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GOVERNMENT ORDER

DEPARTMENT 9F PERSONNEL

1. Project Name: state Portal. Electro4ic Forms and stab Service Deliverv Gateway(sspG)

1.1 lntroduction

The State Portal and State Service Delivery Gateway project has been formulaled under theNational e- Governance Plan (NeGP) by Department of Electronics and InformationTechnology (DeitY), Gol and is being implemented by Department of Governance Reforms,Punjab. The State Portal project aims to fulfil the vision of providing easy and convenientservices to the citizens via remote access using sewa Kendra (sK) and enabling the statePortal (by implementing the key components of the State Portal viz. State Service DeliveryGateway, Electronic Forms, Application and computing lnfrastructure). sewa Kendras (sK)are being established under Unified Service Delivery Centers project of Government ofPunjab.

1.2 Services offered bv the Department of Personnel and concerned actors coveredunder SSDG Proiect

1.3 Purpose of the Government Order

.The purpose of this Government Order is to facilitate the application of the above mentioned

services by the Citizen having internet connectivity directly through State Portal or by the

Sewa Kendra/SUWIDHA Operator or by any other Government authorized Operator through

the State Portal on behalf of the citizen. Further, the purpose of this Government Order. is

also to ensure that the processing/acceptance/rejection of this service request by theDepartment Use(s) is according to the instructions and guidelines as described in thefollowing sections of Government order. The important components viz. the application ofservice by Citizen on the State Portal and the processing of this application by DepartmentUser in the departmental application like E-district, for each service are listed berow:

2. Service Application and Delivery

2.1 Process for registerinq of seryice request :

This service can be applied through State Portal by any citizen with Internet connectivity orthe citizen can visit the Sewa Kendras or suwlDHA Centres or any other arrangementmade by Government.

2.1.1 Reqisterinq of service request on State Portal direcily bv the Citizen

The systematic procedure for Citizen to apply directly through State Portal will be as follows:

1 . lf the citizen is using the State Portal for the first time.

i. He/she will have to first register on the State Portal, In order to register, the Citizen will

fill all requisite details in the Registration Form.

ii. On successful registration, the login credentials i.e. User lD and Password and the

Registration Number shall be displayed on the screen and also sent via email and vra

SMS to the respective Email lD and Mobile Number provided by Citizen in the

registration form.

12

2. cilizen will login into the state portal using his/her user lD and password.

3. lf the Citizen has previously registered on the State Portal, he can direcfly tog in the statePortal using his/her User lD and password.

4. Citizen will select the Fresh Applicaticin link and select the desired service from the tist ofservices under'Department of personnel".

5. citizen can either fill the Service Application form Online or download the Offline form onhis/her personal machine (PC/Laptop) and submit the form later when he/she desires.

Procedure for Online Form

6 Citizen will select the Submit Online option and fill the online application form, aftach thescanned copies of supporting documents and select the concerned processing area.

T Citizen will pay the specified amount of fees electronically either by Credit Card/Cashcard/Debit card or.by any other erectronic payment method impremented by the state.

Procedure for Offline Form

8' Citizen can choose the option of the Offline form and download and save the E-form onhis/her machine (pC/Laptop).

9' Citizen can fill the form partially and save the partiatly filled form on his pC and choose tofill the remaining details later.

1O.After filling the form completely, the Citizen will log in to the State portal using his togincredentials i.e. user Name and password and then upload the offline form and thescanned copies ofthe mandatory documents.

11 The offline form will be accepted by the State Portal only if all mandatory fields are filledand all mandatory documents are attached. An error message will be displayed if any ofthe mandatory fields and/or any ofthe mandatory documents are not attacheo.

12.The Citizen will upload the form again after filling all the missing mandatory fields andattaching all the missing mandatory documents as mentioned in the error message.

l3.Citizen will pay the specified amount of fees electronically either by Credit Card/Cashcard/Debit card or by any other electronic payment method implemented by the State.

14.After submitting the application, Citizen will receive acknowledgement receipt containingthe unigue application lD and estimated time of completion.

15.The unique application lD is used by the Citizen for tracking his/her application status.16.After successful application submission by Citizen, the application will be routed to the

concerned department officials' (refer table 1.2) inbox as per the Application Processing

office selected by citizen in the form.

The systematic procedure for applying at sewa Kendras/SUWtDHA centre will befollows:

1. The Citizen will submit his/her request for sanctioning of the desired service to the

Authorized SEWA KENDRAS/SUWIDHA operator.

Gitizen

-"t-

2. The citizen will have to prove his identity to the Authorized SEWA KENDRAS/

SUWIDHA operator using any government issued lD proof.

3. The Authorized SEWA KENDRAS/SUWIDHA Operator will log into State Portat using

his/her Login lD and Password and/oiany other secure authentication.

4. The Authorized SEWA KENDMS/SUWIDHA Operator will select the Fresh Application

link and select the desired service from the list of serviees under "Deoartment of

Personnel".

5. The Authorized SEWA KENDRAS/SUWIDHA Operator will select the Submit Ontine

option and the operator will fill the online application form and scan and attach the

supporting documents.

6. The citizen will pay the specified amount of fees manually either by cash or' electronically by credit card/cash card/Debil card or by any other payment method

implemented by the State.

7. After submitting the application, the acknowledgement receipt will be displayed on the

' screen containing the Unique Application lD and estimated time of completion of the

service request.

I' The Authorized SEWA KENDRAS/ SUWIDHA Operator will print the acknowledgement

receipt and will provide it to citizen. The unique application lD is used by the Citizen for

tracking his/her application status.

9. After successful application submission, the application will be routed to the concerned

department ofiicials' (ref table 1 .2) inbox as per the Application Processing office

selected by the citizen in the form.

2.2 Process of sanctioninq of service bv the concerned department official afterapplication form is submitted bv citizen or bv sEWA KENDRAS/suWDHA operatoror anv other Government Authorized Operator on the State portal:

After successful submission of application by citizen or by sEWA KENDRAs/suwlDHAOperator, the application is routed to the back-end applications for processing.

1. In case back-end processing of the Application form is done manuallv:

i. The concerned department official (as per table 1.2) will login into the State Portal with the

department login credentials.

ii. He/She will access the Group inbox of the department which is specific to one or more

services.

iii. He/She will view the list of service requests which are submitted by the Citizen directly or

through the SEWA KENDRAS/SUWIDHA Operator. The initial status of the e-Forms is

Submitted.

iv. He/She will assign Application form to him/herself or to his/her clerk or any other

department official.

v. The concerned departmental official can assign the e-Forms to On-hold status in case of

any discrepancies in the e-Form application or supporting documents.

"r14^r,

vi. Tne Department officiar to whom the e-Form is assigned, he/she wiil downroad and printthe e-Form and forward the printed apprication on fire to the concerned officiar forprocessing.

vii. Afier internar processing wiil be done and decision wiil be taken to approve or reject theapprication, Apprication status is changed to approved or rejected. rt wiil be mandatory toenter reason while changing status to rejected.

viii. lf Approved, sanction retter/output certificate is prepared and citizen receives anotification sent via emair and via sMS on the respective Emair rD and Mobile Numberprovided by citizen' The sanction letter/output certificate contains the following details:. Unique Application lD

, . Service Name

. Department Name

o Estimated time of Completion of the service request(No. of Days). Applicant's Name

ix lf Rejected, citizen wirr receive a reason for rejection (to be entered by the concernedofficial).

2 In case back-end processing is done erectronicafiv using back-end application rike E-District or any other departmental application.i once citizen submits the apprication form, the form is routed to the concerned departmentofficial's inbox as selected by the citizen in the form.ii' Further processing wiil be according to the workflow defined by the Department in thebackend application/e-District.

iii' The Digitally signed output created by this backend application wiil be etectronicallytransferred by the application to the login of the citrzen or to the login of the SUWIDHAcoordination cell or to the login of sewa Kendras, if the citizen has opted for online Delivervor Delivery by post or Delivery at Sewa Kendras respectively.

2.3 Deliverv Process

2.3.1. ln case backend is automated

1 lf the citizen has opted for onrine Derivery, then the digitaily signed output created bythe backend application will be electronically transferred to the login of the Citizen.

2 lf the citizen has opted for Derivery by post, then the digitaily signed output created bythe backend apprication wiil be erectronicaily transferred to rogin of the sUWTDHAcoordination cell and the suwtDHA coordination cell will download the daity receivedoutput certificates from his Log tn lD and wiil dury sign, stamp and mair it to the addressof the citizen.

Vt-I

lf the citizen has opted for Delivery at suwidha center or sewa Kendras.or any otherGovernment authorized front end delivery center, then the digitally signed output createdby the backend application will be electronically transferred to the login of the iespective'Government authorized front end deiivery center. The authorized operator at therespective center will duly sign, stamp and handover the output certificate/sanction tetterto the cilizen afler validating the lD proof of the cftizen.

1. lf the citizen has opted for detivery by post, then sanction retter/output certificate isprepared and sent to the SUWIDHA Coordination Cell. Further, the authorized ooeratorat the suwlDHA coordination cell duly signs, stamps and mails the sanctionletter/Output Certificate to the address of citizen. The SUWIDHA coordination Cell willenter the Dispatch no. of the corresponding output certificate in the apprication anddispatch register for recoros.

lf the citizen has opted for Derivery at suwidha center or sewa Kendras or any otherGovernment authorized front end delivery center, then the sanction letter/outoutCertificate is prepared and sent to the respective Government authorized front enddelivery center. The authorized operator at the respective center wiil dury sign, stampand handover the output certificate/sanction letter to the citizen after validating the lDproof of the citizen.

2.4 MIS Report

l" -^-- --From <6m;Tt<Dare><Districs> -

'l

2.

2.3.2- ln eaee back end ie done manuallv:

S. NoState/ District /

MC

Total no. ofapplications

received

I lNo.ofNo. of I Uo. ot I appticatio

appllcations I applications I ns issuedpending I delayed I on time

2Amritsar lc

The above report would be available for all MCs, Districts or at State Level depending on theselection by the department user. lt would give the count onry. By cricking on the count theexpanded rist wourd be generated which can be exported to Excer, printed etc.

2.5 Supportinq Documentg

The Citizen or'SEWA KENDRAS/SUWIDHA operator or any other Government authorizedoperator on behalf of citizen has to attach the scanned self-attested copy of the followingdocuments along with his service request.

v

z.

J.

Copy of the Electoral Photoldentity Card ie. Voter Card /Aaadhar Card / DrivingLicense / Passport

Self-declaration byParents/Guardians _

Copy of Verification

Whether illandatory,Optional?

Mandatory

Remarks

Any of these 4 documents tobe produced.

Format as per Attachment at,B'.

Format as per Attachment at'c'.

4.

Certificate from Sarpanch iPatwari / MunicipalCouncillor

Copy of Birth Certificate Mandatory To be attached only ifResidence Certificate is to beissued on the basis of BirthCertificate.

Note: (i) thc Application Form is to be as pcr format at Attachmcnt'A'.(ii)'l'he Self-declaration by the parentVguardian is to be as pcr format at Attachmcnt'B'.(iii)Vcrification Ccrtificatc by Sarpanch/Nambardarllri{unicipal Councillor is to bc as pcrformat at Attgchment 3C'.

2.6) Output ofthe Residcnce Certificate:

Oulput of thc Rcsidence Certificate for the three categorics ofRcsidcncc Ccrtifioatcs is to bc

as follows:

(t For Rcsidencc Certifical€ to be issued on the basis of thc fact that thc citizcn has bccn

rcsiding for a minimum of 5 years in thc State of Punjab as pcr format a1 Attachmcnt,l)'.

(ii) l.'or Rcsidcncc Ccrtificatc to bc issued on the lasis ofthc lact that thc ciliz.cn was bom in

thc Statc of Punjab- as per format at Attachmcnt 'Irl'.(iii) Iror Rcsidcncc Ccrtificate to bc issucd on thc basis of thc fact that thc citizcn holds

immovcable property in the State of Punjab'- as pcr format at Attachmcnt '1".

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,A'To

The Tchsildar

Subject: - Issuancc of Residence Certificate-rcgarding.

Sir.

It is requested that

I/my son/my daughter----- **-____(Name)son/daughter of Sh./Smt.

am/is a rcsidcnt of Viltage/Ivlohaila/CityAilard No.

ullAdd rcss)(a) I/hc/she havc been/has bccn living at Village/Mohalla/City/Ward No.___

Address)for the last years.

Or/And(b) I/my parents have --------- _---_--____,acrcs of immovable

propcrty

the State of Punjab.

OrlAnd

(c) That l/my son/daughter was born in-------------_

village/city of the state of punjab. A copy of the Birth ccrtificate is

attached herewith.

It is requested that Vmy son/daughte amc)Son/daughter o atherts Name)may bc issued Rcsidcnce ccrtificatc of the statc of punjab on thc basis of (a)/(b)/(c)mcntioned abovc.

Applicant's Signaturc----Date :

Place : Father's NamcAddrcss

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CHIIUEI-___uif6-t-a-6-3r 3.r 6ry-----

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oBt

Self-declaration regardins Residence Certificate

ame),

ull Address),residcnt of

(t)

(2)

1

am father/mother/guardian of ShJSmt/Ms

and declare as under :-

That I am a Citizen of India.

Neither the declarant nor the child/ward ofthe declarant have avaited

ofthe benefit ofresidence certificate in anv other State.

Signatu

Date:

Place :

Name of the declarant

Full Add

Verification

Verified that the contents of the above declaration are true and correctto the best of my knowledge and belief and nothing has been concealed therein. Iam aware of the fact that if the information provided by me is proved to be false, Iwill -bc liabic for punishment prescribed under law.

Date:

Place :

Signature----

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oH=rruiI----f,r$: rrd€.6ft gr Fq{-----E[tr6 : rfa€rif Eircftf gr FrH-----

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,C'Verification Rgeardins Residence Certificate

Datc :

Placc :

Patwari's Report

I have

which hc/she has

resident of------------- --Viilage/lVtohalla/CityAilard No-

/his/her father/mother is personally known to me. He/she/his/her father/mother is a

permanent resident of this place and has/bave been living at the above-mentioned

'placc for years.

I t is recommended

may be issued to Sh/Sm

that Residence Certificate of the State of Punjab

Signatu re(Na m barda r/Sa rpanch/1VI.C.)-

read the verification done by the Nambardar/Sarpanch/lVI.C., in

recommended issuance of Residence Certificate of the State of

son/daughter of sh/smt-- ---(Father's/iilother's name).

Punjab in the name Sh./Smt/Miss --(Name)son/daughtcr of Sh/smt -----(Name of mother/father) and

I agrec/donrt agree with the facts mentioned in the verification (in case the Patwaridoes not agree, with the verification of the Nambarder/Sarpanch/lVl.c, a detailed

report be given by the Patwari).

As per the

Or

Revenue record, the applicanUhis/her parents hold

movablc property of

Village/City in the State of Punjab.

Signature----

Date:

Place :

Patwari's Name---------

tm

tn-

It is certified that Sh./Smt/Ms----------------

son/daughter of Sh./Sm

"n'-

Name of the Patwar Circle---------

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oDt

Office of Tehsilda

Residence Certificate

Certified that Sh/S

Slol tlloltd/o

resident o ,TehsiF-.----------------:Districthas bcen resident in the State of punjab for at least five years.

No,

Date:

Tehsildar

7

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Office of Tehsildar

Residence Certificate

S/o/ D/oAil/o

,Tehsil----------*--District------------------r

Tehsildar

Certified that Sh/SmUMiss----------

residenl oI

was born in the State ofPunjab as per Birth Certificate.

No.

Date :

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f:

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Y

No.

Date :

oFt

Office of Tehsilda

Residence Certificate

S/o/ D/o/Wo Sh

resident of------

Certifi ed that Sh/Smt/Ms--------*--

holds immovable property in the State of punjab.

Tehsildar

Y