Work Orders
• Accept/ Decline Work Order
• Engage wage seekers
• Update Attendance
• Create Muster Roll
• Search/ View Muster Rolll
• Edit Muster Roll
• Create Bill
• My Bills - View Bills
• Edit Bill
• Create Closure Request
• Search/ View Closure Request
• Edit Closure
SHG President
3.8 Billing Management
The system shall be able to automatically prepare bills and generate payment advice for each beneficiary.
The beneficiaries are:
Wage seekers for their wage-earned days as recorded in the muster-roll are considered for billing.
Vendors/ Suppliers for their invoices duly approved are considered for billing.
The community organisation for their service charge @7.5% towards wage bill and material bill.
A bill can be prepared for a single muster roll as well as multiple muster rolls.
Wages are calculated based on the attendance and skill a wage seeker has worked.It is calculated automatically.
Vender’s/ Supplier’s amount is calculated manually and then added to the bill.
Commission to SHG is calculated automatically at the rate configured in the system automatically.
Other deductions are being added by JE when the bill is sent for approval. All the muster rolls by default are attached with the bills. Bill will have the following attachments.
Muster Rolls - From the system itself.
Vendor’s/ Supplier’s Invoice against the purchase. To be uploaded while creating a bill.
Measurement Book - It will be attached by the JE while verifying the bill and approving payment.
JE can send the bill back to SHG for correction in attendance, this correction is made separately marking actual working days. No change in original attendance is made.
1
Bill is prepared in the system by SHG and then to JE for verification. JE also can initiate the bill for those work orders which are issued in JE’s name.
In case WO was issued in the name of SHG, all the beneficiaries are added to the bill by SHG.
In case WO was issued in the name of JE, Wages part of the bill is added by SHG while Vendor/ Supplier is added by JE.
2
When the Organisation (SHG) is working as IA.
Wage Seeker component - SHG will add it to the bill.
Materials Component - SHG will add it to the bill.
Commission Component - Auto calculated, 7.5 % of both material and wages component.
Total Value = Wages + Material + Commission.
3
When the Organisation (SHG) is working as IP.
Wage Seeker component - SHG will add it to the bill.
Materials Component - JE will add it to the bill.
Commission Component - Auto calculated, 7.5 % of wages component.
Total Value = Wages + Material + Commission.
4
The following documents are attached to the bill as these activities are manual in V1.
Vendor invoice for material supply.
Work measurements in Measurement Book.
5
All statutory deductions applicable for the vendor shall be computed automatically and be deducted from the vendor's bill amount. All such rates are configurable and predefined in the system.
Labour cess @1% of the material supply
IT-TDS @1% of the material supply
Security Deposit @3% or as applicable as per A/B/C/D class contractor
Royalty on minerals (@Rs.130/cum on stone product, @Rs.35/cum on sand/morum/crusher dust or as per rates applicable)
Empty cement bag @Rs.3.19/ bag
GS-TDS @2% of the material invoice if invoice amount is more than Rs.2.5lakhs.
6
Bill is prepared and then sent to JE for approval. JE can send it back for correction and forward it for approval.
7
Once approved, payment advice is sent to IFMS automatically. Payment transfers to beneficiaries are done in IFMS and status is updated back to MUKTA.
3.8.1 Process Maps
3.8.2 Create Bill
For SHG, to create a bill, all the muster rolls which have the status OPEN for a work are listed and the user can select one or multiple muster rolls to create a bill.
For JE/AE, to create a bill, the user will search the work order and open it to view. The option to create a bill is provided in the action button and on create bill all the open muster rolls are included in the bill. In case there is no muster roll open to create a bill validation message is displayed.
Attributes
1
Work Order No.
Display Only
2
WIN/ Project ID
Display Only
NA
Work identification number of the work listed in the WP.
3
Location
Display Only
Work/ Project Type
Display Only
4
Work Description
Display Only
NA
Work description of the work listed in the WP.
5
Bill Type
Drop Down
Y
Running/ Final Bill
4
MB No.
Alphanumeric (64)
Y
Measurement book number from the manual MB.
MB Date
Muster Rolls
Grid
5
Muster Roll ID
Link
NA
Muster roll ID of the selected muster roll.
6
Muster Roll Period
Read Only
NA
Period for which muster roll created.
7
No. of wage seekers
Read Only
NA
No. of wage seekers worked during this period on given work.
8
No. of earn days
Read Only
NA
No. of actual total mandays measured for the work completed in this period.
9
Wage Amount
Read Only
NA
Wage amount for the muster roll
10
Total Wage Amount
Read Only
NA
Total wage amount for all the muster rolls added to bills.
11
Material Invoices
Grid
As per the muster rolls selected.
12
Invoice No.
Alphanumeric (64)
NA
Vendor’s/ Supplier’s invoice no. for the material supplied to work.
13
Invoice Date
13
Vendor ID
Search-box
NA
Vendor ID of the vendor registered with ULB. Search facility to search a vendor.
14
Vendor's Name
Read Only
NA
Name of the vendor as per the database available with ULB.
15
Invoice Amount
Numeric
NA
Invoice amount for the supplied material.
16
Billed Amount
16
Total Material Amount
Read Only
NA
Total of all the invoices added to this bill.
18
Deductions
Grid
As per the configuration, deductions will be listed.
19
Labour Cess
Autocalculated
NA
Deduction as per the configuration, amount is auto calculated.
20
IT TDS
NA
Deduction as per the configuration, amount is auto calculated.
21
Security Deposit
NA
Deduction as per the configuration, amount is auto calculated.
22
Royalty on minerals
NA
Deduction as per the configuration, amount is auto calculated.
23
Empty Cement Bag
NA
Deduction as per the configuration, amount is auto calculated.
24
GST TDS
NA
Deduction as per the configuration, amount is auto calculated.
25
Amount Payable
Read Only
NA
Total amount payable to three beneficiaries Wage, Supply and Commission.
CBO Details
CBO ID
CBO Name
CBO Role
17
Supervision Charge
Auto-calculated
NA
Service Charge/ Commission for SHG.
26
Attachments
27
Vendor Invoices
File Picker
Y
All the invoices from vendors.
28
MB
File Picker
Y
Measurement book
29
Labour Utilisation
File Picker
Y
30
Material Utilisation
File Picker
Y
Actions
On save following activities are performed.
The Work Bill is saved as a draft and will be available to the creator for further modifications.
A Work Bill no. is generated in a specified format.
Work Bill PDF is available to download in the specified format.
On submit, the following activities are performed.
Work BIll is saved and forwarded to the verifier/ approver and removed from the creator’s draft. It won't be available anymore for the creator to take action.
A Work Bill no. is generated in a specified format if not generated already.
Work Bill PDF is available to download from the view Work Bill page in the given format.
Workflow Actions
Submit
On submit, the work bill is created and moved to the next user’s inbox for further processing.
Attributes
Create a bill page.
Mockups
<To be updated>
Notification
<To be updated>
Edit Bill
On Edit, the work bill is opened into editable mode and allows the user to make the changes and save it.
Attributes
Create a bill page.
Mockups
<To be updated>
Notification
<To be updated>
Verify and Forward
A verifier will receive the work bill in the inbox and perform the action to verify and forward.
Attributes
Assignee Name - Drop-down - Non Mandatory - It is to choose the assignee name, it will be the name of the approver.
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Verify and Forward - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Accounts Verify and Forward
An account verifier will receive the work bill in the inbox and perform the action to verify and forward.
Attributes
Assignee Name - Drop-down - Non Mandatory - It is to choose the assignee name, it will be the name of the approver.
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Verify and Forward - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Send Back
It will allow a workflow user to send the work bill back to the previous user for any corrections/ clarifications.
Attributes
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Send Back - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Reject
It will allow a workflow user to reject the work bill to cancel it.
Attributes
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Reject - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Approve
It will allow a workflow user to approve the work bill.
Attributes
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Approve - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
3.8.3 Search Bill
Search Work Bill will enable the user to search for a WO and then view the details.
Search Criteria
1
Location
Drop-down
N
Auto-complete, matching search.
2
WIN
Textbox
N
Work identification no. generated for a work in Finalised Worklist
3
WO No.
N
WO number, unique identification no.
4
Bill No.
Drop-down
N
Bill no. of the bill to be searched.
5
Status
Drop-down
N
Workflow status of a work bill.
6
From Date
Date Picker
N
Work bill creation date.
7
To Date
Date Picker
N
Work bill creation date.
Search Result
On search, the result is shown as given below.
1
Bill No.
Display Only
A hyperlink to open the work bill in view mode.
2
WO No.
Display Only
WO no. for which bill is searched.
3
Prepared By
Display Only
Name of user who has prepared the work bill.
4
Organisation Name
Display Only
Name of the organisation to whom Work Order is awarded.
5
Location
Display Only
Locality name along with ward name.
6
Bill Amount
Display Only
Total bill amount.
Mockups
3.8.4 View Bill
Attribute
WIN
Work Description
MB No.
Muster Rolls
Muster Roll ID
Period
No. of wage seekers
No. of actual man-days
Amount
Total Wage Amount
Material Invoices
Invoice No.
Vendor ID
Vendor's Name
Amount
Total Material Amount
Organisation Commission
SHG Commission
Deductions
Labour Cess
TDS
Security Deposit
Royalty on minerals
Empty cement bag
GST
Amount Payable
Attachments
Vendor Invoices
MB
Mockups
<To be updated>
3.6.5 Role Action Mapping
Bill Creator
• Create
• Search
• View
• Modify
SHG President /
Junior Engineer
Bill Verifier
• Search
• View
• Modify
• Verify and Forward
• Send Back
Municipal Engineer
Accounts Verifier
• Search
• View
• Verify and Forward
• Send Back
• Reject
Accountant
Bill Approver
• Search
• View
• Approve
• Send Back
• Reject
Executive Officer/ Municipal Commissioner
3.9 Work Review and Closure
The work should be declared as completed, only when all work items in that Work are found to be completed. A work item is considered to be completed if the quantity recorded in MB equals the estimated quantity.
Hence, declaring a work completed seems to be an automated process but in reality, it does not happen this way as sometimes, ground reality demands an additional quantity of the work item even if the estimated quantity is already completed as per MB, sometimes the work-items are found completed on the ground even if the estimated quantity is not achieved in MB, and sometimes the Works demands additional work items to be included in the estimate. These scenarios are called deviations and a proposal to revise the estimate is prepared.
The request for the closure of the project can be initiated by SHG/ ULB (JE). Ideally, it is initiated by SHG and then the request is reviewed by ULB. The final bill has to be submitted if any payment is pending before approval of completion. The functional requirement is as given below.
Project closure will be initiated by SHG by clicking on in-progress Work Orders. This will take SHGs to fill out a closure checklist form.
Initiated project closure will land in the inbox of the checker for project closure. He/she will check related details to closure and submit them to the approver for closing approval.
Approver upon marking the project as closed will finally close/complete the project.
The closure will also need to be initiated by ULB by searching for projects in progress and closing them
Once closed projects will move to completed works in SHGs My Works. No new bills, muster rolls, or attendance tracking will be allowed.
3.9.1 Process Maps
3.9.2 Create Closure Request
Attributes
Work Details
1
WIN
Read Only
NA
Work identification no.
2
Work Description
Read Only
NA
Work description from the Finalised Worklist
3
Ward
Read Only
NA
Ward name and no. of the worksite
4
Location
Read Only
NA
Locality name of the worksite
4
Estimate Amount
Read Only
NA
The estimated amount of the work.
Work Order Details
9
WO No.
Read Only
NA
Work order no.
10
WO Date
Read Only
NA
Work order issue date.
11
Organisation
Read Only
NA
Name of the organisation word order is awarded.
12
Officer Incharge
Read Only
NA
Name of the officer in charge (JE/AE)
13
Completion Period
Read Only
NA
Completion period defined for the organisation to complete the work.
14
WO Amount
Read Only
NA
Work order amount
Field Checklist
15
Checklist Items
Read Only
NA
All the checklist items to be shown here with the answers.
16
Work Start Date
Read Only
NA
Work start date.
Work Bills
List
List of all the bills
17
Bill No.
Read Only
NA
Bill no. for the bill running/ final paid/ in progress.
18
Bill Date
Read Only
NA
Bill creation date
19
Bill Amount
Read Only
NA
Total bill amount
20
Status
Read Only
NA
Current status of bill in progress/ paid.
Closure Checklist
List
21
Checklist
Questions
Y
List of all the checklist items
Attachments
22
Documents
DIGIT Document Upload
Y
Configurable at the ULB level to configure the documents for ULBs
Actions
On submit, the following activities are performed.
Work Closure Request is saved and forwarded to the verifier/ approver.
A Work Closure Request No. is generated in a specified format if not generated already.
Work Closure Request PDF is available to download from the view Work Closure Request page in the given format.
Mockups
<To be updated>
Notification
<To be updated>
Workflow Actions
Submit
On submit, the closure request is created and moved to the next user’s inbox for further processing.
Attributes
Not applicable
Mockups
<To be updated>
Notification
<To be updated>
Edit Work Closure
On Edit, the Work Order is edited to make the then save changes during the workflow.
Attributes
Not applicable
Mockups
<To be updated>
Notification
<To be updated>
Verify and Forward
A verifier will receive the WO in the inbox and perform the action verify and forward.
Attributes
Assignee Name - Drop-down - Non Mandatory - It is to choose the assignee name, it will be the name of the approver.
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Verify and Forward - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Send Back
It will allow a workflow user to send the WO back to the previous user for any corrections/ clarifications.
Attributes
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Send Back - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Reject
It will allow a workflow user to reject the WO to cancel it.
Attributes
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Reject - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
Approve
It will allow a workflow user to approve the WO.
Attributes
Add Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Approve - Action Button
Cancel - Action Button
Mockups
<To be updated>
Notification
<To be updated>
3.9.2 Role Action Mapping
Closure Request Creator
• Create
• Search
• View
• Modify
SHG President /
Junior Engineer
Closure Request Field Verifier
• Search
• View
• Modify
• Update Field Verification
• Send Back
Junior Engineer/ Executive Engineer
Closure Request Verifier
• Search
• View
• Verify and Forward
• Send Back
• Reject
Executive Engineer
Closure Request Approver
• Search
• View
• Approve
• Send Back
• Reject
Municipal Engineer
3.10 PDF Downloads
3.10.1 Finalised Worklist
<To be updated>
3.10.2 Estimate PDF
<To be updated>
3.10.3 Work Order PDF
SHG as IA
<To be updated>
SHG as IP
<To be updated>
3.10.4 Wage Seeker’s Register
<To be updated>
3.10.5 Muster Roll
<To be updated>
3.10.6 Work Bill
<To be updated>
4. Master Data Management
Master data management or Master, consists of attribute-level information(data) that is configured at the time of implementation of the system or captured from users in data entry forms. Most of the master data configured can be seen in dropdowns on various screens. The master's data needs to be configured as listed below.
Organization (SHG)
Vendor/ Supplier
Wage Seeker
Skills
Sub Skills
Work Type
Estimate Type (Original, Revision)
Deductions
Boundaries
Ward
Localities
Few other configurations.
Work value configuration for IA/IP.
Commission rate configuration for IA/IP.
4.1 Wage Seeker Master
Please refer to the SHG portal section for details.
4.2 Organisation Master
Organisations are business functions that work with the ULB to execute Projects. These can be typical contractors, SHG or material vendors. All of them are registered under the same Organisation Master.
1
The system allows the creation of new Organisations with details, including Organisation Details, SPOC, and Bank Account details.
Web
2
The system allows users to search for existing Organisations and modify the details.
Web
3
Every Organisation of the SHG-type will have only 1 member login. Her/his details will be captured at the time of registering the Organisation and registration notification is sent to the SPOC.
Dear <name>, You have been registered as the <Designation> to <Organisation Name> on MuktaSoft. Organisation ID <ID>. Login to the account to perform MUKTA related activities . Login URL <URL>. Contact Mukta Coordinators for more details.
SMS & Mobile
4
Bulk upload of Organisation’s Master at the time of system setup is possible
Backend
Community-Based Organisations Types
Mission Shakti Women Self-Help Groups (Mission Shakti Groups)
Slum Dwellers Associations (SDAs)
Area Level Federations (ALFs)
City Level Federations (CLFs)
Eligibility criteria for MSG
MSG must be registered with the Housing and Urban Development Department/ Mission Shakti and following Panchasutra.
MSG must have an active bank account.
MSG must have a PAN in the name of their group.
4.2.1 Create Organization
Attributes
1
CBO Type
Dropdown
Y
Applicable to Community Organisation. Options are
MSG, SDA, ALF, CLF, and Others.
2
Registration No.
Alphanumeric (128)
Y
3
CBO Name
Alphanumeric (256)
Y
Name of the CBO as per governments record.
4
Formation Date
Date
Y
Cannot be a future date
4
Total Members
Numeric
Y
Count of members the organisation has.
15
PAN
Alphanumeric
Y
PAN number of the organisation
16
GSTIN
Alphanumeric
N
GSTIN of the organisation.
Location Details
5
Pincode
Numeric
N
Pincode of the area organisation belongs to.
6
City
Display
Y
Standard. List to be given by the department
7
Ward
Dropdown
Y
Standard. List to be given by the department
8
Locality
Dropdown
Y
Standard. List to be given by the department
9
Street Name
Alphanumeric
N
Street name from the organisation’s address.
10
Door No.
Alphanumeric
N
HN/ Door no. from the organisation's address.
Account Details
11
Account Holder’s Name
Alphabet (128)
Y
Account holder’s name.
12
Account Number
Numeric
Account no. of organisation.
13
Account Number
Numeric
Y
Re-enter the account no.
14
IFSC
Search box
Y
Search box to search the IFSC by bank and branch.
15
Search IFSC
Search- window
N
A link opens in the search window to search the IFSC by Bank Name and Branch Name.
16
Branch Details
Read Only
Y
The name and address of the bank and branch of the searched IFSC.
17
Effective From
Date
Y
Account details are effective from date.
18
Effective To
Date
Y
Account details are effective to date.
19
Status
Drop-down
Y
Validation status of bank account, Valid/ Invalid.
President/ Secretary Detail
17
Name
Alphabet
Y
Name of President/ Secretary of the organisation.
18
Gender
Dropdown
Y
Options are Male, Female, Transgender.
19
Mobile Number
Numeric
Y
Mobile no. of the President/ Secretary of the organisation.
20
Office Phone Number
Numeric
N
Office phone no. of the Organisation
21
Designation
Dropdown
Y
Options are President, Secretary, Office Bearer.
22
Photograph
Attachments
N
Phone of President/ Secretary of the organisation.
Mockups
<To be updated>
Role Action Mapping
MUKTA Admin
• Create Organisation
• Search Organisation
• View Organisation
• Modify Organisation
Junior Engineer
4.3 Suppliers/ Vendors Master
4.3.1 Create Vendor
Attributes
S.No.
Field
Data Type
Required
Description
1
Entity Type
Drop-down
Y
Individual List of ‘Type of Entity’:Business, Individual, Sole Proprietor.
2
Name
Alphanumeric (256)
Y
Enter the full name of the vendor as appears in government- approved documents.
3
Vendor’s Class
Drop-down
N
List of Class: A, B,C, D, as per social audit agency.
4
Status
Drop-down
Y
Active, Inactive, Debarred.
Location Details
5
Pin Code
Numeric
N
Pincode of area vendors location.
6
ULB
Auto-populate
Y
Name of ULB auto-populated and read only.
7
Locality
Drop-down
Y
Name of locality from the drop-down.
8
Street Name
Alphanumeric (128)
N
Street name in the vendor’s address.
9
Door No.
Alphanumeric (8)
Y
Door no./ House No. in the vendor’s address.
10
Address Proof
Drop-down
Y
List of documents which are used as address proof.
11
Upload Document
File Picker
Y
Document selected above is uploaded.
Supporting Documents
12
PAN
Alphanumeric (X)
Y
Vendor's PAN is captured.
13
Upload PAN
File Picker
Y
A copy of the vendor's PAN is uploaded.
14
GSTN
Alphanumeric (X)
Y
Vendor's GSTIN is captured.
15
Upload GSTN Certificate
File Picker
Y
A copy of the vendor's GSTIN Certificate is uploaded.
16
Udyam Aadhar
Alphanumeric (256)
Y
Vendor's Udyam Aadhar is captured.
17
Upload Udyam Aadhar Certificate
File Picker
A copy of the vendor’s Udyam Registration Certificate is uploaded.
Contact Person Details
18
Contact Person Name
Alphanumeric (64)
Y
Name of the contact person from the vendor firm.
19
Contact Person Phone
Alphanumeric (10)
Y
Contact person phone no.
20
Phone Validation Status
Status Icon
Y
Phone no. validation status.
21
Contact Person Email
Alphanumeric (256)
Y
Contact person email address.
22
Email Validation Status
Status Icon
Y
Email mail address validation status.
23
Upload Identity Proof
File Picker
Y
Upload identity proof of contact person.
Bank Account Details
24
Account
Holder’s Name
Alphanumeric (64)
Y
Vendor’s firm account holder’s name.
25
Account Number
Numeric
Y
Vendor’s firm account holder’s account no.
26
Account Number
Numeric
Y
Vendor’s firm account holder’s account no.
27
IFSC
Search-box
Y
IFSC to search the branch details.
28
Search IFSC
Search-window
N
A link opens in the search window to search the IFSC by Bank Name and Branch Name.
29
Branch Details
Read Only
Y
Display of bank and branch details according to IFSC provided.
30
Effective From
Date
Y
Account details are effective from date.
31
Effective To
Date
Y
Account details are effective to date.
32
Validation Status
Drop-down
Y
Validation status of bank account, Valid/ Invalid.
Mockups
<To be updated>
Notification
<To be updated>
Role Action Mapping
<To be updated>
4.4 Skill and Sub-skill Master
PAReSHRAM provides a list of skills. State department has to provide the list.
4.5 Work Type
Drainage and sewerage work
Sanitation work
Water conservation and rainwater harvesting structures
Development and renovation of water bodies
Development and maintenance of public parks and playgrounds
Wall paintings
Beautification of parks, canals, rivers, gardens, roads and plantation of trees construction
Maintenance of micro-community centres and open space development including Mission Shakti Grihas & Parichaya centres
4.6 Estimate Type
Original
Revised
Deviated
4.7 Worksite Facility
Rest Shade
Drinking Water
Child care support
MUKTA display board
Set of Photograph
4.8 Commencement Activity
Orientation programme for explaining the components of the work and
project plan for the Community Organisation
Laying out the project
Verification of worksite facility
Any other activity carried out
4.9 Boundaries
It is assumed that the same SUJOG-configured data for boundaries is to be used here. There is no need to collect it again from the state.
4.9.1 ULBs/ Tenants
The same SUJOG definition of tenants' data template, data and configuration is to be used.
4.7.1 Wards
The same SUJOG definition of wards data template, data and configuration is to be used.
4.7.2 Localities
The same SUJOG definition of wards data template, data and configuration is to be used.
4.10 Scheme
All MUKTA-related works are considered under the MUKTA scheme only. This scheme is to be defined/ configured into the system.
Attributes
1
Name
Alphanumeric (256)
Y
2
Fund Head
Alphanumeric (256)
Y
Fund Code
Alphanumeric (256)
Function Code
Alphanumeric (256)
Budget Head
Alphanumeric (256)
4.11 Standard Deductions
4.12 Overheads
4.13 Organisation Classifications
5. Integrations
5.1 IFMS
Approach to be defined.
5.2 Aadhar e-KYC
Approach to be defined.
5.3 NPCI Account Validations
Approach to be defined.
5.4 DSC/eSign
Approach to be defined.
5.5 SMS Gateway
<To be updated>
5.6 Email Gateway
<To be updated>
6. Dashboards and Reports
6.1 Dashboard
Attributes
1.
The Mukta dashboard will be a state level dashboard. Users who have access to this dashboard can see the data and filter through different dimensions
2.
Available attributes, filters and dimensions are as follows.
Created
In-progress
Completed
Estimates
Contracts
WO
PO
Muster rolls
Muster roll approvals
Bills
Masters
Wage seekers
Community Organisations
Locations
Ward
ULB
District
Gender
Male
Female
Transgender
Project leaderboard
Mockups
<To be updated>
6.2 MIS Reports
<To be updated>
7. Localisation
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