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MuktaSoft (v1.0)

MuktaSoft is an exemplar built on the Works platform

Overview

Mukhyamantri Karma Tatpara Abhiyan Yojana (MUKTA Yojana) is a government scheme aimed towards providing employment to the urban poor and consequently improving the employment rate of the state.

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 in the upcoming years.

Approach

MUKTASoft is a customisation of the basic Works platform. Not all base Works platform features need to be utilised as a part of this solution. The configuration is MUKTA-specific. UI screens will also be MUKTA-specific. Refer to and sections for details.

MuktaSoft is a work in progress currently with a release targeted in H1 of 2023. Here's a sneak preview of the product demonstrating how daily wage seeker payments are made faster and more efficiently through the use of Mukta. The demos also show wage seekers receiving SMS notifications on receipt of payment in their bank account.

Browse the explainer video (long version) showing payments made to wage seekers and receipt of SMS notifications by wage seekers on the credit of wages.

Important Links

Find the important Mukta-specific program resources below:

Specifications

User Persona

Explore the user personas and how they interact with the Works platform

User Persona 1: Assistant Engineer

User Persona 2: Municipal Engineer

User Persona 3: Executive Officer

User Persona 4: President, Self-help Group

Functional Requirements

User Stories

User Creation & Role Mapping

Scope

Employees users creation and role mapping

Actors

Employees

Details

HRMS module to be used to create the employee users and mapping of roles.
Roles are created from the back end and actions are mapped as per role requirements.
Once an employee user is created, an SMS notification is sent to the user with a username and first-time password. The user is asked to reset the password login for the first time.
The user resets the password and then logs in to the system using the username and password.
HRMS is packaged with MUKTA and the HRMS access is provided to MUKAT_ADMIN.
Use the UAT for initial testing. Testing credentials and URLs are available on request.
Once the HRMS is packaged with MUKTA, it is tested thoroughly with MUKTA-specific role and action mapping.

Validations

Not applicable

Configurations

Not applicable

Actions

On successful login, the user is taken to Home Page.
On failure due to incorrect credentials, an appropriate message is displayed.

Forgot Password

It will take the user to the password reset page.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Employee Login

Scope

Actors

Employees

Details

Attributes

A browser window is opened on the access of the MUKTASoft URL asking below details for login.

Field

Data Type

Required

Description

It should follow the DIGIT standard login page format and allow the configurations based on the request from the implementation.

Validations

Not applicable.

Configurations

Not applicable.

Actions

On successful login, the user is taken to the home page.
On failure due to incorrect credentials, an appropriate message is displayed.

Forgot Password?

It will take the user to the password reset page.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Employee Home Page

Scope

Home Page for Employees

Actors

Employees

Details

Home page for employees to be developed duly taking care of the MUKTA branding aspect.
Upon login into the system as an employee user, the Home Page is displayed.

Attributes

The home page is displayed with the below details containing 3 sections.

Header

City Logo and Name
City Selection - to support multi-tenancy.
Language Section - by default selected at the time of login
Logged In Users Icon - To show profile and logout menus.
Solution logo and Name

Menu Tree with search facility.

Employee Cards

The area containing MUKTA Card with all the menus displayed in it (modules the user has access to) -

Project - It will lead to Project (Search and Create) form.
Estimates - It will lead to the estimate inbox page.
Works Orders - It will lead to the work orders inbox page.
Organization - It will lead to Organization (Search and Create) Page.
Wage Seeker - It will lead to Search Wage Seeker Page.

Footer

eGov branding and build information

It should be a DIGIT standard Home Page that allows configuration based on requests from the implementation.

Validations

Not applicable

Configurations

Not applicable

Actions

Menu links of different features.

Notifications

Not applicable

User Interface

Acceptance Criteria

Project User Stories

Create Project

Context

ULBs prepare the list of works by inviting the ward members and then go through an approval process duly checking on the allocation of funds available. Once the list is finalized and approved in all aspects, the option to enter the same into the system is provided to enable the ULB users to prepare an estimate for each work and then take the work to the closure completing the other activities in the system.

Each finalized Work in the work list is considered a project and the same is created first to start the work.

Scope

Create Project

Actors

Employee

Role: Project Admin (JE, AE, ME)

Details

Option is provided to enter the approved/ finalized work from the work list for which an estimate will be prepared and the work will be carried out.
Create Project is developed as per the UI design provided and the attributes listed below.

Attributes

Validations

Field-level validations as mentioned in the attribute tables.

Mandatory Fields: <Field Name> can not be empty.
Date of proposal: The date of the proposal can not be a future date.
Project Name:
1. Project name can only include letters, numbers, and the following special characters: / .- _$@#'
2. The project name should not be more than 32 characters.
Project Description:
1. Project name can only include letters, numbers, and the following special characters: / .- _$@#' ():
2. The project description should not be more than 256 characters.
Letter reference/ Requirement number:
1. Letter reference can only include letters, numbers, and the following special characters: / .- _$@#'
2. Letter reference should not be more than 32 characters
Estimated Cost: Estimated Cost can only include numbers.
Geolocation: Entered co-ordinates are not the valid latitude or longitude.

Configurations

Attachments

It should be as per the DIGIT standard attachment component/mechanism.

Workflow

Not applicable.

Actions

Submit - On submit following activities are performed.

On successful creation of a project.

The success Page is displayed.
The project record gets saved into the system with the status Finalized.
The project ID is generated in a specified format.
Format for Project ID is PJ/FY/<6digitrunningno.>. Example: PJ/2022-23/000051
6 DIGIT running sequence number is reset to 1 at the start of every financial year.
Project details is available to download in PDF as per the given format. There will be a separate ticket for PDF download.

On Failure

The failure Page is displayed.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Search Project

Scope

Search project by ULB/ employee users.

Actors

Employee Role: Project Admin, Project_Viewer

Details

Search Project action has to be configurable and allow mapping with a role on demand.
Search Project is provided to allow the users to search Work and view its details/ create estimates.

Search Criteria

At least one parameter is required to perform the search.
Consider From Date and To Date as a Date Range single parameter.
An exact search is performed for the values entered/selected other than Project Name.
For Project Name, fuzzy search is applicable.
In case multiple parameter values are supplied AND are applied for searching record.

Search Result

The search result is shown as given below.
Pagination is displayed to handle the big result set. 10 records are displayed per page.
The option to download the result set in Excel/ PDF is provided.

Validations

All the actions are displayed based on role action mapping and the user role assignment.

Actions

Search - It will perform the search based on the values supplied for search parameters and the logic defined.
Clear Search - It will clear the values filled for searched parameters.
Project ID - It will take the user to the View Project Details Page.

Notifications

Not applicable.

User Interface

Acceptance Criteria

View Project Details

Scope

View Project Details

Actors

Employee

Role: Project Admin, Project_Viewer

Details

To view the detailed saved of a Finalized Work, View Project Details Page is provided.
First, the Project is searched using the Search Project feature and then on click of Project ID View Project Details Page is opened with the below details displayed.

Attributes

Project ID
Proposal Date
Project Name
Project Description
Project Details
- Reference No./ Requirement number
- Project Type
- Target Demography
- Estimated Cost
Location Details
- Geolocation
- City
- Ward
- Locality
Action [Modify Project, Create Estimate, View Estimate - Actions displayed within action menu]
Attachments [Proposal File, etc.]

Validations

A project for which no estimate was created or the latest created estimate is rejected can only be edited. Else the validation message is displayed.
Out of Create Estimate/ View Estimate, only one action is displayed based on the condition and the role of the logged-in user.
- If the estimate is created and in workflow OR approved, View Estimate is displayed.
- If no estimate is created OR the latest created estimate is rejected, Create Estimate is displayed.

Configurations

Not applicable.

Actions

Modify Project - It will allow the user to edit the project details.
Create Estimate - It will take the user to create the estimate page.
View Estimate - It will take the user to the view estimate page.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Modify Project Details

Scope

Modify Project

Search Project → View Project Details → Modify Project Details

Actors

Employee Role: Project Admin

Details

Option is provided to modify the project details.
Modify Project form is developed as per the UI design provided and the attributes listed below.

Attributes

Validations

Field-level validations as mentioned in the attribute tables. Same as mentioned in Create Project Story.
A project for which no estimate is created or the latest created estimate is rejected can only be modified. Else the validation message on click of Modify button is displayed.

The estimate is prepared for the project, hence the details can not be modified.

Configurations

Attachments

DIGIT standard attachment component to be provided.

Workflow

No workflow is to be configured for the modification of project details.

Actions

Submit: On submit -

The project record gets saved into the system and Success Page is displayed.
Due to some technical reason if modification fails, Failure Page is displayed.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Estimate User Stories

Create Estimate

Context

The estimate is a document which is prepared to estimate the amount of work required to complete. The estimate helps the Government in tendering, contracting and measuring the work to release the payment.

Scope

Create Estimate

Search Project → Search Result → View Project Details → Create Estimate

Actors

Employee Role: Estimate Creator

Details

For each project, an estimate is created to award the work to CBO/ JE.
Create Estimate form is developed as per the UI design provided and the attributes listed below.

Attributes

Validations

Field level validations as mentioned in the attribute tables and the in-line validations are displayed.
- Amount: “Amount can include numbers only.”
- Material Cost: “Material cost includes numbers only.”
- Labour Cost: “Labour cost includes numbers only.”
The total Material Cost and Labour Costs should not be more than the Total Estimated Amount.
- Validation Message: “Material and labour costs should not be more than the estimated amount.”

Configurations

Attachments

DIGIT standard attachment component.

Workflow

It is configurable at the ULB level, the stories for configuring the workflow are given separately.

Overheads/ Additions

The overheads in general being used in estimates are given below.
- Royalty on Earth Work - It is user entered value
- Supervision Charge - It is calculated and calculated on the line item amount at the rate of 7.5%.
- Goods and Service Tax - It is calculated and calculated on the line item amount at the rate of 18%.
Overheads are configurable in the system and configured with its complete definition.
There is a separate ticket for overhead configuration.

Actions

On Submit

The workflow window is displayed to capture the assignee name and the comments for forwarding the estimate.
On Forward -
- The success Page is displayed.
- The estimate record gets saved into the system, and the workflow state reflects ‘Pending for verification’.
- Estimate No. is generated in a specified format, if it is a direct submit.
- Format for Estimate No. is ES/FY/<6digitrunningno.>. Example: ES/2022-23/000051
- The 6-digit running sequence no. is reset to 1 at the start of every FY.
- The estimate is available to download in PDF as per the given format. There will be a separate ticket for PDF download.
In case the system fails to create the record, the Failure Page is displayed.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Estimate Workflow (Role Action Mapping)

Context

For any project, an estimate is prepared and then sent for the approval process. The approval process contains various workflow levels and states associated with those levels.

Scope

Estimate preparation for a work, by the Estimate Creator and then its verification and approval by other users (actors) in the workflow.

Details

Role (Actors) - Action Mapping

S.No.

Role (Actors)

Actions

User Persona

Workflow States

Action

Role

From State

To State

Status

SLAs

UI

Acceptance Criteria

Estimate Inbox

Scope

Inbox for Employees

Actors

Employees

Role: Estimate_Creator, Estimate_Verifier, Technical_Sanctioner, Estimate_Approver.

Details

Inbox page for employees to be developed duly taking care of the MUKTA branding aspect.

Attributes

The inbox of employees is divided into 4 sections.

Product Name - MUKTA in this case.
Menu Links
- Create Estimate - This link will take the user to the Search Project screen to search the project and create the estimate.
- Search Estimate - This link will take the user to the Search Estimate screen to search the estimates and view the details.

Search Parameters

Estimate No.
Project ID
Project type

Filters

Assigned to me - This filter allows the users to filter the estimates assigned to logged-in users only and display the results accordingly.
Assigned to all - Selected by default this filter allows the users to search and view all the estimates that are pending for action and assigned to the user-specific role.
Ward - Multi-select filter to fetch estimates created for selected projects belonging to the selected ward(s).
Locality - Multi-select filter to fetch estimates created for selected projects belonging to selected locality(ies).
Workflow state - Filter to display the estimates in the selected workflow state.

Result Display Area

Estimate No.
Project name
Prepared by
Assignee
Workflow state
Estimated Amount
SLA days remaining

It should be a DIGIT standard Inbox that allows configuration based on requests from the implementation.

Validations

Not applicable

Configurations

Not applicable

Actions

Menu Links and Search, Filter Apply and Numbers Hyperlinks.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Estimate Create/Submit Workflow

Scope

Fill in and submit estimate details.

Actors

Estimate Creators

Details

Submit

Estimate Creators will find the On Submit pop-up window to capture the details given below:
1. Assignee name - This field offers a drop-down and is non-mandatory. The drop-down displays the names of employees having the role of Estimate_Verifier and their Designation. For instance, Suresh K working as Junior Assistant Executive Engineer and having the role of estimate verifier is displayed as Suresh K - Assistant Executive Engineer.
2. Comments - This field is a text area and is non-mandatory. The field is used to add any remarks or comments in context.
3. Forward - This is an action button.
4. Cancel - This is an action button.
The On Forward pop-up window captures the following details:
1. The submit pop-up window is closed and a toast success message is displayed and the view estimate page is refreshed.
2. The action menu is loaded according to the role-action mapping of the currently logged-in user.
3. The estimate is forwarded to the next user in the workflow and shown in its inbox.
4. The workflow state changes accordingly and timelines show the current state of the estimate.
5. The estimate is removed from the currently logged-in user’s inbox.

The On Cancel closes the submit pop-up window and displays the toast cancel message on the View Estimate page.

Toast Success Message

The estimate is forwarded successfully.

Failure Message

Forward of estimate failed.

Toast Cancel Message

Action is cancelled.

Validation

As mentioned in the story.

Notification

Not applicable.

UI

Acceptance Criteria

Estimate Edit/Submit Workflow

Scope

Edit estimate details.

Actors

Estimate Creator

Details

Edit Estimate

The Edit Estimate action is mapped to the Estimate Creator user role.
It is configurable and can be mapped to other roles too as per requirement.
The estimate which is in a workflow can only be edited. Rejected and approved estimates can not be edited.
Edit Estimate allows the user to edit the below-given estimate details.

S.No.

Field

Data Type

Required

Description

Once the estimate is edited, it is re-submitted again for approval process using the Submit action.

Notification

Not applicable.

Actions

On submit a workflow pop-up window is displayed based on the logged-in user role.

On taking respective workflow action, changes get saved and the estimate is forwarded to the next user in the workflow.

On Cancel, the pop-up window is closed and the submit action is cancelled.

Messages are displayed as per workflow stories.

UI

Acceptance Criteria

Estimate Verify & Forward Workflow

Scope

Verify and forward estimates

Actors

Estimate Verifier

Details

Verify & Forward

To verify and forward the estimate to the next workflow user - the verify and forward action is provided with a pop-up window to capture the below-given details.
1. Assignee name - This field is drop-down and non-mandatory. The drop-down displays employees having the role of Technical Sanctioner with their names and the designation. For instance, Mahesh K works as a Municipal Engineer and has the role of technical sanctioner displayed as Mahesh K - Municipal Engineer.
2. Comments - This is a text and non-mandatory field. Users can add any remarks or comments.
3. Attach Supporting Document - This is a non-mandatory field. Users can attach and upload supporting documents.
4. Verify and Forward - This is an action button.
5. Cancel - This is an action button.
On Verify and Forward,
1. The pop-up window is closed, a toast success message is displayed and the view estimate page is refreshed.
2. The action menu is loaded according to the role-action mapping of the currently logged-in user.
3. The estimate is forwarded to the next user in the workflow and displayed in their inbox.
4. The workflow state changes accordingly and timelines show the current state of the estimate.
5. The estimate is removed from the currently logged-in user’s inbox.

On cancel, the pop-up window is closed and the toast cancel message is displayed on the view estimate page.

Toast Success Message:

The estimate is verified and forwarded successfully.

Failure Message:

Verification of estimate failed.

Toast Cancel Message:

Action is cancelled.

Notification

Not applicable.

UI

Acceptance Criteria

Estimate Reject Workflow

Scope

Reject estimates

Actors

Employees

Details

Reject

To reject an estimate, action is provided to capture the below-given details and reject the estimate.
1. Comments - This is a text and non-mandatory field. Users can add any remarks or comments.
2. Attach Supporting Document - Users can attach and upload the required documents.
3. Reject - This is an action button.
4. Cancel - This is an action button.
On Reject,
1. The pop-up window is closed and a toast reject message is displayed.
2. The estimate page is refreshed. No actions are enabled for the rejected estimate.
3. The estimate creator is informed about the rejection of the estimate.
4. Workflow state changes as given below.

On cancel, the toast cancel message is displayed on the view estimate page.

Toast Success Message:

The estimate is rejected successfully.

Failure Message:

Rejection of estimate failed.

Toast Cancel Message:

Action is cancelled.

Notification

SMS to the creator’s mobile

Estimate <estimate no.> for the project <project name> of the location <location> is rejected by <username+designation>. For more details, log in to MUKTASoft to view the estimate details.

UI

Acceptance Criteria

On reject, the estimate is rejected and the estimate status changes accordingly.
No further actions can be performed on a rejected estimate.
Notification is sent to the estimate creator.
Workflow state changes as mentioned above in the story.

Estimate Send Back Workflow

Scope

Send back the estimate to the previous user for necessary action.

Actors

Estimate Verifier, Technical Sanction, Estimate Approver

Details

Send Back

To send the estimate back to the previous user in the workflow, Send Back action is provided with the below details to be captured.
1. Comments - This is a text area and non-mandatory. Users can add any remarks/instructions to be passed on to the previous users in the workflow.
2. Attach Supporting Document - This is the field for document upload and non-mandatory. Users can attach and upload supporting documents as required. I
3. Send Back - This is an Action button.
4. Cancel - This is an Action button.
On Send Back
1. The pop-up window is closed and a toast success message is displayed.
2. The view estimate page is refreshed and the action menu is loaded according to the role the logged-in user has.
3. The estimate is sent back to the previous user’s inbox.
4. Workflow states change as per the flow.

On cancel, the toast cancel message is displayed on the view estimate page.

Toast Success Message:

The estimate is sent back successfully.

Failure Message:

Sending back of estimate is failed.

Toast Cancel Message:

Action is cancelled.

Notification

Not applicable.

UI

Acceptance Criteria

Estimate Send Back To Originator Workflow

Scope

Send back estimates to the originator for necessary action.

Actors

Employees

Details

Send Back To Originator

This allows the user to send the estimate back to the originator’s inbox for any correction required. Below given detail is captured.
1. Comments - This is a text area and non-mandatory field. Users can add any remarks/ instructions to be passed to the originator of the estimate.
2. Attach Supporting Document - This is a document upload field and non-mandatory. Users can attach and upload supporting documents while sending the estimate back to the originator.
3. Send Back - This is an action button.
4. Cancel - This is an action button.
On Send Back
1. The pop-up window is closed and a toast success message is displayed.
2. The view estimate page is refreshed and the actions menu is loaded according to the role the logged-in user has.
3. The estimate is moved to the creator’s inbox.
4. The Edit Estimate option is available to the Estimate Creator to edit the estimate and attached the new documents files and submit it.
5. Workflow state changes as given below.

Clicking on cancel closes the pop-up window and the toast cancel message is displayed on the view estimate page.

Toast Success Message:

The estimate is sent back to the creator successfully.

Failure Message:

Sending back of estimate failed.

Toast Cancel Message:

Action is cancelled.

Notification

Not applicable.

UI

Acceptance Criteria

Estimate Technical Sanction

Scope

Technical sanction of estimates.

Actors

Employees

Details

Technical Sanction

To technically sanction the estimate the action Technical Sanction is enabled in the action menu and a pop-up window is opened with the following details.
1. Assignee name- This is a drop-down field and non-mandatory. The drop-down displays employees having the role of Estimate Approver with their names and the designation. For instance, Rakesh K works as an Executive Officer and has the role of Estimate Approver displayed as Rakesh K - Estimate Approver.
2. Comments - This is a text and non-mandatory field. Users can add any remarks or comments.
3. Attach Supporting Document - This is a non-mandatory field. Users can attach and upload supporting documents.
4. Technical Sanction- This is an action button.
5. Cancel - This is an action button.
On technical sanction,
1. The pop-up window is closed, a toast success message is displayed and the view estimate page is refreshed.
2. The action menu is loaded according to the role-action mapping of the current user.
3. The application is forwarded to the next user in the workflow and the workflow state changes.
4. Timelines show the current state of the estimate in the workflow.

Clicking on cancel closes the pop-up window and a toast cancel message is displayed on the view estimate page.

Toast Success Message:

The estimate is technically sanctioned successfully.

Failure Message:

Technical sanctioning of estimated failed.

Toast Cancel Message:

Action is cancelled.

Notification

Not applicable.

UI

Acceptance Criteria

Estimate Approve Workflow

Scope

Approve estimates

Actors

Estimate Approver

Details

Approve

For the approval of an estimate, action Approve is provided and the below-given detail is captured in a pop-window on approval.
1. Comments - This is a text and non-mandatory field. Users can add any remarks or comments.
2. Attach Supporting Document - This is a non-mandatory field. Users can attach and upload supporting documents.
3. Approve - This is an action button.
4. Cancel - This is an action button.
On Approve,
1. The estimate is approved.
2. Approve pop-up window is closed, a toast success message is displayed and the view estimate page is refreshed.
3. Workflow state changes as given below.

On cancel, the toast cancel message is displayed.

Toast Success Message:

The estimate is administratively approved successfully.

Failure Message:

Approval of estimate failed.

Toast Cancel Message:

Action is cancelled.

Notification

SMS to the estimate creator

Estimate <estimate no.> for the project <projectname> of the location <location> is approved. For more details log in to MUKTASoft to view the estimate details.

UI

Acceptance Criteria

Search Estimate

Context

Search estimates enable the users to search a in workflow/ approved estimate to take further action, like creating a work order.

Scope

Search an estimate by various ULB employees/users.

Actors

Employee

Role: Estimate Creator, Estimate Verifier, Technical Sanctioner, Approver.

Details

Search Estimate - It has to be configurable and allow mapping with a role on demand.
Search Estimate is provided to allow the users to search for an estimate and view its details.

Search Criteria

S.No.

Field Name

Data Type

Description

At least one parameter’s value is required to perform the search.
The date range From Date/ To Date is considered one parameter.
An exact search is performed for the values entered/selected other than Project Name.
For Project Name, fuzzy search to be provided.
In case multiple parameter values are supplied AND are applied for searching record.

Search Result

The search result is shown as given below.
Pagination is displayed to handle the big result set. 10 records per page are displayed.
The option to download the result set in Excel/ PDF is provided.

Validations

At least one parameter’s value is required to perform the search.

Actions

Search - It will perform the search and display the result. In case, no result is found appropriate message is displayed.
Clear Search - It will clear the search parameters.
Estimate No. - Hyperlink will take the user to the estimate detail page.

Notifications

Not applicable.

User Interface

Acceptance Criteria

View Estimate

Scope

View Estimate

Search Estimate → View Estimate.

Actors

Employee

Role: All roles applicable to an employee user.

Details

To view the details of the saved Estimate, View Estimate Page is provided.
Estimate is searched using the Search Estimate feature and then on click of Estimate No. view estimate page is opened with the below details displayed.

Attributes

Estimate No.
Estimate Type
Project ID
Date of Proposal
Project Name
Project Description
Project Details [ The project details are shown as view project detail in a separate TAB]
Estimation Details
1. Line Items - Below information is displayed in the grid.
  - Description
  - UOM
  - Rate
  - Quantity
  - Amount
2. Total - Grid total.
3. Overheads - Below information is displayed in the grid.
  - Overhead
  - Percentage/ Lump-sum
  - Amount
4. Total - Grid Total
5. Total Estimated Amount
Material and Labour Analysis
1. Labour Cost
2. Material Cost
Attachments
1. Detailed Estimate
2. Labour Analysis
3. Material Analysis
4. Design Document
Timelines [DIGIT standard way of displaying the timelines, refer to wire-frame and as described in workflow story]
Actions - Based on the workflow state and role the logged-in user has.

Validations

Not applicable.

Configurations

Not applicable.

Actions

For In Workflow Estimates, actions in the Action Menu, workflow actions based on the role of the logged-in user.
1. Verify and Forward,
2. Technical Sanction
3. Approve
4. Send Back
5. Send Back To Originator
6. Edit Estimate
7. Reject
For Approved Estimates, actions in the Action Menu, actions based on the role of the logged-in user.
1. Create Work Order - If the estimate is not created.
2. View Work Order - If the work order is created and not in Rejected status.
3. Create Revised Estimate - In V2.
4. Create Deviation Statement- In V2.
Rejected - No actions/ even action button is not displayed.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Contracts User Stories

Create Work Order

Context

Once an estimate is prepared and approved, the next step is to award the work to a contractor, to decide the various methods used like Tendering, Quotation and Nomination. Once a contractor is decided a work order is created in the favor of the contractor.

In MUKTA, it is a nomination method to decide a CBO (community-based organization) and then the work order is created in the name of that organization.

Scope

Create Work Order

Search Estimate → View Estimate → Create Work Order.

Actors

Employee

Role: Work Order Creator

Details

CBO to whom the work is awarded is decided offline and then the work order is created in the name of CBO.
Create Work Order form is developed as per the UI design provided and the attributes listed below.
To create the work order estimate is searched and opened to view the details. From the action menu Create Work Order is selected.

Attributes

Validations

Field-level validations as mentioned in the attribute tables.
Organization-type community-based organizations from the organization master maintained at the ULB level are only allowed.
Only Active and Valid To >= Work Order Created Date, organization are listed under drop-down or allowed to search. The organization with the status “Inactive” and “Debarred” are not listed irrespective of valid to date.
The minimum value for the work completion period should not be less than 1 day.
The Role of CBO drop-down is selected automatically by the system based on the configuration provided.
- IF the total estimated amount <=15 lakhs THEN the Role of CBO = IA AND the role can be changed by the user.
- IF the total estimated amount is >15 lakhs THEN the Role of CBO = IP AND the role can not be changed by the user.

Configurations

The amount limit deciding the role of CBO should be configurable. At present it is 15 lakh.

Workflow

The stories for configuring the workflow are given separately.

Actions

On Submit

Submit workflow opens a pop-up window with the Forward option.
1. The work order record is saved into the system and the workflow state changes to Pending for verification.
2. The Work Order No. is generated in a specified format, if it is a direct submission.
3. Format for Work Order No. is WO/FY/<6digitrunningno.>. Example: WO/2022-23/000051
4. 6 DIGIT running sequence number is reset to 1 with the start of the new FY.
5. The work order is available to download in PDF as per the given format. There will be a separate ticket for PDF download.
On cancel, the action is cancelled.
On successful forward the Success Page is displayed else the Failure Page is displayed.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Work Order Workflow

Context

Work order is created for an approved estimate in order to award the work to CBO and then send it for the approval process. The approval process contains various workflow levels and states associated with those levels.

Scope

Work order preparation for a work by the Work Order Creator and then its verification and approval by other users (actors) in the workflow.

Details

Role (Actors) - Action Mapping

Role

Action

User Persona

Workflow States

Action

Role

From State

To State

Status

SLAs

User Interface (UI)

UI design is going to be the same as the estimate workflow. Only the workflow states will be displayed as per the table given above.

Acceptance Criteria

Work Order Inbox Page

Scope

Inbox for Employees

Actors

Employees

Details

Inbox page for employees to be developed duly taking care of the MUKTA branding aspect.

Attributes

The inbox of employees is divided into 4 sections.

Menu Title

Product Name
Menu Links
- Create Work Order - It will take the user to the search estimate page.
- Search Work Order - It will take the user to search work order.

Search Parameters

Work order number
Project ID
Project type

Filters

Assigned to me - It displays the work orders in the inbox which are assigned to the logged-in user.
Assigned to all - Selected by default, It displays the work orders in the inbox which are pending for action of role(s) logged-in users have.
Ward - Multi-select
Locality - Multi-select
Workflow state - state of the workflow of the work order.

Result Display Area

Work order number
Project name
CBO name
Assignee
Workflow state
Work Order Amount
SLA days remaining

It should be a DIGIT standard Inbox that allows to configure based on a request from the implementation.

Validations

Not applicable.

Configurations

Not applicable.

Actions

Menu links and Search, Filter apply and Numbers h.yperlinks.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Create/ Submit Work Order

Scope

Hence for Work Order Creator, the On Submit pop-up window is opened to capture the below-given details.
1. Assignee name- Drop-down - Non Mandatory - The next user in the workflow i.e. work order verifier hence the employees having the role Work_Order_Verifier are displayed in drop-down with the Name and Designation. E.g. Suresh K working as Junior Assistant Executive Engineer and having the role of work order verifier will be displayed ‘Suresh K - Assistant Executive Engineer’.
2. Comments - Text area - Non-Mandatory - In case any comments to be added.
3. Forward - Action Button
4. Cancel - Action Button
On Forward,
1. The pop-up window is closed, a toast success message is displayed and the view work order page is refreshed.
2. The action menu is loaded according to the role-action mapping of the currently logged-in user.
3. The work order is forwarded to the next user in the workflow and shown in its inbox.
4. The workflow state changes accordingly and timelines show the current state of the estimate.
5. Work order is removed from the currently logged-in user’s inbox.

Action

Role

From State

To State

Status

On cancel, a pop-up window is closed, toast cancel message is displayed on the view work order page.

Toast Success Message:

The work order is forwarded successfully.

Failure Message:

Forward of work order failed.

Toast Cancel Message:

Action is cancelled.

Validation

Not applicable.

Notification

Not applicable.

User Interface

Acceptance Criteria

Edit/Submit Work Order

Scope

Edit Work Order action is to be mapped with Work Order Creator.
It is configurable and can to mapped with other roles too on demand.
The work order which is in the workflow can only be edited.
Rejected, Approved, and Accepted work orders can not be edited.
Edit work orders allows the user to edit the below-given work order detail.

Field

Data Type

Required

Description

Once the work order is edited, it is re-submitted for approval using the Submit action button.

Notification

Not applicable.

Actions

Based on the logged-in user role, a workflow pop-up window is displayed on submit.

On respective workflow action, changes get saved and the work order is forwarded to the next user in the workflow.
On Cancel, the pop-up window gets closed and the action gets cancelled.
Accordingly, the messages are shown.

User Interface

Acceptance Criteria

Verify & Forward

Context

Verify and forward the work order to the next workflow user.

Actors

Employees

Actions

The Verify and Forward action is provided with a pop-up window to capture the below-given details.

Assignee name- Drop-down - Non Mandatory - The next user in the workflow i.e. Approver, hence the employees having the role Work_Order_Approver are displayed in drop-down with the name and the designation. E.g. Mahesh K working as EO and having the role of Work_Order_Approver will be displayed as ‘Mahesh K - Executive Officer’.
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
- The pop-up window is closed, toast cancel message is displayed on the view work order page
On Verify and Forward,
- A pop-up window is closed, the toast success message is displayed and the view work order page is refreshed.
- The action menu is loaded according to the role-action mapping of the currently logged-in user.
- The work order is forwarded to the next user in the workflow and shown in its inbox.
- The workflow state changes accordingly and timelines show the current state of the work order.
- Work order is removed from the currently logged-in user’s inbox.

Toast Success Message:

The work order has been forwarded successfully.

Failure Message:

Verification of work order failed.

Toast Cancel Message:

Action has been cancelled.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Send Back

Context

Send the work order back to the previous user in the workflow.

Actors

Employees

Actions

Send Back action is provided with the below details to be captured.
- Comments - Text area - Non-mandatory - It is provided to add any remarks/instructions to be passed on to the previous user in the workflow.
- Attach Supporting Document - Document upload - Non-mandatory - In case any documents are to be attached.
- Send Back - Action Button
- Cancel - Action Button
On Send Back,
- The pop-up window is closed, and a toast success message is displayed.
- The view work order page is refreshed and the action menu is loaded according to the role of the logged-in user.
- The work order is sent back to the previous user’s inbox.
- Workflow states change as per the flow.

On cancel, the toast cancel message is displayed on top of the view work order page.

Toast Success Message:

Work order has been sent back successfully.

Failure Message:

Sending back of work order is failed.

Toast Cancel Message:

Action has been cancelled.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Send Back To Originator

Context

Send the work order back to the originator’s inbox for any correction required.

Actors

Employees

Actions

It is provided to send the work order back to the originator’s inbox for any correction required. Below given detail is captured.
- Comments - Text area - Non-mandatory - It is provided to add any remarks/ instructions to be passed to the originator of the work order.
- Attach Supporting Document - Document upload - Non-mandatory - In case any documents are to be attached while sending the work order back to the originator.
- Send Back - Action Button
- Cancel - Action Button
On Send Back -
- The pop-up window is closed and a toast success message is displayed.
- The view work order page is refreshed and the actions menu is loaded according to the role the logged-in user has.
- The work order is placed into the work order creator’s inbox.
- The ‘Edit Work Order’ option is provided to Work Order Creator to edit the work order and attached the new documents files and Re-submit it.
- Workflow state changes as given below.

On cancel, the pop-up window is closed, toast cancel message is displayed on the view work order page.

Toast Success Message:

Work order has been sent back to the creator successfully.

Failure Message:

Sending back of work order is failed.

Toast Cancel Message:

Action has been cancelled.

Notifications

Not applicable.

User Interface

Acceptance Criteria

Reject Work Order

Context

Reject the work order.

Actors

Employees

Actions

To reject the work order, action is provided to capture the below-given detail and reject the work order.
- Comments - Text area - Mandatory
- Attach Supporting Document - Document upload
- Reject - Action Button
- Cancel - Action Button
On Reject,
- The pop-up window is closed, toast reject message is displayed.
- The work order page is refreshed. No actions are enabled for the rejected work order.
- The work order creator is informed about the rejection of the work order through SMS notification.
- Workflow state changes as given below.

3. On cancel, a toast cancel message is displayed on the view work order page.

Toast Success Message:

Work order has been rejected successfully.

Failure Message:

Rejection of work order is failed.

Toast Cancel Message:

Action has been cancelled.

Notifications

SMS to the creator’s mobile

Work order <work order no.> for the project <project name> of the location <location> has been rejected by <username+designation>. For more detail please login to MUKTASoft to view the work order details.

User Interface

Acceptance Criteria

Muster Roll User Stories

Bill User Stories

Deployment

Bill Scheduler

Overview

This bill scheduler is a cronjob scheduler for calculating the supervision bill. It runs based on environment configuration. It triggers multiple APIs to generate the supervision bill.

Dependency

MDMS
User
Contract
Expense Calculator

Key Functionalities

It creates supervision bills based on ACTIVE contracts using expense-calculate service /v1/_calculate API.

Code

Bill Scheduler

Configuration

Create a role in ACCESSCONTROL-ROLES/roles.json MDMS like this.
Create a SYSTEM user with BILL_CREATOR and SYSTEM roles. Find the curl below.
The same username will be used to generate bills BILL_GEN_CRONJOB, it’s defined in the environment config.
Cron job duration will be configured using environment variables from here.

curl --location 'http://localhost:8082/user/users/_createnovalidate' \
--header 'Content-Type: application/json' \
--data-raw '{
    "RequestInfo": {
        "api_id": "1",
        "ver": "1",
        "ts": null,
        "action": "create",
        "did": "",
        "key": "",
        "msg_id": "",
        "requester_id": "",
        "userInfo": {
            "userName": "BillCreator",
            "name": "BillCreator",
            "gender": "male",
            "mobileNumber": "9999999999",
            "active": true,
            "type": "EMPLOYEE",
            "tenantId": "{STATE_TANENT_ID}",
            "password": "eGov@123",
            "roles": [
                {
                    "code": "SUPERUSER",
                    "tenantId": "{STATE_TANENT_ID}"
                }
            ]
        }
    },
    "User": {
        "userName": "BILL_GEN_CRONJOB",
        "name": "Bill Generator",
        "gender": "male",
        "mobileNumber": "0000000000",
        "active": true,
        "type": "SYSTEM",
        "tenantId": "{STATE_TANENT_ID}",
        "password": "eGov@123",
        "roles": [
            {
                "code": "SYSTEM",
                "tenantId": "{STATE_TANENT_ID}"
            },
            {
                "code": "BILL_CREATOR",
                "name": "BILL_CREATOR",
                "tenantId": "{STATE_TANENT_ID}"
            }
        ]
    }
}'

Deployment

Helm Charts

Update schedular

You can update the configuration of scheduler in two ways

Add the config in the DevOps environment file, and restart the service it will trigger the scheduler based on the updated environment configuration, and restart the expense-cronjob service.

expense-cronjob:
  cron:
    schedule: "*/1 * * * *"
    suspend: "false"

Using commands Change schedule - kubectl patch cronjobs expense-cronjob -p '{"spec" : {"schedule": "*/10 * * * *" }}'
Pause cron job -
kubectl patch cronjobs expense-cronjob -p '{"spec" : {"suspend" : true }}' Resume cron job -
kubectl patch cronjobs expense-cronjob -p '{"spec" : {"suspend" : false}}' Create new cronjob scheduler - kubectl create job --from=cronjob/expense-cronjob expense-cronjob

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.

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

Acronyms

Expanded Form

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.

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

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

Notification

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.

Search Result

On search, the result is shown as given below.

Mockups

3.4.3 View Finalised Worklist

Attribute

Mockups

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

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.

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

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

3.5.3 Search Estimate

Search Criteria

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.

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

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

Actions

Mockups

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

Notification

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

Notification

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

Notification

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

Notification

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

Notification

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

Notification

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

Notification

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

Notification

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

Notification

3.5.7 Role Action Mapping

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.

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

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

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

Mockups

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

Notification

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

Notification

Edit WO

On Edit, the Work Order is edited to make the then save changes during the workflow.

Attributes

Not applicable

Mockups

Notification

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

Notification

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

Notification

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

Notification

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

Notification

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

Notification

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

Notification

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

Search Result

On search, the result is shown as given below.

Mockups

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

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

Mockups

Notification

3.6.8 Role Action Mapping

3.7 SHG Organization Portal

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.

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

Mockups

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

Notification

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

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

Notification

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

Notification

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

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

Notification

Not applicable

3.7.7 Search/View Closure Request

3.7.8 Edit Closure Request

3.7.9 Role Action Mapping

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.

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

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

Notification

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

Notification

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

Notification

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

Notification

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

Notification

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

Notification

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

Notification

3.8.3 Search Bill

Search Work Bill will enable the user to search for a WO and then view the details.

Search Criteria

Search Result

On search, the result is shown as given below.

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

3.6.5 Role Action Mapping

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

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

Notification

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

Notification

Edit Work Closure

On Edit, the Work Order is edited to make the then save changes during the workflow.

Attributes

Not applicable

Mockups

Notification

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

Notification

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

Notification

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

Notification

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

Notification

3.9.2 Role Action Mapping

3.10 PDF Downloads

3.10.1 Finalised Worklist

3.10.2 Estimate PDF

3.10.3 Work Order PDF

SHG as IA

SHG as IP

3.10.4 Wage Seeker’s Register

3.10.5 Muster Roll

3.10.6 Work Bill

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.

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

Mockups

Role Action Mapping

4.3 Suppliers/ Vendors Master

4.3.1 Create Vendor

Attributes

Mockups

Notification

Role Action Mapping

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.

MuktaSoft (v1.0)

Overview

Approach

Important Links

Specifications

User Persona

User Persona 1: Assistant Engineer

User Persona 2: Municipal Engineer

User Persona 3: Executive Officer

User Persona 4: President, Self-help Group

Functional Requirements

User Stories

User Creation & Role Mapping

Scope

Actors

Details

Validations

Configurations

Actions

Login

Forgot Password

Notifications

User Interface

Acceptance Criteria

Employee Login

Scope

Actors

Details

Attributes

Validations

Configurations

Actions

Login

Forgot Password?

Notifications

User Interface

Acceptance Criteria

Employee Home Page

Scope

Actors

Details

Attributes

Header

Left Side Menu Tree

Employee Cards

Footer

Validations

Configurations

Actions

Notifications

User Interface

Acceptance Criteria

Project User Stories

Create Project

Context

Scope

Actors

Details

Attributes

Validations

Configurations

Attachments

Workflow

Actions

Notifications

User Interface

Acceptance Criteria

Search Project

Scope

Actors

Details

Search Criteria

Search Result

Validations

Actions

Notifications

User Interface

Acceptance Criteria

View Project Details

Scope