by anurag agrawal - varanasinnvns.org/data/dpr/nnvns revised dpr e-governance.pdf · detailed...

Prepared by Anurag Agrawal, ASC, Lucknow

Detailed Project Report –e-Governance Version- 2.1 (Nagar Nigam-Varanasi)

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BY AANNUURRAAGG AAGGRRAAWWAALL

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Table of Contents 2 1. GLOSSARY OF TERMS 7 2. INTRODUCTIONS 8 3. JNNURM INITIATVIES 9

3.1. Objective of E-governance 9 3.1.1. e-Governance envisages to 9 3.1.2. Need of e-Governance 9 3.1.3. Environmental requirements for e-Governance 10 3.1.4. Applicability of Policy 11 3.1.5. Automatic processes 11 3.1.6. e-Governance in Municipalities is expected to: 12 3.1.7. Thus for the ULBs/Corporation, the NMMP would: 13 3.1.8. For the Citizens, the NMMP would: 13

4. PROJECT OVERVIEW 14 4.1. Goals 14 4.2. Benefits 14 4.3. Objectives 15 4.4. Scope of DPR 15 4.5. Acknowledgements 16

5. DPR METHODOLOGY 17 6. ABOUT NAGAR NIGAM, VARNASI 18

6.1. Organization Structure 20 6.2. Administrative Wards 21 6.3. Functional Location 22 6.4. Financial 22

6.4.1. Revenue Sources 22 6.4.2. Expenditure Heads 23

6.6. Services provided by NNVNS 24 7. IT INTITIATIVES 25

7.1. Summary of current IT Initiatives 25 7.2. Software 25 7.3. Hardware 26 7.4 Software Licenses 27

8. GENERAL OVERVIEW OF JNNURM E-GOVERNANCE INITIATIVE

28

8.1 Services Delivery Channels 28 8.2 Software Components 28 8.3 IT Infrastructure & Communications 29 8.4 Security 30

9. DETAILED REQUIREMENTS OF E-GOVERNANCE 32 9.1 Complaint/Request Management 32



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9.1.1. Workflow 32 9.1.2. Limitations and Constraints 33 9.1.3. BPR 34 9.1.4. Proposed Workflow 34 9.1.5. Integration with Other Systems 35

9.2 Health Services 36 9.2.1. Birth and Death Certification 36

9.2.1.1. Workflow 36 9.2.1.1.1. Application within 21 days 36 9.2.1.1.2. Application after 21 days 37 9.2.1.1.3. For Duplicate Copy 38

9.2.1.2. Limitations/Constraints 39 9.2.1.3. Proposed Work Flow 40 9.2.1.4. BPR 41 9.2.1.5. Integration with Other System 41

9.2.2. Solid Waste Management 42 9.2.2.1. Workflow 43 9.2.2.2. Limitations and Constraints 43 9.2.2.3. BPR 44 9.2.2.4. Proposed Workflow 45 9.2.2.5. Integration with Other Systems 46

9.2.3. Public Health 47 9.2.3.1. Workflow 47 9.2.3.2. Limitations and Constraints 48 9.2.3.3. BPR 48 9.2.3.4. Proposed Workflow 49 9.2.3.5. Integration with Other Systems 50

9.3. Accrual Based Double Entry Accounting System 52 9.3.1. Workflow 52 9.3.2. Limitations and Constraints 52 9.3.3. Proposed Workflow 53 9.3.4. BPR 55 9.3.5. Integration with Other Systems 55

9.4. Audit 56 9.4.1. Workflow 56 9.4.2. Limitations and Constraints 58 9.4.3. Proposed Workflow 58 9.4.4. BPR 58 9.4.5. Integration with Other Systems 58

9.5. Licensing 59 9.5.1. Workflow 59 9.5.2. Limitations and Constraints 59 9.5.3. Proposed Workflow 60



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9.5.4. BPR 61 9.5.5. Integration with Other Systems 61

9.6. Property Tax 62 9.6.1. Workflow 62 9.6.2. Limitations and Constraints 63 9.6.3. Proposed Workflow 64 9.6.4. BPR 66 9.6.5. Integration with Other Systems 67

9.7. Project Management System 68 9.7.1. Workflow 68 9.7.2. Limitations and Constraints 69 9.7.3. Proposed Workflow 69 9.7.4. BPR 71 9.7.5. Integration with Other Systems 71

9.8. Estate Management 72 9.8.1. Workflow 72 9.8.2. Limitations and Constraints 73 9.8.3. Proposed Workflow 73 9.8.4. BPR 73 9.8.5. Integration with Other Systems 74

9.9. Personnel Information System including PR, Pension and PF

75

9.9.1. Workflow 75 9.9.2. Limitations and Constraints 76 9.9.3. Proposed Workflow 76 9.9.4. BPR 79 9.9.5 Integration with Other Systems 79

9.10. Material and Inventory Management (Stores) 80 9.10.1. Workflow 80 9.10.2. Limitations and Constraints 82 9.10.3 Proposed Workflow 83 9.10.4 BPR 84 9.10.5 Integration with Other Systems 85

9.11. E- Procurement 86 9.11.1. Workflow of AS IS Process 86 9.11.2. Limitations and Constraints 87 9.11.3. Proposed Workflow 87 9.11.4. BPR 88 9.11.5. Integration with Other Systems 88

9.12. General Administration and Municipal Secretariat 89 9.12.1. Workflow 90 9.12.2. Limitations and Constraints 90 9.12.3. Proposed Workflow 91 9.12.4. BPR 92



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9.12.5. Integration with Other Systems 92 9.13. Legal Tracking System 93 9.13.1. Workflow 93 9.13.2. Limitations and Constraints 94 9.13.3. Proposed Workflow 94 9.14.4. BPR 95 9.13.5. Integration with Other Systems 95

9.14. Municipal Payment System 96 9.14.1. Workflow 97 9.14.2. Limitations and Constraints 97 9.14.3. Proposed Workflow 99 9.14.4. BPR 99 9.14.5. Integration with Other Systems 100

9.15. Web Portal 101 9.16. Municipal GIS 103

9.16.1. Proposed Workflow 103 9.16.2. BPR 104 9.16.3. Integration with Other Systems 105

10. BUSINESS PROCESS REENGINEERING PROPOSED FOR E- GOVERNANCE

107

10.1. General BPR 107 10.2. Specific BPR for Departments 109

11. PROPOSED MUNICIPAL E-GOVERNANCE SOLUTION 111 11.1. Overview of System 111 11.2. Software Modules 112

11.2.1. Software Applications and Customized Modules 113 11.2.2. Scalability of the System 113 11.2.3. Integration and Compatibility within modules 114 11.2.4 Data Migration 114

11.4. ICT Infrastructure 114 11.5. Implementation Model: Public Private Partnership 115

12. IMPLEMENTATION TIMEFRAME 118 12.1. Immediate implementation requirement 121 12.2. Roadmap 121

13. E-GOVERNANCE CHALLENGES 122 13.1. Capacity Building for e-Governance 122

13.1.1. Capacity Building for Employees 122 13.1.2. Institutional Strengthening 123 13.1.3. Capacity Building for IT Infrastructure 124 13.1.4. Capacity Building for Private Partners 124 13.1.5. Capacity Building for Citizen 124 13.1.6. Warranty and Annual Maintenance 125 13.1.7. Onsite Post Implementation Team Manpower 126 13.2. Change Management 130



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14. BENEFITS OFFERED BY PROPOSED SOLUTION 132 14.1. Benefits to Stakeholders 132

14.1.1. Citizen 132 14.1.2. Employees, NNVNS and Government 134 14.2. Key Measures against Objectives and Outcomes 136 14.3. Service Level Improvement 138

15. FINANCIAL ESTIMATE FOR E-GOVERNANCE INITIATIVE

142

15.1. Capital Expenditure (CapEx) 142 15.1.1. Summary of Capital Expenditure (CapEx) 142

15.1.1.1. Integrated e-Governance System 142 15.1.1.2. IT Infrastructure – Hardware 143 15.1.1.3. IT Infrastructure- Software 144

15.2. Operational Expenditure (OpEx) 145

15.2.1. Summary of Operational Expenditure 145 15.2.1.1. Application Software 145 15.2.1.2. IT Infrastructure – Hardware 146 15.2.1.3. IT Infrastructure- Software 147 15.2.1.4. Onsite Manpower for handholding to Users 147

15.3. Year wise CAPEX-OPEX Distribution (In Lacs) 148 15.4. Finance Pattern 150

16. ANNEXURE 1- EVALUATION AND GRADING OF CURRENT IT SYSTEM

151

17. ANNEXURE 2 – SPECIFICATIONS OF PROPOSED HARDWARES FOR E-GOVERNANCE

154

17.1. Database / Application Server (1CPU / 2 CPU) 154 17.2. 17.2. External Storage 154 17.3. 17.3. Giga Switch 155 17.4. 17.4. Routers 156 17.5. 17.5. Firewall 157 17.6. 17.6. Manageable Switch 158 17.7. 17.7. Desktops 159



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1. GLOSSARY OF TERMS

Abbreviation

Description

ASC Application Software Consultants

BPR Business Process Re-engineering

CAFO Chief Accounts and Finance Officer

CAG Comptroller and Auditor General

CFC Citizen Facilitation Center

DPR Detailed Project Report

DR Disaster Recovery

FRS Functional Requirement Specification

GIS Geographical Information System

GPS Global Positioning System

ICT Information and communication technology

IITK Indian Institute of Technology, Kanpur

JNNURM Jawaharlal Nehru National Urban Renewal Mission

LAN Local Area Network

MIS Management Information System

NSA Nagar Swasthya Adhikari (City Health Officer)

NMMP National Mission Mode Projects

NNVNS Nagar Nigam, Varanasi

PWD Public Works Department

RBD Registration of Birth and Death

RISC Reduced Instruction Set Computing

RTI Right to Information

RDBMS Relational Database Management System \

SAN Storage Area Network

SDD Software Design Document

SOA Service Oriented Architecture

SRS System Requirements Specification

SWM Solid Waste Management

ULB Urban Local Bodies

WAN Wide Area Network

Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)

- 8 - Prepared by Anurag Agrawal, ASC, Lucknow

2. INTRODUCTION The Jawaharlal Nehru National Urban Renewal Mission (JNNURM) was launched by

the Honorable Prime Minister of India on December 3, 2005 with an aim of creating

economically productive, efficient, equitable and responsive cities in an integrated

framework with focus on economic and social infrastructure, basic services to urban

poor, urban sector reforms and strengthening of municipal governments and their

functioning. National Mission Mode Project (NMMP) on e-Governance in Municipalities

envisages covering Urban Local Bodies (ULBs) in 35 mission cities identified.

JNNURM includes introduction of a system of E-governance under mandatory reforms of

Urban Local Bodies (ULB). ULB’s plays primary and important role in management of

cities. The ULB is the first interface between citizens and the government. Introduction of e-

Governance in municipalities will assist in:

Improving quality of service - by reducing the number of customer visits, reducing

time required to request and for provision of services, reducing fees and enhancing

existing revenues, and others.

Improving efficiency and transparency through streamlined processes & information

management system – by improving service delivery mechanism and reducing cost

of processing transactions, etc.

ICT is required for managing complex manual municipal functions and provide quality

services to both citizens and government. This calls for implementing e-governance

solutions for G2C (Government to Citizen), G2G (Government to Government) and G2B

(Government to Business) services.

Effective use of IT applications and information assimilation using GIS and MIS for various

services are proposed under e-Governance system.



3. JNNURM INTITIATIVES

3.1. Objectives of e-Governance

“e-Governance in Municipalities” aims at providing quick, efficient and transparent services to citizens at affordable cost to realize the basic needs of the common man, strong leadership in government and awareness amongst the citizens, technology advancements and urge for change are the major drivers of e-Governance initiatives across the nation.

3.1.1. e-Governance envisages to Improve the quality, accessibility and effectiveness of government services for citizens and

businesses.

Speed up processes and improve internal efficiency to provide more efficient delivery of

public services.

Make processes more accountable and transparent.

Encourage citizen participation in decision-making through effective use of ICT.

Reduce costs and increase revenue.

3.1.2. Need of e-Governance Based on the different analysis it has been felt that there is a need to institute and enable

mechanisms for Government to deliver services to improve the overall underlying processes and

achieving high service levels at across implementation of e-Governance would also

Empower citizens and municipalities

Make the processes more transparent

Simplify and automate the complex manual inefficient non-transparent, time consuming and

non-stakeholder friendly process in place.

Make the facilities or services available anywhere and anytime

Create facilities or concerned officers at municipalities for online validation verification and

authentication

Lessen the multiple visits to municipal offices by citizens

Decrease turn-around time increase the quality and efficiency and efficiency and

effectiveness of government services for citizens and businesses

Decrease the workload, cost incurred and time spent by management at municipalities



Deliver more with limited resources and make it easier for internal management of the

municipalities

Increase the confidentiality, integrity availability and security of the data

Integration with related departments for better accessibility and extraction of data

Availability of accurate and updated information in public domain

Make MIS reports available instantaneously

Last but not the least increase the faith of citizens

3.1.3. Environmental requirements for e-Governance There is also a need to have improvements from the over all environment. Environmental requirements

thus in generic terms can be categorized into Input, Process (Back office operations). Better

understanding. Various requirements needed as a part of overall environment has been identified as

below.

Input;

Availability of multiple delivery channels like KIOSK, Internet to supplement existing manual

interfaces and availability of facilities or service in 24X7 basis i.e. facilities should be made

Anywhere and anytime.

Availability of updated and required information and instructions through the website. For

example : Instructions for filling the application list of requisite proofs, list of concerned

authorities along with contact number and other required instructions to be made available

online to case the process for citizens and employees.

For accessing the secured software application system, identification and authentication using

unique user IDs and password should be provide at the registered institutes and municipalities

and citizens where ever required.

Facilities to submit identity online by citizens for submitting the application and required

documents online using appropriate technology like digital certificates etc to be enabled for each

of the identified service areas.

Integration with payment gateways of registered banks to be made available to citizens, kiosks

other facilitation centers for online payment of fees though EFT, credit card, debit card etc.

Process:

Access to users and delegation of powers in case of absence should be intelligently built in

software application.

Online data validation and verification mechanism should be inbuilt.



The associated software application should have internally built automated workflows for online

approval and escalation process.

Facilities for ‘Online filing and submission of application’.

Digitization of data implies punching in the data into the software application system and it

should be searchable.

Confidentiality, Integrity and Availability of data is of prime importance.

Output:

Facilities to submit identity online by authorized officer (s) in charge.

Online Print facilities to be made available to the citizens and the concerned authorities for

obtaining duplicate copies of the certificates.

Online Status for the services at all stages of the process

Others: ‘Search’ facility based on one or combination of more than one parameter be made available to

the citizens and concerned authorities to ease the process for querying for required certificate.

For example: Search based on House ID, Mohalla or Bill No. in Property Tax Module.

Generation of accurate and timely MIS.

Integration of inter-department to be facilitated for easy exchange of information and accurate

data available with minimum time and cost.

3.1.4. Applicability of Policy The Policy will be applicable to all systems used for e-Governance. All new E-Government

infrastructure systems (including all inter-department and intra department systems) and Government

to public (including businesses) systems must conform to the Standards based on the Open Standards

Policy given in this document. Even for legacy systems, it must be ensured that data archival and

interface with other systems must conform to the Standards based on the Open Standards policy.

3.1.5. Automatic processes The goal was to automate work processes across all offices and departments, and create a paperless

office culture with seamless information flow. By creating a digital community, Municipalities aimed to

foster personal involvement in the municipal government and to provide citizens with easier access to

information through personal computers, kiosks, telephones, etc. The key areas of the Municipalities

are the property tax department; design a GIS based Property Tax System, water tax, sewer tax,

Double Entry, Complaint Management system, etc. It also wanted to set up a data centre for hosting



intranet applications; PC kiosks and web delivery channels for an Internet payment gateway; and offer

a direct debit facility to the public.

In addition to automating its operations, Municipalities wanted to make all this information available on

its website, rewrite business processes, and strengthen security policies and procedures. One objective of the project was to enable anytime, anywhere access to information. This would mean

making information services available to citizens round the clock, and encouraging the use of non-

proprietary software platforms for application development and the operating system.

A key requirement was to design the network and security architecture, and identify the hardware

requirements. Appropriate standards and policies had to be put in place to ensure the efficient running

of IT infrastructure and the corporation's web portal.

Municipalities will serve as a retainer and implement the project in a phased manner. The scope of the

work also includes the identification and recommendation of possible strategic partners and sources for

specific project components. Municipalities will see significant performance improvement once the

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3.1.6. e-Governance in Municipalities is expected to:

Focus on clearly identified list of citizen services that would be covered with clearly laid

down service levels and outcomes that would be achieved.

Improve efficiency and effectiveness in interaction between local-government and its

citizens and other stakeholders (i.e. Non-governmental organizations (NGOs),

community based organizations (CBOs), residents welfare associations (RWAs), private

sector, etc);

Improve quality of internal local-government operations to support and stimulate good

governance;

Bring about transparency and accountability in the governance of urban local bodies;

Enhance interface between urban local bodies and citizens; and

Help improve delivery of services to citizens.



3.1.7. Thus for the ULBs/Corporation, the NMMP would:

Bring about improvements in efficiency and effectiveness of business

processes/functions of the ULBs/Corporation

Institute a mechanism of result based monitoring and evaluation

Ensure economy (cost efficiency) in the design and implementation of the project

Improve the system for decision making with respect to planning and delivery of

municipal services to the citizen and with in.

Ensure effective project management to track progress.

3.1.8. For the Citizens, the NMMP would:

Significantly improve the Quality of Service provided by the Corporation Transparent,

effective and efficient service delivery to the Citizen.

Provide more service delivery channels for hassle free service for Citizen.

Define service level for timely delivery of services to the Citizen.



4. PROJECT OVERVIEW Based on the project background details, the DPR shall define goals & objectives of the

project. Examples are provided in this section for easy understanding and reference purposes.

4.1. Goals Goals are high order objectives/long term outcomes that the project shall contribute. The

general practices of the project are guided by goals. It is critical to set realistic and relevant

goal(s) for the project as it helps to:

Plan an approach for implementing the project

Provide a systematic way for evaluating performance

Ensure greater buy-in through most of the organization

Ensure that results obtained are not erratic in nature

For example: Ensure satisfied citizens and government by developing a hassle free and

transparent e-governance solution enabling increased levels of service delivery to citizens.

4.2. Benefits The JNNURM guidelines have laid down the outcomes that are desired as part of the National

Mission Mode Project for e-Governance in Municipalities. The service levels are desired to

ensure efficiency, transparency and reliability of such services at affordable costs to realize the

basic needs of common citizens. The impact of successfully achieving this vision would be a

more satisfied citizen/ business/ government. Thus, each goal should state the impact in terms

of:

Benefits to Citizens / Community

Benefits to Government

Benefits to Business

General/ Mutual benefits



4.3. Objectives Identify SMART Objectives: Objectives are the specific and immediate outcomes of the

project. S.M.A.R.T refers to the acronym that describes the key characteristics of meaningful

objectives, which are Specific, Measurable, Achievable, Realistic and Time Bound.

Specific (concrete, detailed, well defined): Specific means that the objective is concrete,

detailed, focused and well defined. Objectives must be straight-forward and emphasize

action and the required outcome.

Measurable (numbers, quantity, etc.): If the objective is measurable, it means that the

measurement source is identified and we are able to track the actions as we progress

towards the objective. Measurement is the standard used for comparison.

Achievable (feasible, actionable): Objectives need to be achievable because if the

objective is too far in the future, it will be difficult to remain motivated and strive to attain

it.

Realistic (considering resources): The achievement of an objective requires various

resources, such as, skills, money, equipment, etc. Realistic means that all such

essential resources are available or possible to arrange.

Time-Bound (a defined time line): Time-bound means setting deadlines for the

achievement of the objective. Deadlines need to be both achievable and realistic.

4.4. Scope of DPR The scope of this Detailed Project Report (DPR) is to detail the requirements of NNVS for

effective implementation of e-Governance solutions for:

Service delivery mechanism

Improving Internal operations,

Achieve better information management and transparency,

To enhance citizen interface, and

Improving civic governance.



4.5. Acknowledgements We would like to express our special gratitude to Mr. Vijay Kant Dubey, Honorable

Municipal Commissioner, for the e-Governance initiatives undertaken by the Nagar Nigam,

Varanasi.

We would like to thank Mr. Sachidanand Singh, Additional Municipal Commissioner for support and coordination provided during study and preparation of DPR.

We would like to extend our gratitude to the following personnel of NNVNS for providing

required information and patiently explaining the functioning of various activities under their

departments and their participation during the study undertaken by us for the preparation of

this DPR:

Sr. No. Department Name

1. Property Tax / Park Mr. Sachchidanand Singh

2. Health and Sanitation Dr. S.K. Singh

3. Property and Advtg Mr. Yashwant Singh

4. Lighting Mr. Sachchidanand Singh

5. Licenses Mr. Yashwant Singh

6. Legal Mr. Yashwant Singh

7. GAD Mr. K.S. Pandey

8. Udhyan Mr. K.S. Pandey

9. Accounts Mr. M.L. Gupta

10. Audit Mr. Balendu Mishra

11. Transport Dr. B.K. Singh

12. Health Dr. S.K. Singh

13. PWD Mr. Jitendra Ken

14. PWD Mr. Jitendra Ken

15. Computer Cell Mr. Sandeep Srivastav



5. DPR METHODOLOGY

Sr. No Activity

Responsibility

1. DPR Kickoff Meeting

ASC + NNVNS

2. Query Distribution

ASC

3. Departmental Study

ASC

4. Requirement Analysis and response collection

ASC

5. Identification of Limitations and Resolutions

ASC

6. Identification of BPR Areas

ASC/NNVNS

7. System Architecture Design

ASC

8. Design and Sizing of IT Infrastructure

ASC

9. Preparation & Submission of Draft DPR

ASC

10. Review of Draft DPR

NNVNS

11. Preparation and Submission of Final DPR

ASC

12. Approval of DPR

NNVS/SLNA

13. Discussion on DPR

ASC+NNVNS

14. Preparation and Submission of Draft DPR

ASC

15. Review of New DPR Draft

NNVNS

15. Preparation and Submission of Final DPR

ASC

14. Approval of Final DPR

NNVNS

15. Approval of Final DPR

SLNA



6. ABOUT NAGAR NIGAM, VARNASI Nagar Nigam, Varanasi was established on 24th Jan’1959 under the act of Uttar Pradesh

Government i.e., Municipal Corporation Act of 1959 as a Nagar Mahapalika. In 1994 it was

converted in to Nagar Nigam under the U.P. Government act -2. Within its jurisdiction are

some of the most densely populated areas in the world. It also has the unique distinction of

providing civic services to rural and urban villages, resettlement colonies, etc.

The total 90 wards are under Varanasi Nagar Nigam. At present total area under NNVNS is

79.79 Sq. Km.

The Municipal Board was constituted for the first time in 1959 with Shri Kunj Bihari Gupta as

Mayor and Shri P.K. Kaul as the Municipal Commissioner. The total length of roads under

NNVNS is 1,170 K.M and it is graded as B1 city. Its total population was 10, 91,918 as of

census 2001 and is currently above 12 lakhs.

The following tables provides a summarized information on Varanasi and NNVNS

Sr. No. Description Quantity (Approximate)

1. Employees at NNVNS Salaried Contracted

3,638 1,404

2. Total Residential Buildings(After GIS Verification) 1,45,000

3. Total Non-residential buildings(After GIS Verification) 20,387

4. Total Births Registrations 2010 27,856

5. Total Death Registrations 2019 8,424

6. Total Licenses Issued in 2010

7. Food Licenses 2010 2,454

8. Total SWM Collection Points 3,24,210

9. Total Vehicles under refuse collection Dumpers, DPC, TT etc Hand Carts Rickshaws

1,925 90

1,700 135



10. Total Dump yard site area 5.212 Ha (12.88A)

11. Total Garbage per day 700 MT

12. Total Employees in Health and Sanitation Dept 3,090

13. Total PWD Chowkies 15

14. Sanitary Wards 14

15. Number of SWM Staff Per 10000 population 28

16. Total number of electrical Poles 31,103

17. Total light points maintained by NNVNS 22,653

18. Total Parks 163

Developed = 50 Undeveloped = 113

6.1. Organization Structure



6.2. Administrative Wards The city of Varanasi is divided into following zones:

1. Adampur

2. Bhelupur

3. Dashaswamedh

4. Kothwali

5. Varunapar

The 5 zones are further classified into wards.

1. Adampur 2. Bhelupur

3. Chetganj 4. Chowk

5. Dashaswamedh 6. Jaitpura

7. Kotawali 8. Nagawa

9. Sarnath 10. Shivpur

11. Sikraul

Other wards/Zones information.

Sr. No. Description

Quantity

1. Electoral Wards 90

2. Sanitary Wards 14

3. Tax wards 11

4. Lighting Zones 5

5. Licenses Wards 10



6.3. Functional Location The functioning of NNVNS is from the 5 Zonal Offices as listed below

6.4. Financial 6.4.1. Revenue Sources Sr. No. Revenue/Income Head Amount In Rs.

2009-2010 Amount In Rs.

2010-2011 1 Property Tax 13,58,21,622 13,83,53,774 2. Vehicle Tax(Rickshaw, Boats etc) 26,63,168 35,97,751 3. Advertisement Tax 96,41,306 1,91,15,598 4. Cinema halls Tax 4,56,355 5,31,450 5. Tourist tax 46,029 1,44,024 6. Land Lease 4,20,593 4,86,215 7. Property Rentals 9,15,309 8,38,136 8. Open Lands 12,69,324 0



9. Sales of Land 0 0 10. Sales of Trees, Grass and Flowers 34,900 16,000 11. Sales of Machinery/Movable Assets 26,64,214 12,18,396 12. Premium on Pattas 0 0 13. Sale of Buildings 0 0 14. Fee from Medical Facilities 1,370 2,501 15. Fee from Schools 3,576 22,847 16. Market and Exhibitions 1,70,01,932 1,33,50,240 17. Abattoir Fees 8,70,933 11,85,501 18. Animal License Fee 5,870 69,050 19. Fee from Electric Crematorium 14,73,000 10,94,500 20. Registration and Stamp Duty 5,75,97,323 9,17,43,533 21. Road Cutting Fee 4,50,47,944 8,49,44,852 22. Drainage fee and tax 0 0 23. Interest on Funds 51,68,214 1,04,83,931 24. Govt Schemes and Grants 1,20,07,25,941 1,48,21,63,312 25. Loans 0 0

6.4.2. Expenditure Heads

Sr. No. Revenue/Income Head Amount In Rs. 2009-2010

Amount In Rs.2010-2011

1. Establishment 40,02,43,566 44,79,64,371

2. Water works, Drainage and Sewage 18,90,21,000 17,42,49,000

3. SWM 30,47,69,731 33,14,56,825

4. Public Health and Sanitation 28,46,158 33,11,832

5. Public Safety and Services 0 0

6. Public Works, construction and maintenance 19,11,36,789 17,22,76,379

7. Training and Education 92,739 77,916

8. Printing and Stationery 7,27,528 10,04,275

9. Legal 15,88,204 14,76,594 10. Miscellaneous 3,00,18,002 10,20,53,631



6.5. Services provided by NNVNS

The following services are rendered by NNVNS

Cleaning/Sweeping of Streets

Solid Waste Management

Lighting of Street Lights

Construction and maintenance of parks

Construction and maintenance of road dividers and utility areas

Public health (Epidemic Control etc)

Registration of Births and deaths

Issue of licenses for plying rickshaw, trolley etc

Issue of Food licenses ( Mithai /Sweet shops, Kirana & general stores,

hawkers etc)

Removal of encroachments

Maintenance of public markets and slaughter houses

Cleansing and sanitation of ghats

.Billing and Collection of Property Tax

Registration & maintenance of advertising boards

Maintenance of Pashu Chikitsalay (Veterinary hospital)



7. IT INTITIATIVES The Nagar Nigam, Varanasi would like to address the following as an outcome of successful e-

governance implementation.

Improve service delivery for obligatory and non obligatory services

Citizen satisfaction through making appropriate information freely available

Improve work culture

Accountability

Better coordination within various departments

7.1. Summary of current IT Initiatives Various IT initiatives have been taken to increase and optimize the service delivery channels.

As of 1st April 2009, the property taxation has been made online. Any citizen who wishes to

pay taxes via www.nnvns.org is provided with a facility to directly pay the taxes using their

bank debit or credit card.

Accounts data is being assimilated for the accrual based double entry system.

The property tax department has initiated a verification survey through GIS and has

succeeded in segregating data. Through this process, 20,000 new buildings have been

identified that have not been taxed before.

Birth and death registration data is available for all records created since 1965.

A VPN between the HQ and the five zonal offices is being setup for the purpose of

sharing the data and applications. All property tax payments received by the zonal

offices can now be synched directly to one common location where the data can then

be collated.

7.2. Software Various software applications have been developed to automate some routine mass data

management functions. Most of the applications have been developed under FoxPro and have

been deployed only on single machines running the applications.



Sr. No.

Software COTS/ Bespoke

Technology Platform

Usage Remarks

1. Salary Automation

Bespoke FoxPro Developed In-house In use since 2004

2. Pension Bespoke FoxPro Developed In-house In use since 2004

3. Property Tax Bespoke FoxPro Developed in-house In use since 2007

4. Birth and Death registration

Bespoke Visual Basic Developed and Supplied by NIC, In use since 2006

5. Self

Assessments Bespoke Vb.Net Developed by ASC, in

use since 2011

6. PIS Bespoke Vb.Net Developed by ASC, in use since 2011

7. Online Beat

Attendance Bespoke Vb.Net Developed by ASC, in

use since 2011

8. Online Property Tax

Bespoke Vb.Net Developed by ASC, under implementation stage

7.3. Hardware During the last few years, the corporation has been purchasing computer hardware and

installing them at various departments for computerizing everyday correspondence within the

departments. All computer desktops are fully equipped with UPS and a printer.

Sr. No. Description Specifications Qty.

Usage Remarks

1. Personnel Computers

P-IV dual core 35 Property Tax Module, Complaint System and for letter drafting.

2. Laptop 1 With EDP in-charge, mainly used for presentations.

3. Servers IBM, Xeon

Single Processor

2 + 1

Currently running property tax software.



4. Flatbed scanners A4 2 Used at the EDP department for scanning documents.

Dot Matrix

10

Laser (HP1022/15)

25

5. Printers

Line Printer 1 Used for printing tax demands

6. UPS Online 600 VA

1 25

Computer Cell Each of the desktops have a UPS

7. Switch 8 port

1 Used for LAN connectivity within EDP center.

7.4. Software Licenses

Sr. No.

Details

No. of User Licenses

1. Windows 2003 Server 1

2. Windows XP 1 + OEM License with Desktop

3. MS Office --

4. Tally --



8. GENERAL OVERVIEW OF JNNURM E-GOVERNANCE INITIATIVE

The e-Governance initiatives to be undertaken at Varanasi Nagar Nigam (NNVNS) can be

classified into the following three main components:

Defining Service Delivery channels

Application Software Components/Modules

IT Infrastructure and Communication

8.1. Services Delivery Channels The effective availability of Service Delivery Channels for Citizen Centric services plays a key

role in success of an e-Governance initiative, especially in area of G2C and G2B services.

Service Delivery Channels required for improving the G2C, G2G and G2B services at NNVNS

are as follows:

E-Payments through Payment Gateway

E-Filing of applications

IVRS for Citizens

SMS based Information Services

Information Kiosks

Cyber Café based Information Services

8.2. Software Components The software modules required for improving the G2C, G2G and G2B services at NNVNS are

as follows

1. Online Complaint / Request Management 2. Health Services – Birth and Death

3. Health Services – Solid Waste 4. Health Services – Public Health

5. Accrual Based Double Accounting 6. Audit

7. Licensing Management 8. Online Property Tax

9. Project Management System 10. Estate Management

11. Personnel Information System Including Pr, Pension, PF 12. Material Management (Stores)



13. Indent Management 14. E-Procurement

15. General Administration and Secretariat 16. Court Case Tracking System

17. FIR Tracking System 18. Municipal Payment System

19. Web Portal 20. Municipal GIS

The above software components will further be divided in view of Internet and Intranet users.

Grouping of some of the services will form an interactive part of citizen portal.

8.3. IT Infrastructure & Communications The infrastructure and communication required for improving the G2C, G2G and G2B

services at NNVNS are as follows:

Data Center

1. Data Center

2. Servers

3. Server OS

4. RDBMS

5. Application Servers

6. Storage Systems

7. Backup

8. Security (Firewall, IPS, IDS, Antivirus and Antispyware)

9. UPS

10. Load Balancer

11. Management Software

12. Server and Network Racks

13. Rack Mountable KVM

14. KVM Switch

Network

1. Router (Core Router, Location Router)

2. Switches

3. Giga LAN



4. LAN

5. WAN (Leased Lines, ISDN)

6. Network Operation Center (NOC)

Operation Centers

1. Desktops

2. Printers

3. Kiosks

4. UPS

Additionally, NNVNS will also require to commission items and equipment that may not be

directly under the scope of Information Technology. Items and equipment under this

category are office space, civil, air conditioning, raised flooring, false ceiling, electrical,

lighting, Fire detection and suppression, pest repellent, surveillance, access control, furniture,

etc

8.4. Security As the system would handle all data pertaining to the NNVNS and its citizens, the accessibility

to the system applications and data need to be secure. Apart from database login information

a comprehensive security schema involving digital certificates and signatures need to be in

place. The digital signatures will be used wherever proper authorization is required to

approve a record/transaction.

The Information Technology Act 2000 addressed the following issues:

Legal Recognition of electronic documents

Legal Recognition of digital signatures

Offenses and Contraventions

Justice Dispensation System for cyber crimes

The act while giving recognition to electronically generated data on par with paper based

documents, also throws open number of security issues that need to be addressed to make

sure that the computer system is not compromised with data or service.



The following are the security concerns that need to be addressed:

Physical security of the data center and its equipment (Guards, BACS, CC

Recordings).

Network security (Bandwidth usage, protocol restriction, port restriction, IP restriction).

Application security (Access, permissions, BACS, DB Locks, malware protection, audit

trails).

Authorization security (Digital signatures, BACS)

A proper framework of rules of access and responsibilities of each of the vendors in case of

security breach need to be documented and implemented diligently.



9. DETAILED REQUIREMENTS OF E-GOVERNANCE The requirement of e-governance system can be sub-divided into software components. Each

of the software components can be connected with the G2C, G2G and G2B services to be

provided by NNVNS are described as follows:

9.1. Complaint/Request Management The complaint/request System will be both intranet and internet enabled. A stakeholder

(Citizen/Vendor/Employee), once logged into the system, has to enter specific information like

name, address, ward, nature of complaint/request, NNVNS department, etc.

This is a general system wide accessible service that can be used by various other modules to

log in complaints and requests that need action and escalation of requests.

The Complaint/Request System will primarily focus on the following functionality:

Recording of complaints/Requests received at the various offices

Registration of Complaints/Requests

Prioritization of complaints/Requests

Complaint/Request disposal deadlines

Action taken on complaints/Requests

Escalation of overdue pending complaints/Requests to higher authorities.

Complaints/Requests against Special Notices

Hearing of Complaints/Requests

9.1.1. Workflow Currently all complaints and requests are given on written letters addressed to the particular

departmental heads. A complaint register is maintained, upon which action is taken. There is

no formal way of tracking requests/complaints received.



9.1.2. Limitations and Constraints

Sr. No. Limitations/Constraints

Resolution

1. Paper based complaints may not be easily traceable

while Redressal / actions or reply

All actions taken on complaint/requests

are against the specific complaint record,

so easily searchable.

2. A citizen has to address the complaint /

request specific to the departments.

All complaints are recorded as per the

complaint on municipal service. The

software shall decide to which

departments the complaint needs to be

forwarded to and action taken.

3. Citizen/vendor have to personally come

and log in the complaint

All complaints and requests can be

logged in directly from the web portal. All

actions and current status can be queried

from there itself.



9.1.3. BPR All complaints/Requests are logged in through a common system service

All actions taken/escalations are recorded and further actions taken in regard to this.

A complaint/Request charter is to be made. A timeframe is to be defined for each type

of complaint/request to be addressed or action to be taken

All actions taken and current status is to be made available on the portal.

9.1.4. Proposed Workflow



9.1.5. Integration with Other Systems

Sr. No. Other Systems

Integration Point

1. All departments All departments and software application

services can log complaints and

requests via this service.



9.2. Health Services The health Service renders the following modules

Birth and Death Certification

Solid Waste Management

Public Health

9.2.1. Birth and Death Certification Following process must be covered by the RBD system:

Registration of Births/Still Births

Registration of Deaths

Issuing of Certificates (Births/Deaths/Still Birth)

Collection of Fees

Registration of Hospitals/Clinics/nursing homes

Statistical Reports on Live Births / Still Births / Deaths

9.2.1.1. Workflow

9.2.1.1.1. Application within 21 days Application received by registration clerk -> Verification with hospital records ->

Registration by registration clerk -> Preparation of Certificate ->Signature by

authorized signatory -> Certificate dispersal to citizen.



9.2.1.1.2. Application after 21 days Application received by Registration clerk -> Document collection (affidavit and DM

permission as required) -> Fee collection as defined-> Verification with hospital records -

> Registration by registration clerk -> Preparation of Certificate ->Signature by authorized

signatory -> Certificate dispersal to citizen.



9.2.1.1.3. For Duplicate Copy

Application + fee -> Verification from records ->issuance of duplicate copy.



9.2.1.2 Limitations/Constraints

Sr. No. Limitations/Constraints Resolution

1. Registration of Birth, Death and Still

Births are carried out manually at

NNVNS

Provision must be made for e-Filing of

registration over the NNVNS portal. This will

help hospitals, maternity homes, etc. to

register by accessing the NNVNS portal.

2. Search for Birth / Death certificate

requires citizens to be physically

present at NNVNS office.

Search facility must be made available on the

NNVNS portal for free. .



3. Application for issue of Birth /

Death certificate is manual and

requires citizens to be physically

present at NNVNS Head/Zonal

Office.

Applications for birth/death certificate can be

accepted on the NNVNS portal. The payment

for birth/death certificate can be accepted from

citizens through payment gateway. NNVNS

officials can use digital signature certificate to

generate the physical certificates and dispatch

the certificate through courier to the address of

applicant.

9.2.1.3. Proposed Work Flow



9.2.1.4. BPR

Online and anywhere services on 24x7 basis through citizen portal

Provision must be made for e-Filing of registration over the NNVNS portal.

This will help hospitals, maternity homes, etc. to register by accessing the NNVNS

portal.

Services through citizen facilitation center

Search facility must be made available on the NNVNS portal for free / nominal fee

(collected through payment gateway).

Computerized document collection and management

Certificate issuance through e-signature once approved by authorized person via digital

signature. 9.2.1.5. Integration with Other System


Integration Point

1. E-filing registration facility through

hospitals.

Birth / still birth / death occurring at

private hospitals.

2. Accounting & Finance System For posting of payments collected into

respective account heads and sub

heads.

3. General Office Automation Dispatch details of the certificates.

4. Payment Gateway Collection of Fee for certificates



9.2.2. Solid Waste Management SWM is the largest section under the health department. It employs the maximum personnel.

The primary duties of the department are to keep the city clean by performing street

cleaning, house to house collection of garbage, community garbage clearance, debris

clearance, dispose the garbage collected to the garbage dumpsites, maintain the

dumpsites.



9.2.2.1. Workflow

9.2.2.2. Limitations and Constraints


1. Driver scheduling, vehicle scheduling

being done on the basis of driver and

vehicle availability, routine collection

points, special collection request etc. The

permutation computation of information

required make is tedious to generate

A computerized schedule preparation

system is required which will create

schedule on the basis of all

parameters/attributes.



schedule, MIS or even tracking of certain

system.

2. Garbage collection points are known only

to the safai nayaks.

All garbage collection points need to be

surveyed for garbage type, bin type,

garbage generation capacity (in T),

number of times the bin is serviced

currently, road metrics, traffic

information etc. along with GPS

locations. These points need to be

represented on a GIS map and to

analyze garbage clearance.

3. Trip planning on the basis of route

needs to be visualized on Map, for

creating minimum possible distance.

Integration with GIS map is required.

4. Monitoring of vehicle travel for ensuring

proper disposal of solid waste is a

constraint.

Vehicle tracking system needs to be

implemented for monitoring the vehicle

movement.

9.2.2.3. BPR Automatic attendance posting of safai nayaks and karmacharis.

Automatic scheduling based on available resources.

Use of GIS and GPS technology to ensure proper service delivery



9.2.2.4. Proposed Workflow

Following are the processes that must be covered under Solid waste Management

System:

Entities of SWM system

o Control Room

o Garages

o Contractor Details

o Vehicle Types

o SWM Vehicle database

o Collection Points (Bins)

o Dumping Yards

o Roads and Road Segments

o Driver List



o Fleet Gang List

o Solid Waste Type

o Solid Waste Generation Sites

Defining Routes and Trip Plan

Issuance fuel coupons for Trip

Vehicle Trip Life Cycle

o Trip Startup Function

o Communication between CCS and GRT

o Real Time Vehicle Location on GIS map

o Vehicle Monitoring for unscheduled action

o Ad-hoc Garbage Pickups

o Garage Disposal Functions

o Trip Closure Functions

Payment to Contractors

Generation of Contractor Payment Details

Approval of Payment Details

Integration with GIS

Reports on fuel consumption

9.2.2.5. Integration with Other Systems Sr. No. Other Systems Integration Point

1. Asset Management and works

monitoring

SWM vehicles are codified in asset

management/works monitoring system.

The codifications will be used for vehicle

scheduling, vehicle repair and

maintenance etc.

2. Material Management system For checking availability of required

parts for vehicle repair and maintenance.

3. GIS Database For route planning

4. Vehicle tracking system(GPS devices) For monitoring vehicle movement

5. PIS Database For daily attendance integration



9.2.3. Public Health The primary duties of the section are cleaning of public toilets and urinals, Emancipation of

dead dogs, selling of degraded / rotten fruits, banning of expired drinks and adulterated

food, Measures to control spreading of contagious / infectious diseases cleaning and

sanitizing of bathing ghats.

9.2.3.1. Workflow



9.2.3.2. Limitations and Constraints


Resolution

1. Activity scheduling and assigning job

takes considerable time because of

manual process.

A computerized system must be

implemented facilitating these activity

based on various parameters and

master records.

2. Reports preparation is a very tedious

process due to multiple registers at

multiple locations.

An integrated database needs to be

maintained for MIS generation.

3. No citizen data Citizen and family Metadata associated

with properties needs to be maintained

4. Data for National Health program

execution is maintained manually and

consolidation is very tedious.

Data on health programs and beneficiaries

need to be maintained for disease

management and epidemic control

9.2.3.3. BPR

Scheduling, job assignment need to be computerized.

Citizen and family metadata associated with properties need to be maintained.

Health programs and missions data, schedules and beneficiaries need to be

maintained along with ICD for proper disease management program



9.2.3.4. Proposed Workflow

The features of the proposed system:

Field worker and section Details

Field Worker Details

Attendance registers of field workers

Assigning jobs to Field Worker



Activity Type Master

Activity Scheduling

Update Field Worker Activity Details

National health programs such as TB malaria IPB 5 epidemics etc

Immunization

International Classification of Diseases

Disease types and disease source

History maintenance of various programs

Dispensaries master

Other data maintenance related to public health 9.2.3.5. Integration with Other Systems


Integration Point

1. Accounting and Finance system Payment to daily wagers will reflect

automatically in accounts and finance

system.

2. Personnel management system For accessing and assigning work to

permanent staff.

3. Property Tax System Citizen metadata information

4. Project management For maintenance of schedules and

programs under national and local

health programs and missions.



9.3. Accrual Based Double Entry Accounting System NNVNS currently follows single entry accounting using Tally and accruals are recorded in MS-

Excel sheets and are done manually. NNVNS is planning to implement double entry

accounting system from 2009-10. In view of the same, backlog entry is under progress.

For transition from single entry system to accrual based double entry system, NNVNS should

follow standard accounting guidelines for ULBs.

9.3.1. Workflow NNVNS follows manual accounting process. This includes for manual preparation of vouchers,

entry and maintenance of daily cash book, cheques register, general ledger etc


Sr. No.

Limitations/Constraints Resolution

1. It is very difficult to get exact status of

NNVNS finances in absence of prior

booking of expenditure, once it is

committed.

Many times it leads to overdraft

situation, when expenses already booked

while no budget left in the account head.

2. Reconciliation of multiple bank

accounts,

3. NNVNS planning to use Tally for

accounting. Even though Tally follows

double entry accounting the flexibility

required for municipal accounting and

Integration between departments and

accounts is lacking

NNVNS should implement an

Accrual based Double Entry Accounting

System with integration with all revenue

and expenditure departments’ systems



9.3.3. Proposed Workflow Following process must be covered by the accrual based double entry accounting system:

Accrual based double entry accounting.

Flexible, consistent and a common chart of accounts configuration for all

accounting, management and control activities so that budgeting, actual and

variable tracking can be done on the same chart of accounts

Purchases with asset tracking and management

Budget preparation, control & execution functionalities of public sector.

General ledger

General ledger reporting requirements

Accrual based system for asset tracking and management

Audit and Internal Controls

Asset Management (for fixed and moving assets): This module would cover the

following functions:

o Estate management

o Motor vehicles

o Other assets like furniture & fixtures, plant & machinery, etc

o Asset depreciation

o Asset sale

o Assets reports

Accounts Payable

o General

o Accounting and vendor credit processes

o Payment processing

o Reports

o Provision for entry while cheque generation.

o Provision for cheque printing

Accounts Receivable

o General



o Invoicing and collection

o Reports

Tax accounting: This module would cover all the Tax revenues as well as non tax

revenues, like:

o Tax Revenues House/Property Tax

Trade License Fees (including Rickshaw, Thela)

Advertisement and car parking

Amusement Tax

o Non-Tax Revenues

Building fees

Water charges

Leased properties (land and estates)

User charges

Health service charges (including birth and death certificates)

Solid waste removal fees

Costing

Provision accounting

Loan accounting: Accounting for loans extended to employees under NNVNS policies.

Material accounting.

Grants management

Payroll accounting

Project accounting covering but not limited to the following departments

o Solid waste management

o Dispensaries

o Roads and traffic

o Mechanical and electrical

o City engineering



Investment accounting

Funds management

Cash management

Transaction management

System wide accrual based double entry system need to be followed. Salient Features

Budget preparation

Budget control

Payment module will post appropriate vouchers/entry in respective account heads i.e.

transaction entry at source.

Automatic update of cash book.

Appropriate posting in account heads, voucher generation, on cheque printing.

Automatic update of cheque registers.

Balance sheet can be viewed any time.

All departments’ applications under NNVNS to be integrated so that they post directly

into the accounting system.

9.3.4. BPR Accrual based double entry accounting system needs to be implemented. For a fixed tenure,

both the system may be practiced in parallel, till the new accounting system gets stabilized.

All other associated modules that integrate with accounting for payments/receipts should

appropriately post their data upon transaction completion. The data flow integration has to be

bi-directional.


Sr. No. Other Systems Integration Point

1. Payment system, and other

systems

Integration between accounts and finance modules

are explained in the respective functional area.

2. Banks for payment gateway For Interface with bank’s payment gateway system.



3. Banks for Electronic clearance

system (ECS)

For cheque payment and employee salaries.

4. Project Management and

works

Payments to contractors

5. Banks for reconciliation of loan

amount and installment

Interface with banks data for reconciliation.

6. All application modules that

deal with accounts and finance

All payables and receivables to be directly posted,

while validating budgets.



9.4. Audit The Audit department performs following functions:

Tracing of challans /vouchers from account department from income booklets, cash

book (general).

Tracking of income of assessment department

Audit of financial matters of departments

Audit of service matters like pension files, salary bills, service books/personnel files,

Earned/medical leave account, selection grade/promotion scale of employees

Opinion on financial matters like tenders/quotations approval, gratuity/pension/family

pension of employees, selection grade/promotion scale of employees,

Opinion on Service matters: Appointments of new employees, earned/medical leave

account of employees, Appointment of person dependent on dead employee of

NNVNS, appointments on contract-basis, etc.

9.4.1. Workflow





1. There may be some issues in physical

availability of all the required

documents/information for audit. Thus

many times the audit department may not

properly asses the entire case.

Persons of Audit department must be

given audit access to all the reports

/output queries of the e-governance

system to be implemented.

9.4.3. Proposed Workflow Audit department need access to all data from all modules of the e-governance

implementation.

This will not be a separate system/service as regards to software to be implemented. The

authorized persons of the audit department will be provided certain access roles to various

systems for auditing and filing comments, and escalation mechanism of the same if required.

9.4.4. BPR All departments should make all data available for free access to audit users.



1. All the services of e-governance system For obtaining reports, queries etc. for

auditing purposes, and facility to enter

comments.



9.5. Licensing The license department is responsible for providing licenses for running rickshaws and thelas

other areas that require permission or license to operate.

9.5.1. Workflow Registration and renew licenses of rickshaws, thelas etc.

Issue of permissions for setting up loudspeakers and functions

Scrutiny at site or at the office and Approval of license

Billing and demand generation

Issue of License

Posting to accounts



1. Citizens have to manually apply at

NNVNS for registration and renewal

Citizen should be provided with facility to

apply for license at NNVNS portal and

given a date of inspection.

2. Citizens are required to queue up at Facility for payment through NNVNS

portal

3. NNVNS offices for payment and are

further inconvenienced due the

restricted counter hours for such

payments.

Using payment gateway. Collections of

cash and cheques through ATM, Banks,

Kiosks, etc.

4. The receipts information is manually

sent to accounts for update.

The system should automatically

update the account receipts.




The system shall cover function related to billing, accounting and collection of license fee, user

charges etc. Following processes are to be included in licensing system:

Register Application for New / Renew / Cancellation Licenses

Scrutiny of Application

Recording of Inspection Details

Maintaining licenses fee category wise.

Issuing licenses under Food Adulteration Impediment Act.

Issuing licenses under Byelaws



Issuing license to vehicles like Rickshaw, Tanga, Thela etc.

Issue of Duplicate Licenses

Change in Name of Business

Change in Business

Transfer of License

Renewal of License

Cancellation of License

Generation of Show Cause Notice

Hearing

Reminder Notice for Renewal

Cancellation of License by Force 9.5.4. BPR E-Filing of application from the portal

Payment for services (such as permissions) over the portal



1. Payment system For collection of applicable fee.

The payment system will be integrated to

posting of payments / deposit collected

into respective account heads and sub

heads.

2. Complaint Management System User must be able to view complaints

received against any application.



9.6. Property Tax The tax department at NNVNS is responsible to assessment and collection of property tax.

The property tax department has developed a property taxation module on FoxPro for

generating yearly tax demands. It has also employed an external agency for doing property

survey and GIS validation. This way, more than 20,000 properties have been discovered that

were not in the current yearly demand database.

The department has also launched the payment gateway solution on the web portal of NNVNS

for online collection of taxes. This service is currently operational and has been well received

by the citizens of Varanasi.

9.6.1. Workflow

New property registrations

Change in tax

Taxation assessment methods

Billing and demand generation

Receipts by wards and through portal.

Posting to accounts

Property Tax workflow





1. Citizens have to manually apply at

NNVNS for carrying out assessment of

property.

Citizen should be provided with facility to

enter the property details at NNVNS portal

for Self assessment of property.

2. Citizens are required to queue up at

NNVNS offices for payment and are

further inconvenienced due the restricted

counter hours for such payments.

Facility for payment of property tax

through NNVNS portal using payment

gateway.

Collections of cash and cheques

through ATM, Banks, Kiosks, etc.

3. NNVNS requires a mechanism to ensure

that all properties are assessed and

demand is generated for all the properties

under the jurisdiction of NNVNS.

NNVNS must develop GIS based property

tax system.

The GIS based property tax system

should automatically identify all the

properties in Varanasi that are not

assessed / billed.

The work on this underway and

currently the data has been integrated into

the tax billing system.

The map data is available and

ownership has been given to NNVNS.

Layering work is pending and will be

completed by the end of 2nd Quarter.



The system shall cover function related to billing, accounting and collection of property tax,

user charges, shops and other tax, fine, transfer of names, fees, summons fees etc. Following

processes are to be included in property tax system:

Assessment

Inspection of residential and non-residential properties

First date of assessment



Assessment of property

Calculation of ratable value

Tax exemptions

Issue of special notice

Accounting and Billing

Demand generation

Printing of demand register

Verification and correction of demands generated

Approval of demand generated

Printing of property tax bills

Issue of demand notice

Issue of distress warrant

Attachment of property

Transfer of property

No objection certificate (NOC)

Disputes and court cases

Presentation of objection/ plea by property owner

Citizen portal

Information on geographical region and properties that are assessed

Information on outstanding on selection of property/property ID

Citizen should be able to enter the property attributes and carry out self assessment of

their properties.

Application for attachment of property

Application for transfer of property

9.6.4. BPR

Online Services on 24x7 basis through citizen portal for property assessment

Application through citizen portal for transfer of property/attachment of property

System to calculate demand against property based on predefined attributes.

All demands generated to be posted directly into accounting module.



GIS based data maintenance of properties for verification and validation. Tax data to be made available to other departmental modules for data verification (NOC

validation etc). 9.6.5. Integration with Other Systems


1 Payment system For collection of tax, cash and cheque

payment, adjustment of receipt against

outstanding, remittance to bank,

dishonored cheques.

The payment system will be integrated to

posting of payments / deposit collected

into respective account heads and sub

heads.

2. Geographical Information System Properties assessed by property tax

department must be available as a layer

in GIS for MIS purpose.

3. Complaint Management System User must be able to view complaints

received against any property.

4. Legal System User must be able to view status,

hearing date of legal cases against any

property.

5. Other modules Wherever required, the property tax

details need to make available for

proper verification and validation.



9.7. Project Management System The primary users of the Project management system will be the public works department.

This system service is a generic project management system that can be used by other

departments as well for managing their schedules, resources and projects.

The core activities of the PWD are:

Execution of civil works: construction, maintenance, & repair of road, drain, footpath,

parks, parking facility, head & zonal offices, ward offices, health depot, Nagar Nigam

hospitals and schools, toilets & urinals, dalao (rubbish depots), crematoriums, traffic

engineering, cleaning of major drains/ nalas etc.;

Assessment of non-residential buildings;

Identification and abolishment of dangerous building in the city

General administration and establishment of engineering department;

9.7.1. Workflow Receipt of work/complaint prepare work schedule. Check inventory with the stores execute

work.





1. All work schedules are maintained

manually and difficulty in knowing the

present status of the works.

Implementing the project management

will greatly help in coordinating and

managing resources.

2. No Check or status report on the inventory in

the stores.

Access to stores and inventory will

help in planning required resources for

the current and forthcoming project.

3. No information on budget and

expenditure.

Access to accounting module reports

will give a proper financial situation for

execution of works.

9.7.3. Proposed Workflow Workflow within the department will remain the same excepting availability of data for

budgeting, planning and managing works and schedules.

The Project Management Module has to cover following broad aspects of Projects management:

Project database

Should cover all the projects previously and currently being carried out by the

departments, including but not restricted to: Solid Waste Management;

Engineering works (roads, repair and maintenance of NNVNS buildings, parks,

drains etc.); Hydraulic Engineering; Sewerage Operations/Sewerage Projects,

street lighting etc.

Should have a database, which would maintain the rates of the Bidders in the

past, Bill of Materials, Bidders, etc.

Should also contain a database of all vendors and their previous track record in

terms of timelines and quality of deliverables.

Executive Information System Proposal Preparation

Preparation of estimates covering item code and item description; unit; unit rate;



quantity; total cost

Provision for all additional expenditure including contingencies; escalation;

supervision, etc.

Should have the ability to interact with the GIS systems to enhance the quality of

estimation.

Tender Preparation

Mapping workflows for technical sanctions as per chart of competent authority

Generation of press ads, etc.

Assistance in preparing evaluation matrix (comparative statement) and analysis

based on possible quantity variation.

Mapping workflows for approval as per chart of competent authorities

Award of contracts

Project Monitoring

Defining execution and payment milestones.

Monitoring physical and financial progress of work

Should have the ability to interact with the GIS module to aid monitoring.

In case of litigation in the execution of the contract there will be a direct update in

the

Legal tracking system

Billing

Billing based on monthly progress requests/milestones plus adjustment for

recoveries of advances, penalties, etc.

Escalation process, in case of quantity or price variation.

Project-wise comparison of budgets vs. actual expenditure.

Asset Maintenance

Equipment History / Workshop Maintenance/ Lighting assets/ Drains/building

maintenance etc.

Equipment Asset Register

All municipal assets will be codified (streets, lighting poles, building, drains,

municipal vehicles)

History of maintenance



Preventative Maintenance Schedule

Maintenance Work Requests

Maintenance Work Orders

Schedule of work

Issue of work orders

Corrective/Preventive work

Productive Maintenance

Record work on stand by

Maintain teams and contractors

Maintain Bill of Materials

Reports on repair/maintenance work done on a particular asset

Analyze and Report Asset Performance (MIS)

Entry of work request for encroachment removal from citizen/real estate

department / Property tax/ Public health/ other department. Schedule of work for encroachment removal and intimation to required authorities

including police force 9.7.4. BPR Stores maintained under the various departments need to be under a common material

management module.



1. Accounting and Finance System

To post payments

2. Asset Management

For maintenance, depreciation, etc.

3. e-Tendering

For tendering of works

4. Material management

Material planning for the upcoming projects

5. Personnel Information system

Employee records

6. Project Management

Project status/progress on project id



9.8. Estate Management There are number of properties owned by NNVNS required to be ever vigilant to maintain land

and property records accurately, collect taxes, ground or lease rent, rent for occupation of its

various premises by various types of people and ensure that they are put to proper use.

The assets that form the real estate for the NNVNS are Lands / grounds, Buildings, Flats /

Apartments, Signboards / Billboards, Slaughter House, Environmental Treatment Plant,

Stalls/Licenses and Parking.

9.8.1. Workflow





1. Accounting of amount receivables against

property is a very tedious process due to

manual operations

NNVNS must implement real estate

(property) system that integrates

accounting, asset management,

material management, and project 2. Manual multi register maintenance for

contract renewals and periods.

Implementation of contract

management in the application

software.

9.8.3. Proposed Workflow The application module for the property department should provide functionality for

Budgeting processes

Managing rental accounting on the capital assets

Administration and collection of charges

Maintenance of the rental property

Collection of contract amount as per defined cycle

Integration with GIS system and property tax

Integrate with billing and payment module

Integrate with legal module

Integrate with payment gateway on the internet portal

10. Integrate with property tax module for issuing NOC to the beneficiary 9.8.4. BPR

E-filing for lease renewal/application

Computerized demand generation of lease/contract Money

Collection of demands/dues using the portal payment gateway

Direct bi-directional integration with accounting system to post and view posts





1. Accounting and Finance System To post payments received, if any, from

properties

2. Asset Management For maintenance, depreciation, etc.

3. e-Tendering For contracting collection for parking, slaughter

house, environmental treatment plant etc.

4. Payment gateway For collection of payments against raised

demands.

5. Property Tax To verify citizen/Property credentials



9.9. Personnel Information System including PR, Pension and PF The General Administration Department (GAD) takes care of complete employment books and

other matters relating to administration and would be the primary user of the PIS.

9.9.1. Workflow

Personnel Information

Recruitment workflow:

Department/ establishment raises requirement

Publish advertisement in news paper

Receive application forms

Scrutinize applications

Issue written examination/ interview call letters to candidates

Conduct interviews

Prepare selection list and waiting list

Forward selection list to Hon. General Body

Issue appointment letters

Prepare joining report

Prepare service book

Completion of joining formalities

Add name to seniority list

Other Process

Maintenance and update of employees service record

Maintenance and update of employee’s personnel record

Preparation of training plan

Training schedule, training, attendance, feedback and test results

Employee attendance record

Payroll & Pension

Manual Calculation of Employee Pay bill, Pension and PF using predefined

formulas, considering various attributes




Sr. No.

Limitations/Constraints Resolution

1. Manual record maintenance and fetching

information is a very tedious process.

NNVNS must implement fully

integrated Personnel Information System

2. Attributes like attendance, advances,

departmental enquiry, suspension etc.

needs to be considered during pay bill

generation.

NNVNS must install and integrate

automated BIO Time Attendance Systems at various zonal and ward

offices.

NNVNS must implement integrated

solution that caters to Payroll, Pension,

PF, leave application and management.

9.9.3. Proposed Workflow Streamlined process implementation using standard Personnel Information system.

Computer book record keeping

Automatic Calculation of Employee Pay bill, Pension and PF using predefined formulae,

with details obtained from integrated Personnel Information System.

Personnel Information system would cover following processes:

Personnel Management

Employee Self Service

Handling of loans, etc.

Reporting

Time Management

Organization Management

Funds Management



Manpower Planning

Maintenance of personal files

Disciplinary cases

Performance Appraisal System

Promotions

Confirmation and Transfers

Roster for Reserved Categories

Employee Grievances/VRS/Retirements

Recruitment

Induction placement

Training & Development

Leave Management

Government Reservation Compliance

Reports & Returns / Maintenance of Rosters

Training (In-house / External)

Welfare Services

Union Matters

Employee Help Desk

Non contributed PF

NNVNS Loans, loan borrowings from outside/internal sources and debt restructuring

Investments Employee Self Service will be web-based system for the employees for the following functions:

Access to time and attendance record: View attendance record, submit leave requests,

obtain approvals, etc.

View of salary statements

Personal Information: Employee to enter/update personal information such as

address and dependents.

Application for Loans, Leave Travel Allowance, etc.



The HR functionality will also address the functionality of deduction and payment of pension as per NNVNS policies.

The Payroll, Pension and PF must have following functionalities:

Ability to define flexible periods such as day, week, month for pay calculation

Ability to enable multiple payrolls that are generated based on employee’s

assignment

Ability to define payroll for pensioners

Ability to define the employee bank to credit the salary

Bank-wise summary statement

Ability to provide automatic calculation of deductions / earnings based on leave, bonus

declaration, loan, tax deductions, etc.

Ability for rule based pay calculation in case of pay hikes with retrospective effect

Ability to define unlimited pay elements. These pay elements should be classified as

Earnings, Reimbursements, deductions, tax deductions, PF, etc. Pay elements should

be also classified as Recurring & non-recurring.

Ability to apply the payment rules at personal / department / designation / organization

level.

Ability to allow exception definitions at employee / designation / department level.

Ability to define all India specific taxation rules.

Ability to automate increments (based on pre-defined rules – employee / designation /

department / organization specific).

Facility to run payroll processing any number of times before authorization to ensure

accurate pay calculation.

Provision to allow deductions for specific purposes (like earthquake relief fund, CM relief

fund, etc.)

Ability to share information with accounting module of the current e-Governance

solution with respect to payment or receipt related transactions.

Ability to share information with the Accounting module of the current e-Governance

solution for all necessary Double Entry Accounting related information (salary payable

at the end of financial years, etc.)



9.9.4. BPR Implementation of automated attendance such as biometric attendance system at all

zonal offices and chowkies will greatly reduce the data assimilation issues.

Implementation of integrated Payroll, Pension and PF system with Personnel

Information System 9.9.5. Integration with Other Systems

Sr. No.

Other Systems

Integration Point

1. User Administration System of e-

Governance system

Employees (IDs) should be with users to

assign roles for accessing services of e-

governance system

2. Double Entry Accounts and Finance

System

For depositing salary bills, PF and

Pension

3. Works monitoring system and SWM For Work scheduling

4. Personnel information system and

pension/payroll

For obtaining employee leave records,

advance details, etc. for the calculation

of salary and pensions.

5. Security User authorization and accessibility

6. All departments Attendance and leave information



9.10. Material and Inventory Management (Stores) Many stores are operational in NNVNS, which are being managed department wise. For

example Engineering, Transport, Health, Lighting, PWD & Central office are having own store.

Each store is build for the purpose of the said departments to accommodate their requirement

of material. A common store may (is) not feasible as management of the diverse types of

materials will become very cumbersome. Maintaining different stores also leads to stocking

of similar items many times over at several locations, which may lead of overall overstocking of

certain items.

9.10.1. Workflow

Rate Fixing



Acquisition

Distribution Requisition/Indent by staff-> Check for availability in store -> issuance to department->update records




Sr. No.

Limitations/Constraints

Resolution

1. There are many stores in NNVNS, and are

being managed department wise. For

example, Engineering works, Health

department, Lighting, water works

department, central Office each having its

own store.

Manual management, audit, MIS are

very difficult and resource consuming.

NNVNS should implement single

material management system.

The various stores must be defined as

various locations for material keeping.

All the storekeepers would be given

adequate authority for managing their

location. Thus MIS can be generated

location wise or consolidated.

2. Books of Inventory are currently

maintained manually there by increasing

the workload during reconciliation, stock

audit

NNVNS should implement

integrated material Management

System

3. It is difficult to carry out valuation of

stocks, related MIS and integration with

Accounts and Finance

NNVNS should implement

integrated Material Management System

4. Bills processing, approval and payment

to vendors are manually done creating

inconvenience to suppliers as well as

NNVNS personnel

NNVNS should implement integrated

Material Management System.

At the time of registering the vendor

NNVNS must take bank account details of

vendors. This will help NNVNS to carry

out immediately credit the vendors

account during payments.




Material management activities of all the stores will be processed by a material and

inventory management process.

The Material and Inventory Management process should consist of the following activities:

Purchase orders and amendments

e-procurement

Indents

Requisitions



Receipt of goods

Quality control

Returns to supplier: Management of return of rejected material to suppliers.

Scrap management

Capturing supplier bills

Issues to user departments

ABC analysis

FSN (Fast, Slow and Non-moving) analysis

VED (Vital, Essential and Desirable) analysis

Reorder levels

Pending orders

Reminders to bidders

Emergency procurement

Material record management

Vendor management

Inventory management

Reservation management

External services management

Waste materials management 9.10.4. BPR Material Management system should integrate all the stores across departments

Automatic update of registers

Alerts if store item reached minimum availability level.

Alerts about material in other stores(/location)




Sr. No.

Other Systems

Integration Point

1. Accounting & Finance System For payments to vendor and update of vendor

payment status in the materials and inventory

module.

For valuation stock and inventory. 2. e-Procurement Tender process through e-Procurement

module 3. Project Management and works To get information on material requirement for

stocking



9.11. E- Procurement

The E-Procurement process is as follows:

Registration of bidders/contractors and provide digital signature on chargeable

basis

Registration renewal feel

Maintaining master records of vendors, category wise

Maintaining blacklisted vendor list

Pre-Notice Inviting Tender Approval Process

Facility to authorized personnel of NNVNS for Offline creation of Tender

Documents, multiple Addendum and multiple corrigendum and their Online

Approval & Posting

It should be possible to have a copy of the Tender Document for free online

viewing by prospective suppliers of NNVNS

Bid Preparation and Uploading

Tender Receipt and Storage and Public Tender Opening Event(s)

Award of Contract, posting of contact value under proper account head

Integration with Payment Gateway. 9.11.1. Workflow of AS IS Process




Sr. No.

Limitations/Constraints

Resolution

1. Bidders have to manually submit the bids

to NNVNS.

Digital Signature and Encryption –

Decryption mechanism to be

incorporated.

Bids to be submitted on-line through

website in secured environment.

2. Bidders have to manually purchase the

tender document from NNVNS in

hardcopy.

Integration with Payment Gateway.




9.11.4. BPR Online tender submission by Bidders

Evaluation sheet would be automatically generated by the system



Integration Point

1. Accounting and Finance

System

For posting of payments receivable/received

though payment gateway to account head and

sub heads



9.12. General Administration and Municipal Secretariat

This service will be used by the GAD attached to the administrative and political wing of

NNVNS. The features:

Management of Inward outward mails

o References from Government and their disposal

o Assembly and Parliamentary question

o Clarification sought from Human Rights Commission

o ST/SC commission

o Minorities commission

o Local Level Commission

o Peoples representatives

Management of meetings

o Meeting type master

o Member details

o Member List against Meeting types

o Preparation of Meeting agenda

o Attendance recording

o Minutes recording

o Entry, update and track action plan

o Circulation of minutes and action plan

General Records room

o Numbering and entry of Records

o Entry, updating physical location

o Record descriptions with key words

MIS

o Reports on minutes

o Reports on Action Plan

o Publishing action plan and status on Web-Portal

o Search facility for records

o Status of inward outward mail



9.12.1. Workflow



Resolution

1. Manual searching of documents from

record takes is a slow process.

A computerized record room

maintenance system is must

2. Tracking of meetings and action plans

is a tedious and time consuming task

A directory of members and meeting

types, meeting frequency, agenda,

minutes and action plan must be

computerized.

3. Delay/no Information to Citizen about

meetings’ outcome and action plan

Resolution plan must be displayed on

portal.



4. Manual collection of parameters like

statistics of public grievances, budget,

ward wise progress, action on

previous meeting etc. is very tedious

process and many time all of these

parameters may not be considered

while preparation of agenda.

Parameters affecting preparation of

agenda must be available as

computerized information.




9.12.4. BPR Tracking of action plans and preparation of agenda must be a computerized process.



Integration Point

1. Accounts Access for viewing facility for budget

availability

2. Grievance Redressal Access for MIS reports on Grievance

Redressal system

3. Personnel Management For mapping with Members list of

meetings



9.13. Legal Tracking System The Legal cases in Varanasi Nagar Nigam can be grouped into cases for Civil suit,

PFA (for food adulteration act and criminal), Labor Laws, Safai Challan or revenue

cases.

Legal tracking system will cover following process:

Provide advice and assistance to corporation in various legal matters

Engage lawyers for various court case

Keep track of pending court matters, hearing dates

Keep historical data.

9.13.1. Workflow





Resolution

1. Keeping track of legal cases, fetching

updated information of cases, fetching

information about pending cases etc.

are very tedious work if done

manually.

A computerized record maintenance

with tracking system must be

implemented.

2. Manual verification of property/ citizen

credentials for tax payments and other

dues and demands.

Accessibility to tax and payment

records of the property/citizen.

3. No updated legal data. Maintenance of legal library in digital

format for ready search of similar

cases and resolutions. 9.13.3. Proposed Workflow



9.13.4. BPR Citizen and property metadata including demand/payment information need to

be made accessible

Maintaining a digital legal library

Maintenance of proper contract system with legal advisors and representatives

Tracking of action plans and preparation of agenda must be a computerized

process



Integration Point

1. Property Tax, Engineering Works,

Public Health, and all other services

At the time of Registration of each

case, the related unique IDs of

various services would also be

entered. Like for filing a case related to

Property tax will be entered.

System of the concerned services

must be able to track the status,

hearing date etc the cases related to

them.

2. Accrual based double entry

accounting system

For recommendation for payments of

Lawyers fee, other fees/penalties



9.14. Municipal Payment System The system service will be available at NNVNS Portal, citizen facilitation centers and

municipal department intranet system. For payment of Taxes, Bills, Utilities, Charges

etc, following process would be covered by this system:

Receipt Posting for various budget heads

o For real estate rental collection for shops, municipal properties: Provision

of automatic recovery in the Real Estate System

o Payment collection against advertisement (hoarding, glow sign boards

etc.): Provision of automatic recovery in the Real Estate System

o Entertainment tax collections: Provision of automatic recovery: Provision

of automatic recovery in the Real Estate System

o Collection of contract money against slaughter house, parking as per

defined payment cycle: Provision of automatic recovery in the Real

Estate System

o For House Tax collection: provision of automatic adjustment of recovery

in the

o Property Tax System

o For Registration of Birth & Death System: provision of automatic

adjustment of recovery in the Birth and Death System

o For License Fee Collection: provision of automatic adjustment of recovery

in the License Recovery Software System.

o For budget head other than the above budget heads, a detailed log and

consolidated report of the payment details from all the locations.

Issuing of Receipts

Daily Collection Statistics (Location wise and manpower wise)



9.14.1. Workflow



Resolution

1. Citizen requires being present

physically for bill payment manually.

Bill Payment facilities through Payment Gateway, Kiosks, ATM, Banks, etc.

2. Citizen is required to be present in

office working hours only.

Provision to Citizen for making payments at any given point of time i.e. 24 x 7 basis.



3. Citizen requires to be visiting

various offices for various types of

payments.

Provision for single window system for all types of payment collection.




9.14.4. BPR Online Services on 24x7 basis through NNVNS portal

Services through Citizen Facilitation centers, single window system.




Sr. No.

Other Systems

Integration Point

1. Property Tax, Birth & Death, License,

estate etc.

To update the payments received against

the outstanding/deposit in the

Departmental Application so that the

next demand / bill cycle is accurately

generated.

2. Accounting & Finance System For posting of payments collected into

respective Account Heads and Sub

Heads.



9.15. Web Portal The services and modules of the e-governance will be available though the web-portal service

of the NNVNS. The web portal will be hosted on the server cluster of the NNVNS data center

when the full suite of the services becomes available under the NNVNS e-governance

initiative. Currently it is hosted on a third party server with limited content functionality.

The portal shall have the following features:

Should have public and intranet access.

The intranet and internet data and services are hosted separately, but using the

common service.

Should have facility to upload documents and index them. Should have facility to make

a document accessible for public view/download.

Should have role based accessibility menus and functions and access to functionality

and services.

The content should be easily manageable and preferably come from a back-end

database.

Should have facility to secure specific functional area access via https service

Should have sections for login of employees, registered vendors and citizens.

The portal should seamlessly integrate with payment gateways for payment processing

using debit/credit/cash cards.

The portal should seamlessly integrate with backend messaging services such as SMS

and email gateways.

The general content on the public access portal should be:

Sr. No.

Information and Services

1. Static Information about Varanasi Nagar Nigam

2. Vision, Mission, Objectives

3. City Information

4. City Map with citizen related GIS information

5. Administration Information



6. Information on Elected Representatives, Various Committees

7. RTI

Departments/ Wards: Intro, Objectives, responsibilities, powers & duties of officers,

employees with gross salary, activities, time limit and directory with telephone no.

Committee: Members, purpose, type, freq. of meeting, docs available for public.

Projects/ Activities: Budget head, work activities, allocated amount,

8. Feedback from Citizens and contact facility

9. FAQ’s

10. Application acceptance for various services/certificates

Birth/Death Certificates

Duplicate Bills

Building Permission related services

Water Connection

Application for Licenses

No Dues Certificates

11. Downloading of Forms

12. E-filing

Hospitals to upload RBD records

13. Grievance Redressal

Complaint registration

Status Tracking

14. Status on Applications/Complaints

15. Payment Details, Bill Details

16. Online Payments

17. Self Assessment of House Tax

18. Link to e-procurement for Tenders

19. Employee Self Service

20. Link for GIS

The interactive general purpose digital map with general map navigation

features (like zoom, pan, etc)

General attribute information based on clicking on a feature and simple query

functions (to find a hospital, hotel, government office locations etc).



9.16. Municipal GIS It is envisaged that more than 80% of municipal information contains some sort of spatial

component. Hence a comprehensive Municipal GIS System must be available to provide a

common platform for data collection, storage, authorized and secure access to data. The proposed Municipal GIS System

Is a part of creating an “information infrastructure” needed for providing effective

government services as a decision support system?

Is a solution providing information sharing across multiple departments apart from

bringing in greater efficiency, speedy decision-making and transparency in the

functioning of the corporation?

Municipal GIS Service must facilitate fast and easy access to map and associated descriptive

data in the proposed e-Governance system in the field of Tax assessment, Solid Waste

Management, Engineering development, and in several other key areas.

9.16.1. Proposed Workflow For accessing and retrieving reliable and updated information of the municipality, with

integration of software modules like property tax, water works, project

monitoring, street Lighting etc.

For Engineering works: Retrieval of data for planning, from preliminary planning and

master plans to detailed design and rezoning, including titles and cadastral

information.

For Fiscal Retrieval of data for planning of municipality income from taxes and assets.

For Decision making at all levels of management - strategic and operational.

o Procurement of GIS tool

o Obtain Base Map

o Survey and Creation of database

o Create Digitized MAP

o Development and deployment of GIS application

o Integration with software modules



Sr. No. Layer

1. Administrative Boundaries (NNVNS, Zone and wards)

2. Aerial Photo/High-Resolution Satellite Imagery

3. NNVNS Buildings

4. Property database

5. Water Distribution network(supply points, pumping points, chlorinization plants,

Overhead Tanks, distribution points)

6. Street Lighting points

7. Streets

8. Drains

9. Hospitals, Nursing Homes

10. Dumping area

11. Land and Village Zoning

12. Location of waste bins

13. Location of garages

14. Plot/Parcels

15. Slums

16. Property Value

17. Public utilities

Railway station

Bus Stop

Bus Depot

Parking

Auto Rickshaw stand etc.

9.16.2. BPR Online Services on 24x7 basis through NNVNS portal

Services through Citizen Facilitation centers, single window system.




Sr. No. Interface with

Interface details

1. Property Tax Mapping of houses, properties data.

Modification/edit map in case of property split, merge

etc.

MIS for ward wise property location details.

MIS for demand collection, assessment, ward-wise /

Zone wise Recovery Report.

MIS for occupancy wise, flat-wise reports.

2. Solid Waste Management

Mapping/Edit/Modification of pickup points, bins,

locations, landfill site, routes etc.

Route and location wise staff assignment.

Monitoring of vehicles movement, interface with GPS

based vehicle locator.

Area/locations wise MIS.

3. Health Marking of hospital, address on GIS map, while

registration.

Public health data ( disease prone areas).

Immunization data.

4. Water Works Marking consumer location, distribution points, supply

points, filter plants etc.

MIS for ward-wise/zone wise recovery report,

defaulters report, illegal connection reports etc.

5. Projects and Works Monitoring

Project estimations based on GIS database

Marking/edit road length, width etc.

Location wise MIS generation.

6. Licenses Marking of details like licenses holders address, business

location.

Marking, editing of food places / eateries while issuing

licenses.



7. Real Estate Details of municipal property, MIS for defaulters

list, collection information

8. Asset Management Mapping of all municipal assets like marked trees, street

lights, public facilities.

Marking, editing of location of hoarding etc.

Mapping of location of hoardings, municipal properties,

educational institutes etc.

Mapping of parks, gardens, open spaces etc.

9. Ward Wise MIS Ward-wise/zone wise MIS for Complaints, RTI

Applications, Revenue Collections, Expenditure, Civil &

Maintenance work etc.



10. BUSINESS PROCESS REENGINEERING PROPOSED FOR E- GOVERNANCE

10.1. General BPR Function wise Business Process Re-engineering is proposed in earlier Section (7). Some of

the major and general Business Process Re-engineering requirements proposed

for e- Governance initiative at NNVNS are as follows:

E-Filing

o Provision must be made for e-Filing of various applications over the NNVNS

portal, kiosks, etc.

o RBD system should provide for online submission of birth and death details

by hospitals and maternity homes

Search Facility:

o Search facility must be made available on the NNVNS portal for free. This will

reduce the workload at NNVNS service counters significantly.

Payment Gateway:

o Payment should be accepted from citizens through the online NNVNS portal

through payment gateway. This will reduce queuing at payment counters

significantly. Currently a payment gateway (billdesk.com) for the property tax is

being used in an off-line data update manner. The same may be extended for

other services with total online integration of data and records.

o Updating payments received against the outstanding must be posted in the

respective departmental application / MIS so that the next demand / bill cycle is

accurately generated.

GIS Integration

o Property Tax application should integrate with GIS system so that leakage of

revenue by un-assessed properties can be arrested.

o GIS needs to be used for development plan, so that future property development

and management becomes easier and happens in a planned fashion.

o NNVNS should integrate the water system to the GIS based Water Network

for obtaining the Feasibility / MIS of the most optimum way to provide



water connection based on analysis of the water distribution network.

o Streets and collection points of solid waste management must be mapped with

GIS database. This will help in route planning.

o Projects and works monitoring system must have the ability to interact with the

GIS systems to enhance the quality of project estimations.

o Complaint management system should be integrated with GIS system for ward

wise analysis and MIS generation.

Integrated Services

o Consumer no. of water works must be integrated / mapped with consumer no. of

property tax system. This will eliminate the need for the applicant to manually

produce the NOC/No dues certificate for the property tax department.

o Similarly, license applicant/license holder must be integrated with property tax,

water tax. This will help in obtaining total dues of municipal services against one

citizen.

E-procurement

o E-procurement system for tendering must be implemented. The access to e-

procurement system must be secured through digital key. Evaluation sheet will

be automatically generated based on pre-defined evaluation criteria.

Material Management

o The material management suite needs to be implemented across departments

and locations, where a common inventory lists can be maintained.

o Provision to be made for internal transfer of material from one store to the other.

Right To Information

o Each of the department should be able to access RTI queries and make the

information available directly from their respective departments.

o Each department should be able to publish RTI information directly on the

NNVNS portal.



10.2. Specific BPR for Departments Sr. No Department Proposed BPR

1. Health Department

Citizen must have facility to file application for RBD, food

license through web-portal/kiosk.

Complaints for sanitation, SWM through web-portal.

Hospitals and nursing homes must have facility to upload

RBD data through web portal.

GPS and GIS based SWM system for online tracking of

SWM vehicles. The system will also facilitate

work scheduling and assignment to staff.

Attendance and work scheduling of sanitation staff

through e-governance system.

2. Engineering Works Department

Implementation of standard project management system.

Analysis reports for physical and financial progress of a

project.

3. Property Tax

Online Services on 24x7 basis through citizen portal for self

assessment of property tax.

Application for registration / transfer of property through

citizen portal.

Properties must be mapped with GIS.

The property tax information is to be made available to all

the other modules that would require such information to

issue NOCs.

4.

Property (Estate)

All the municipal building/ properties must be codified and

mapped on GIS system.

E-filing for lease renewal/application

Automatic posting in accounting system on demand

generation of lease/contract Money

5.

Water Works

Assets like ESR, WSR, pumping stations, bore wells;

flow meters etc. assets must be codified and mapped with

GIS application.

End-user points of water distribution must be mapped with

GIS.



Water connection database must be mapped with property

tax data.

6. Lighting Asset wise tracking of maintenance and repair work to

facilitate analysis such as frequency of repair, life of a part

etc.

7. Horticulture Activity scheduling, assignment of work, tracking and

monitoring through e-governance system.

8. Education Fund management

MIS for monitoring of services and expenditure on these

services to educational centers.

9. Accounts

Implementation of accrual based accounting system

integrated with other software modules.

Payment facility on 24x7 bases from online portal/kiosk

through payment gateway. Automatic posting in account

heads on receipt of payment or demand generation.

10. Audit Access to other departmental modules for audit purpose.

11. Legal Registration, discharge and tracking of legal cases.

Automatic alert on hearing date to legal department and

concerned department.

12. Advertisement & Entertainment

Demand generation for rent on hoarding at predefined

frequency/timeframe.

Automatic posting on account heads on demand

generation and receipt of payment.

13. Central Office Computerized inward/outward management.

14. Personnel Dept.

Employee service book management must be

computerized.

Employee attendance, leave record and pay bill

generation through e-governance system.

15. Central Office Stores

History of maintenance record, asset wise, part wise must

be maintained through proposed e-governance system

.



11. PROPOSED MUNICIPAL E-GOVERNANCE SOLUTION The E-Governance initiative at NNVNS will consist of e-Governance Application Software,

Geographical Information System, etc. These applications should integrate and provide the end-

users with a secure and seamless user friendly experience which is focused on effective service

delivery.

In order to achieve the above mentioned citizen centric e-Governance objectives at NNVNS, A

basic framework should be defined. NNVNS should standardize on the following minimum

components of e-Governance:

Application architecture

Back-end RDBMS

Web browser

Security(User, Server, network and physical)

Digital signature

Audit trial

IT infrastructure

Public private partnership for service delivery.

11.1. Overview of System



E-Governance refers to the use of information and communication technologies (ICTs) to

achieve good governance. For optimizing and proper resource utilization, information is

required and hence applications are required to capture the data at the source. The electronic

data can then be analyzed and better services and resources can be planned.

Keeping in view of the vision of NNVNS and inputs from the key stakeholders of the system,

and to attain its objective, we propose an e-governance system that would include the following

architecture:

A central data centre that has the necessary backend ICT for hosting several

application software and their databases.

All zonal, peripheral and allied offices to be connected to the central data centre via

dedicated network.

Implementing single window system for all citizen transactions through citizen

facilitation centers (CFC).

Internet based delivery of services such as registration entry of births and deaths,

payment of taxes, registration entry of vehicles and filing of complaints

Implementation of robust accounting system, geographical information system, vehicle

tracking system, biometric access control system (BACS), property tax, water tax etc.

It is critical for the success of the project that the ICT and enterprise wide integrated

application software implementations are within the same timeframes, as delay in ICT

infrastructure creation can significantly lead to time and effort escalation over and above the

compatibility issues.

11.2. Software Modules All the e-Governance software modules must be based on Service Oriented architecture (SOA)

for a seamless integrated system. It is recommended that customization should be minimal in

case of packaged software, else as subsequent upgrades may not map to the customized

version.



11.2.1. Software Applications and Customized Modules The following are the various system module services of the integrated e-governance

application implementation.

Complaint/Request Management Health Services – Birth and Death Registration

Health Services- Solid Waste

Management Health Services – Public Health

Accrual Based Double Accounting System

Audit

Licensing Online Property Tax

Project Management System Estate Management

Personnel Information System Including PR, Pension and PF

Material management(Stores)

E-Procurement General Administration and Municipal Secretariat

Legal Tracking system Municipal Payment System

Web Portal Municipal GIS

11.2.2. Scalability of the System Scalability addresses the possibilities of enhancing the system in a future date to cater to

increased user / application loads.

The proposed technical architecture is scalable in terms of growth in usage in

proportionate to the growth in transaction volume, database and users. This can be

done by increase in number of servers, bandwidth, and desktop depending on number

of transactions.

The datacenter services can be extended to NNVNS’s various parastatal bodies like Jal

Sansthan, Jal Nigam, and Varanasi Development Authority etc. NNVNS may get the

application software developed for their functions (computerizing them) and bring under



the same umbrella of data center.

The SOA architecture of the proposed online, transparent, integrated services of

NNVNS’s e-governance application will facilitate provisions of integration with new

functionalities developed in future.

11.2.3. Integration and Compatibility within modules The proposed system is based on Service Oriented Architecture where integration within

modules is much simpler process when compared to independently developed client server

application modules. All the integration requirement of each of the modules recommended has

been clearly defined in the module description. SOA facilitates development of functionalities

without effecting the integration.

11.2.4. Data Migration The selected application solution provider shall help migration of the existing data from existing

databases to the new system. This may be done through custom developed tools. The data

migration plan mentioning cutoff date will be prepared by the software vendor during

finalization of lower level design of the database. NNVNS will make all the data available, while

software vendor will do data analysis, data entry / migration and verification.

11.3. Network Topology



11.4. ICT Infrastructure E-Governance implementation at NNVNS involves significant capacity building. One of the key

items is developing IT infrastructure and communication. The key components of IT

Infrastructure and Communication are as follows:

RDBMS Server

Intel Xeon Servers for Application

Intel Xeon Servers for Network Management, Security and Backup

External Storage for Data

Tape Backup Solution

Giga LAN

Routers

Switches

Leased Lines, ISDN

LAN

Desktop & Peripherals

Management Tools

Security (Physical Access Control, NW Firewalls, Server certificates, Desktop

digital signatures and certificates, application and DB access control)

11.5. Implementation Model: Public Private Partnership Public- Private Partnership (PPP) model to implement e-Governance initiatives is a preferred

model by JnNURM. This model requires lesser investment and the government encourages

implementation at every level and is feasible to implement.

In the present trend, government departments are increasingly conducting e-Governance

initiatives with the help of private players. This model is more effective in such cases where

PPP involvement is at the front-end level and the government handles most of the back-end

work through direct investments.

OpEx is generally substantial as compared to CapEx in an e-governance project. Operational

support and resource are critical to success of an e-Governance project. At NNVNS, Public



Private Partnership (PPP) will be an effective method to improve the municipal service delivery

to its citizens at maximum self sustenance of e-Governance operations. If effectively

implemented, the stress on NNVNS to manage and maintain material, manpower and

machines at NNVNS counters can be minimized. This will substantially reduce the budget

requirement and infrastructure requirement for NNVNS for providing over the counter municipal

services to its citizens.

This model will please citizens, since municipal services will be available to them at their

doorstep or across the street kiosks, cyber cafes or on SMS even while the citizens are on the

move.

Following are the recommended methods of implementing PPP models in municipal service

delivery mechanism for G2C services:

Kiosks

Cyber Cafés

Short Text Messaging

Kiosks: A citizen self service kiosk for citizens can be designed and placed at across the

street kirana shops, 24 x 7 medical stores, etc. The kiosk can be a standard desktop computer

enclosed into a kiosk enclosure along with desktop UPS and peripherals like printer, Barcode

reader. The kiosk should have Internet broadband connectivity to access NNVNS Portal for

citizens to avail of municipal services and payments of taxes.

The business model for the private partner will be as follows:

Charging citizens for time intervals of kiosk usage for either NNVNS municipal services

or other services like internet browsing, documentations, etc.

Charging for advertisements on the kiosk enclosure

Charging for advertisements on the computer monitor

Charging for printing services

Charging to Business Community for training on certain operations like Online bidding

for e-procurement, for applications for license renewal/lease renewals, hospitals for e-

filing records for Birth and Death registration etc.



Kiosk service will help NNVNS save several Lakhs of Rupees per year on operational

expenditure that are otherwise incurred by NNVNS in providing across the counter citizen

services.

Cyber Cafes: At the time of providing shops and establishment licenses for cyber cafes,

NNVNS can make it mandatory for them to offer NNVNS municipal services to the citizens of

Varanasi at subsidized rates. For example, a citizen who is just logging on to the NNVNS portal

and does not browse any other website can be provided with 20% to 50% subsidization by the

cyber cafés.

Short Text Messaging: NNVNS may opt to setup SMS based municipal service delivery in

collaboration with any/multiple SMS Service Provider to meet the SMS service requirements.

Technology even permits SMS based payments for accepting payments from citizens. NNVNS

should provide citizens with a “Service Number” for SMS based municipal transactions. The

citizen can be charged nominal for per SMS based municipal service transaction thereby the

service can be a revenue source for NNVNS.

Thus, with the help of above PPP models adopted by NNVNS for effective service delivery at

the doorstep of the citizens, e-Governance can help NNVNS to achieve:

Self sustenance through cumulative revenue and savings to NNVNS amounting to

several Lakhs of Rupees per annum

Improvement in civic governance

Increase base of stakeholders to make successful implementation



12. IMPLEMENTATION TIMEFRAME Large e-Governance projects are recommended to be undertaken in a phased and modular

approach as an industry best practice to help achieve better results.

Success of e-governance depends on roadmap design and modularity of the project. A

roadmap needs to put in place by the Nagar Nigam to ensure that there is an overall

direction, uniformity and know-how among staff of the end result to be achieved by each of the

stakeholders.

In view of current IT status and feasibility at Varanasi Nagar Nigam, the implementation of e-

governance initiative may be divided in two phases, Phase I - immediate implementation

requirement, which focuses on creating a backbone infrastructure for e-governance along with

back-office computerization based on software applications, and Phase II – roadmap

covering largely bespoke implementation around the back-office application software along

with up-gradation of infrastructure setup.



ID Tasks Name Duration Days

1 JNURM E-Governance NNVNS 815

2 Detailed Project Report 77

3 Order For Modification of DPR 1

4 Study and Data Collection 5

5 Preparation of Draft DPR 10

6 Submission of DPR to NNVNS 1

7 Feedback from NNVNS 7

8 Preparation of Final DPR 7

9 Submission of Final DPR 1

10 Approval of Final DPR by NNVNS 15

11 Approval of DPR by Central / State 30

12 Tender For E-governance Software Department 85

13 Tender Preparation 30

14 Vendor Response Collection 20

15 Evaluation of Vendors Response 20

16 Award of Order to Successful Vendor 15

17 Tender For E-governance IT Infrastructure 85

18 Tender Preparation 30

19 Vendor Response Collection 20

20 Evaluation of Vendors Response 20

21 Award of Order to Successful Vendor 15

22 E-governance Capacitive Building 145

23 E-governance Training to Users 45

24 Site Preparation for E-governance 60

25 Administrative, Legal & Process reforms 60

26 E-governance IT Infrastructure 75

27 Delivery of IT Infrastructure 30

28 Installation of IT Infrastructure 30



29 Acceptance of IT Infrastructure by NNVNS 15

30 E-governance Departmental Software 348

31 Delivery of Integrated E-governance Application Software 7

32 Detailed Study 40

33 Analysis “AS IN” Process 30

34 Preparation of “SRS & TOBE” Process 40

35 Submission of “SRS & TOBE” Process 1

36 Approval of “SRS & TOBE” Process 15

37 Customization of Integrated E-governance Application

Software

100

38 Installation of E-governance Software 15

39 Testing of E-Governance Software 15

40 Go-Live E-Governance Software 7

41 Training to User 30

42 Project Completion of E-Governance Software 3

43 Implementation Support of E-Governance 45



12.1. Immediate implementation requirement Creation of ICT infrastructure with security

Establishing accrual based double entry accounting system.

A citizen portal should be implemented at

o Informational stage, wherein information added to it in form of static web pages

informing citizens about a lot of standard topics and topics relating to RTI. Pages,

which are internal to the government, should also be added and internal content

can be put on an intranet.

o Transactional stage, wherein citizen’s transactions like tax payments, utility bill

payments, etc can be done online and automatic posting in the accrual based

double entry accounting system.

Implementation of modules for Internal government transactions, on the intranet and

then on Internet, like, audit, material management, e- procurement, project

management etc.

GIS database creation and application implementation for property tax, solid waste

management and other identified departments.

12.2. Roadmap Implementation of modules for asset management, licenses, HR and payroll, legal

tracking system, property tax billing, water charges billing and Integration with

accounting system, fleet management, solid waste management, estate management

etc.

Enhancement of data centre for data warehousing requirements.

Enhancement of data centre, keeping in view that it can be utilized for other para-statal

bodies within the city.

This document covers detail project report for the e-governance requirement at Nagar Nigam, Varanasi.



13. E-GOVERNANCE CHALLENGES 13.1. Capacity Building for e-Governance Currently only 22 computers are present in the whole of NNVNS including its zonal offices. The

usage of computers is mainly for drafting letters. Even though some computer training was

initiated in 2007, there have been no sustained training sessions. The number of personnel

who can actually use computers is very limited.

Capacity Building is required to bring under operation the e-governance systems across Nagar

Nigam, Varanasi. The capacity building shall focus on achieving the following objectives:

Building personnel capacity, i.e., training to employees

Building capacity to fund the project

Building the physical infrastructure including offices, data centers, hardware, networks,

etc.

Educating citizens through appropriately designed communication programs

To initiate any e-Governance project, the capacities required are much more

comprehensive and holistic than a conventional software development life cycle (SDLC)

project. E-Governance initiatives entail policy development/refinement, financial management,

program management and warrant a higher emphasis on change management. Apart from

this, creation of Institutional structure which brings continuity to a project. Hence while

initiating any e-Governance projects there is need to develop capacities in all these

areas at all the levels of corporation.

13.1.1. Capacity Building for Employees As per the details provided on existing staff strength and IT initiatives above respectively, the

Nagar Nigam, Varanasi needs to give utmost priority for capacity building.

There are only few computer users against staff strength of approx 4000. For driving e-

governance implementation, NNVNS should put some incentive schemes for employees’

initiatives towards IT literacy. A IT training program should be conduct, which should



include employees of all categories. The awareness program for class IV employees, may

lead to emergence of certain employees of good caliber, and their interest factor for

implementation of e- governance could be even more.

Keeping in view of e-governance implementation, approximately 500 users must be

computer literate. This figure is arrived on totaling of number of officers - Class III and above;

and 50 selected persons from class IV category.

The action plan for personnel capacity building is as follows

Prepare an organization chart based on personnel functions and assign appropriately

qualified personnel to identified posts.

Formulate an HR policy incorporating key HR elements for motivation to staff

(rewards, incentives, training and career planning)

Determine the areas of capacity building and training for the staff.

A team of selected personnel would be constituted that will facilitate the process of

training and capacity building.

Preparation of training plan: The training strategy will develop profile of participants,

training design and training modules. The training and development plan must be an

integrated system of the HR development process and must be monitored

periodically to measure progress.

Training of trainers: A critical mass of trainer will be developed at multi-levels. This

group will in turn take care of the training down the line.

Conducting training: Depending on the number of trainers a series of training of trainers

program will be conducted.

Review, reinforcement and continuity: A team of experts and selected beneficiaries will

conduct a mid-term review.

13.1.2. Institutional Strengthening NNVNS requires arranging funding of e-Governance project implementation. The proposed

plan for funding of this e-Governance Initiative is as follows:

Capital Expenditure (CAPEX) will be met from JNNURM funds.



Operational Expenditure (OPEX) for first and second year will be met from JNNURM

funds.

Significant OPEX funds should be made available from PPP model from third year

onwards.

Financial Estimates are detailed in later sections of this report.

13.1.3. Capacity Building for IT Infrastructure The action plan for developing physical infrastructure is as follows:

Identification of the data center & disaster recovery site

Identification of the location of CFCs

Site preparation plan for the data center and the citizen facilitation center

Procurement and setup of the physical infrastructure for the data centers, zonal

offices and CFCs

Procurement of supporting IT infrastructure including COTS and hardware

Implementation of the IT infrastructure at the data center, offices and CSCs

Application deployment at the various locations

13.1.4. Capacity Building for Private Partners The action plan for developing capacity building for private partners is as follows:

Identification of sites for kiosk,

Set up operation guidelines for minimum IT infrastructure requirement, service

charges, business plans etc for kiosk operators.

Identification and deployment of the SMS service provider.

Training to private partners for operations, which in turn will be disseminating to

citizens, businessmen etc.

13.1.5. Capacity Building for Citizen The action plan for Capacity Building of Citizens is as follows:

It is important to understand that even if e-Government initiatives are implemented

successfully, it would still be a big challenge to ensure that citizens use the services

effectively.



The citizens are needed to make aware about the e-Governance initiatives and how

they can effectively utilize it in their day-to-day affairs.

The capacity building amongst citizens could be done through mobilization of all

relevant tools like Internet, cable TV, kiosks, cyber cafés and the press.

13.1.6. Warranty and Annual Maintenance For the e-governance system, warranty and annual maintenance is recommended for a period

of 5 years. Components require warranty and annual maintenance support may be

categorized as below

Sr. No. Category

Activities under Warranty/ AMC

1. Server, Hardware &

Network

Installation of hardware/peripherals

Configuration

Post installation acceptance test

Troubleshooting of system software like Windows,

MS-Office etc.

Repair and replacement of parts

Transfer of data in case transfer/replacement of

machine

Carry out preventive maintenance

Support on LAN/WAN cabling issues

2. Application software

Supply and installation of upgraded versions

Bug fixing and Installation of patches/upgrades

Modifications and improvement of application

Developing Interfaces with other applications

Supply of patched for performance tuning

3. System Software (RDBMS,

Operating Systems,

Application Server)

Annual Technical Support:

Release of upgraded versions,

Support on version migration

Bug fixing and release of patches for improvement

Performance tuning



Technical support on problems reported and

release of customized patches if required.

13.1.7. Onsite Post Implementation Team Manpower Implementation and maintenance of any e-governance system is as important as design,

development and installation activity. Post Implementation support is crucial for the success of

a well designed system. NNVNS staff, while facing challenge of change management, would

require additional support for smooth running of the implemented e-governance system.

The implementing agency may be offered the managed service for a period of five years. It

may cover all the activities relating to operation and maintenance of ICT infrastructure installed

at the data center and system’s operation. For this purpose various activities forming part of

managed services and maintenance of ICT infrastructure can be logically grouped into various

domains as detailed below.

Help desk support

Server management

Security Audit

Database and storage management

Network management support

Application maintenance

Following are the type of manpower required for Post implementation and operational support.

Post Implementation Support

Sr. No. Resource Requirement

Responsibility

1. Project Manager

Single point of contact from

Implementing agency to NNVNS

Submission of progress reports

Escalation of unresolved Issues to

appropriate authority



2. Database Administrator

Data backup and restoration

Monitoring of database server,

application performance

Database performance tuning

Disk Space allocation

Attend minor faults and rectification

Review and monitor access logs

Creating/modifying/deleting groups and

user accounts

Controlling user access, rights and

respective administration

Grant access privilege as per access

polices.

Modifying login script

Coordinate with helpdesk for resolving

performance, database, and related

issues

3. Server Administrator

Take over the production server

Applying service pack, hot fixes

Routine administrative jobs like

Starting and shut down of Server and

services

Managing server resources (disk space,

volumes, groups, user access)

Setup and configure peripherals

Review and monitor access logs,

application logs

Purging of temporary files

Monitoring of server, application

performance

Attend minor faults and rectification

Coordinate with helpdesk for resolving



performance, and application related

issues.

4. Network Administrator

Coordinate with network operations team

to ensure the network access to all

clients.

Coordination with network

operations team for restoration of failed

networking components to ensure reliable

connectivity of network.

Provide first line support of all

communication devices.

Assign and manage IP addresses.

Patching cables at workstation and

switch panel

Monitoring deployment of Antivirus on

all desktops/servers and

disinfecting as required.

Updating latest anti-virus DATs on

desktops/servers.

Coordinating with anti-virus service

provider for information and support for

virus attacks.

Detect the patches required and alert

technical staff.

Coordinate with helpdesk for

resolving network client problems.

5. Application Help Desk

Logging of end user calls with details

and generating trouble ticket

Application user service support calls

through phone, mail etc.



Assigning calls to helpdesk /

technical support engineers

Providing telephonic support to end user

calls.

Providing onsite support to end users

whenever required and resolving the

problem to user satisfaction.

Handing over hardware calls to

concerned team.

Closing the calls and updating of

database

Generating daily helpdesk call MIS

6. Team Leader

Coordinate with helpdesk

Solution to helpdesk issues

Bug fixing and workaround solution

Maintenance of application

7. Software Developer / Software

Company

Modification & customization of

applications

Developed reports for MIS as

necessary

Bug fixing.

8. Data Entry Operator Entry of Data

9. Date Collector Collection of data based on pre-

defined format.



13.2. Change Management Change management can be understood as “ensuring continuity” in broad terms, during

implementation of any project. E-governance projects tend to redefine the skills and

utilization of staff and affect all other stakeholders associated with the projects and its

operations/usage. To ensure the continuity of the e-Governance initiatives and its project in the

event of such changes, NNVNS must:

Align the interests of the key stakeholders thereby synergizing various efforts

Catalyze administrative, process and legal changes required.

Provide stronger focus on change management through efficient communication,

workshops, etc.

In order to effectively carry out change management, NNVNS must:

Conduct an in-depth organizational research to study the various vertical and

horizontal levels of hierarchy. To chalk and design the roles and responsibilities at

each level to enable the smooth transition of power when need comes. It would enable

each employee to understand his/her role in clearer terms and carry out the

responsibilities efficiently.

Address the issue of training and capacity building. For smooth functioning and

efficient execution of the assigned tasks, NNVNS should undertake training programs

in the following areas:

o Technical skills

o Up gradation of existing skills

o Knowledge of reforms and innovations

o Behavioral skills

o Employee development

o Success stories and best practices As part of the change management, NNVNS should conduct business process reengineering and reforms as follows:



Administrative Reforms: Implementing an e-governance system would require

organization restructuring. Based on functions, some of the department may get

merged with other departments. While, there are requirement to create a separate IT

department.

Legal Reforms: For the successful commissioning of e-Governance system, it may be

required to make necessary legal and procedural changes. The legal changes may

involve a combination of amendments to existing statutes and creation of new laws. The

functionalities under the scope of project require no legal changes.

Process Reforms: A successful e-Governance project implementation requires

reviewing and simplifying all the processes, wherever necessary to make them

amenable to automation.



14. BENEFITS OFFERED BY PROPOSED SOLUTION The success of e-Governance at Varanasi Nagar Nigam can only be measured based on the

benefits realized by the stakeholders. NNVNS’s services to the citizens must not only be

available as close as possible to the doorstep of the citizens but also at a reduced cost of

service delivery for NNVNS in a self sustained and efficient manner. Such good governance

can be achieved by focusing on service delivery to citizens and by transforming processes at

NNVNS

14.1. Benefits to Stakeholders

14.1.1. Citizen

Benefits due to e- Governance Quantitative Outcomes Performance indicators

1. Online availability of NNVNS services to citizens

NNVNS portal available on Internet

for citizens to access.

Information, procedures, process,

rules, acts, application forms, etc.

available and downloadable at

NNVNS portal

Filing of applications directly on

NNVNS portal

Service Request can be generated

directly on NNVNS portal

Grievances can be logged through

Internet

Status of applications, grievance

logged can be obtained from

NNVNS portal.

Payments for services, application,

and service request can be made

at NNVNS portal through payment

gateways.

Service availability on 24x7

bases at portal.

Immediate

acknowledgement on

submission of

application

Immediate

acknowledgement on filing

of complaint

Any time view on

Complaint’ status.

Grievance Handling within

7 days (for specific cases

1 month)

Immediate receipt on e-

payment



2. Maximized reach of NNVNS services closer to the

citizen’s doorstep.

Adopt multimode medium of

service delivery to ensure accessibility

to services by citizens.

Online NNVNS web portal.

Direct access to NNVNS portal at

cyber cafes at subsidized cost.

Direct access to NNVNS Kiosks at

neighborhood Kirana shops, 24 x 7

medical stores, ATMs, etc.

Tie-up with SMS service provider to

provide service requests,

grievances, application status,

payment, etc. facilities over mobile

phones through SMS

% of Citizen using

decentralized service mode.

Number of Kiosks

Cafes facilitating NNVNS

services through portal.

Coverage of such setup

at all wards.

3. Improved Citizen Experience

Service response time and

turnaround times are measurable

and shortened.

Circulate information through

newspapers, pamphlets, TV, Radio,

etc. to citizens on multimode

availability of services.

Complex services and procedures

must be explained at NNVNS portal in

detailed and easy step by step

procedure.

Information on NNVNS portal must be

updated on a daily basis for any

changes.

NNVNS portal must have a

news section to provide detailed

current affairs information on

NNVNS to citizens.

Continuous improvisation in

timelines for service

delivery in Citizen Charter



Encourage public participation by

conducting public polls at the

portal, kiosks, ATMs, cyber cafes,

etc. for obtaining public opinion on

proactive improvement to civic

services.

NNVNS must provide FAQs at the

portal to reduce the need for

citizens to contact NNVNS for just

information.

14.1.2. Employees, NNVNS and Government

Benefits due to e- Governance

Quantitative Outcomes Performance indicators

1. All functions / processes are fully Computerized and IT enabled and available online

Availability of working items on the

dashboard of employees at the click of

button.

Zero time lag between workflow and no

time is wasted in physical transfer of

files and documents between tables

and offices.

Paperless office.

Exception reports and alerts

available to users at preset trigger

points.

No time is wasted by employees in MIS

and report preparation.

All routine and repetitive tasks are

automated and happen without any

user intervention.

Year begin, year end, day begin,

Significant reduction of

time on each process.

Management decisions

based on updated MIS

availability.



day end, shift begin and shift end

processing are instantaneous.

Revenue generated by all functions

are integrated for recording in financial

system under appropriate account

heads

2. Decreased cost of service delivery / self sustenance of operations.

Public Private Partnerships for service

delivery to reduce cost of service

delivery

Front-end staff will be

reinforced by private

service provider.

3.Improved employee efficiency

Employees can fully focus on

problem solving and improving service

delivery.

Revenue leakages are sealed.

Revenue generation increases year by

year.

Correct and timely availability of

information from systems, leading to

simplification of complex decision

making processes.

Large number of conventional

decision making is reduced to

immediately actionable alerts and

exceptions.

Staff works proactive in view

of availability of updated

reports.

Fiscal transparency within

NNVNS

4. Better employee

experience and employee esteem

Employees work in paperless and

clutter free environment.

Positive feedback from citizens and

vendors on the prompt and effective

service delivery.

Improvement in working

environment

5. Ease of Service oriented architecture gives the Better and tightly



maintenance and integration of various application services

flexibility and open platform for planning

integration without effecting the caller

and called services’ overall functionality.

New features may be added or re-

oriented without effecting the overall

functionality or integration

integrated application

environment.

More flexibility to add

features and functionality

14.1.3. Vendors

Benefits due to e- Governance

Quantitative Outcomes Performance Indicator

1. Online vendor transactions through NNVNS portal

Availability of tenders, notices for

purchase

Online submission of technical and

commercial details for tenders

Online tender opening.

Transparency.

Online submission of invoice by vendor.

Online status of vendor invoice

approval.

Electronic fund transfer of payment to

vendors.

Exponential Increase in

nos. of traders/ private

vendors using services like

online bidding, e payment

etc.

2. Lower cost of interfacing with NNVNS

Vendors need not physically visit

NNVNS offices for tenders, opening

and payments

Reduced number of staff at

front end services, staff

oriented towards other

civic services.

14.2. Key Measures against Objectives and Outcomes NNVNS shall implement e-Governance to achieve key measures and targets enlisted in the

NMMP guidelines. The NMMP guidelines of key measures and their targets are as follows



Stakeholders &

Objectives

Key Measures Illustrative Targets

Citizens (Quality of Service)

Minimizing the number of customer visits

Reducing the time required to request the

service.

Reducing the time required to deliver a

service.

Reducing the fees and charges associated

with a service.

Reducing the time spent by the customer to

follow-up and racks the progress o

requested service.

Six monthly independent citizen

survey/feedback for a period of five years

from the time of go-live with 95%

satisfaction level with respect to meeting

specified service levels.

95% resolution of grievances received

through the complaint management

module within the defined service level

Municipalities (Process efficiency and effectiveness)

Enhancing existing revenue.

Setting up new revenue streams

Reducing cost of processing transactions

Delivering intangible benefits (boosting image

of municipalities as a service oriented

organization).

Growth in municipality own revenues by at

least 25% on a year-to-year basis for

first three years.

Banning of manual records.

Accrual based accounting system

Service providers / suppliers (Monitoring & Evaluation of Quality of Service)

Service Level Agreements (Internal and

External)

Deployment of a system for meeting th

requirements contained in the right to

information act

Funding agencies / PPP players

(Economy)

Sustainability and Government investment

optimization through PPP models.

Return on Investment (ROI).

Cost benefits

Revenue surplus.

Policy makers (Decision making support system)

Integrated view of performance of

Municipalities at the Central & State Govt.

level

Integrated state wide municipal information

management system



Programme Office (Progress tracking)

%age of customers of each type using e

Governance services.

%age of municipal services transformed into

e-Governance.

%age of municipal service information

published over e- Governance

%age of transactions of each service

executed electronically

Over 75% citizens using alternate channels

for accessing services of ULB’s.

14.3. Service Level Improvement Adequate efforts shall be undertaken by NNVNS to implement the service levels as mentioned

in the NMMP guidelines which are as follows. NNVNS shall measure the entire e-Governance

implementation against these service levels on a predefined periodic basis. The monitoring

mechanism shall be the basic tool for NNVNS to further improve its service delivery through e-

governance:

Key Objectives Key Goals Verifiable Indicators

Means of Verification

Financial

Sustainability Revenue enhancement

Use of PPP

Growth in municipality own

revenues by at least 25% on

a year to year basis for first

three years.

Financial statements

of the municipality

Effective citizen

Redressal System

Operational right to

information

80% resolution of grievance

received through the

Complaint Management

Model within the defined

service level.

Government order Enhanced Transparency and accountability

Operational right to

information.

Deployment of a system for

meeting the requirements

System audit



contained in the Right to

Information Act Banning of

manual records.

Online financial and

management Information

system

Accrual based accounting

system

System audit

Process Reform

Implementation of

standards & guidelines

suggested in the design

document.

Legislative changes Government order

Website / Common state

wide portal for

municipalities

Updated at least every

15 days, time stamp

Time stamp

monitoring and SLA

with hosting agency

Availability of forms,

citizen charters etc.

Online, updated within

24 hours of changes in

forms, rules etc. if any

SLA with hosting

agency (if website

hosted externally)

Online submission of

forms

Online, immediate

acknowledgement

Birth and Death Registration

Registered Hospitals Online and through

service points (<15

minutes).

System audit

Others <5 days

Clearly Defined Citizen Services and Service Levels

Calculation & payment

of Property Tax

Online tax calculator <15

minutes through identified

service points Online

through e-Biz portal.

System audit

monitoring and

evaluation

framework.



Payment of utility bills

water supply and

sewerage

E-Bills to be available

online Payment online <15

minutes through identified

service points.

System audit

monitoring and

evaluation

framework.

Building Approvals

Residential <7 days System audit

monitoring and

evaluation

framework.

Commercial and others <15 days

Health Programs

License(New) <5days

Renewal <30 minutes

Financial Accounting

System

Double accounting

finalization of A/Cs within

3 months

System audit

monitoring and

evaluation

framework

Development Projects

Approved projects and

fund allocations by

wards

Online & at service

centers, within 1 day of

project approvals

System audit

monitoring and

evaluation

framework

Physical and financial

progress

Online & at service

centers, updated within

15 days

System audit

monitoring and

evaluation

framework



Request for public

comment before

closure

Online & at service

centers,

7 days after completion

Date of finalization

of accounts

e-Procurement Integration with state e-

procurement module

System audit

monitoring and

evaluation

framework

Grievances Handling

Acknowledge Immediate (through

service points or online)

Online

Resolution Monitoring Online (<7 days for all

other than specified for

which it would be <1

month)

System audit

monitoring and

evaluation

framework



15. FINANCIAL ESTIMATE FOR E-GOVERNANCE INITIATIVE 15.1. Capital Expenditure (CapEx) 15.1.1. Summary of Capital Expenditure (CapEx)

Sr. No. CapEx Categories Amount

(in Rs.) 1. Integrated e-Governance System

4,20,00,000

2. IT Infrastructure – Hardware

2,37,09,000

3. IT Infrastructure – Software

51,00,000

4. Consultancy Charges For Project Reports

30,00,000

5. Cost of e-Governance Consultancy for Project Management and Monitoring

30,00,000

6. Building, AC & Furniture, etc. 1,00,00,000

Total

8,68,09,000

15.1.1.1 Integrated e-Governance System

Sr. E-Governance Software Quantity UOM Unit Rate Amount (in Rs.)

1. Implementation of Integrated e- Governance System

LS 2,50,00,000

2. Data preparation, verification and migration

LS 30,00,000

3. GIS Software and Spatial Data

LS 70,00,000

4. Training and Capacity Building

LS 35,00,000

5. GIS Platform

LS 35,00,000

Total

4,20,00,000



15.1.1.2. IT Infrastructure – Hardware

Sr. Hardware Quantity UOM Unit Rate Amount (in Rs.)

1 Database Server

2 Nos. 3,50,000 7,00,,000 2 Application Server *

4 Nos. 3,50,000 14,00,000

3 GIS Server

1 Nos. 3,50,000 3,50,000 4 External Storage

1 Nos. 20,00,000 20,00,000

5 Giga Switch

2 Nos. 2,40,000 4,80,000

6 Core Router

2 Nos. 6,40,000 12,80,000 7 Location Routers

6 Nos. 1,20,000 7,20,000

8. Firewall

2 Nos. 4,00,000 8,00,000 9 Manageable Switch

10 Nos. 36,000 3,60,000

10 LAN

130 Nos. 1,500 1,95,000 11 Desktops **

** Existing: 35 Total Required: 113

78 Nos. 38,000 29,64,000

12. Mono Laser Printer

20 Nos. 10,000 2,00,000

13. Multi Function Printer Color

11 Nos. 40,000 4,40,000

14. DMP Normal High Speed

30 7

Nos. Nos.

15,000

1,00,000

4,50,000 7,00,000

15. LINE PRINTER 1 Nos. 5,00,000 5,00,000

16. UPS 5 KVA ONLINE 2 KVA ONLINE

10 10

Nos. Nos.

1,25,000

40,000

12,50,000

4,00,000

17. DGSET 35 KAV 7.5 KVA

1

10

Nos. Nos.

5,00,000 1,25,000

5,00,000

12,50,000 18. SBM

** Existing 20 Total Required 125

105

Nos.

22,000

23,10,000

19. BIO-METRIC TA System

110 Nos. 16,000 17,60,000

20. KIOSK

11 Nos. 2,00,000 22,00,000

21. A0 SCANNER 1 Nos. 5,00,000 5,00,000

Total

2,37,09,000



15.1.1.3. IT Infrastructure- Software

Sr. Software Quantity UOM Unit Rate Amount (in Rs.)

1 RDBMS

2 CPUs 16,00,000 32,00,000

2 Server Operating System *

* Existing: 2 Total Required: 6

4 Nos. 1,00,000 4,00,000

3 Management Software including Antivirus, Anti-spyware

1 No. 15,00,000 15,00,000

Total

51,00,000



15.2. Operational Expenditure (OpEx) 15.2.1. Summary of Operational Expenditure

Sr. OpEx Categories Amount (in Rs.)

1. Application Software

2,66,25,000


1,33,50,040


50,00,000

4. Onsite Manpower for handholding to Users

4,00,00,000

5. Cost of e-Governance Consultancy for Project Management and Monitoring

30,00,000

6. Infrastructure (Building, Furniture, etc.)

25,00,000

Total

9,04,75,040

15.2.1.1. Application Software

Sr. Software Items Qty. UOM Unit Rate

Amount (in Rs.)

ATS/AMC Charges

ATS/AMC for 5 Years

1. Implementation Of integrated e- Governance services

LS - - 2,50,00,000 37,50,000 1,87,50,000

2. GIS Application Software

LS - - 70,00,000 10,50,000 52,50,000

3. GIS Platform LS - - 35,00,000 5,25,000 26,25,000

Total

3,55,00,000

66,00,000

2,66,25,000



15.2.1.2. IT Infrastructure – Hardware

Sr. Hardware Qty UOM Unit Rate Amount (in Rs.) AMC

AMC for Additional

2 Yrs*/5 yrs**

1. Database Server*

2 Nos. 3,50,000 7.00,000 56,000 1,12,000 2. Application Server*

4 Nos. 3,50,000 14,00,000 1,12,000 2,24,000

3. GIS Server*

1 No. 3,25,000 3,25,000 28,000 56,000 4. External Storage*

1 No. 2,000,000 20,00,000 1,60,000 3,20,000

5. Giga Switch*

2 Nos. 240,000 4,80,000 38,400 76,800 6. Core Router*

2 Nos. 640,000 12,80,000 1,02,400 2,04,800

7. Location Route*rs

6 Nos. 120,000 7,20,000 57,600 1,15,200 8. Firewall*

2 Nos. 400,000 8,00,000 64,000 1,28,000

9. Manageable Switch*

10 Nos. 36,000 3,60,000 28,800 57,600 10. LAN Points*

130 Nos. 1,500 1,95,000 15,600 31,200

11. Desktops*

78 Nos. 38,000 29,64,000 2,37,120 4,74,40 12. Mono Laser Printer*

20 Nos. 10,000 2,00,000 16,000 32,000

13. Multi Function Color Printer*

11 Nos. 40,000 4,00,000 35,200 70,400

14. DMP* Normal High Speed

30 7

Nos. Nos.

15,000

1,00,000

4,50,000 7,00,000

36,000 56,000

72,000

1,12,000 15. LINE PRINTER* 1 Nos. 5,00,000 5,00,000 40,000 80,000

15. UPS ** 5KVA Online 2 KVA Online

10 10

Nos. Nos.

1,25,000

35,000

1,2,50,000

3,50,000

1,00,000

32,000

5,00,000 1,60,000

16. DG SET** 35 KVA 7.5 KVA

1

10

Nos. Nos.

5,00,000 1,25,000

5,00,000

12,50,000

50,000

1,25,000

2,25,000 6,25,000

17.

SBM** 105 Nos. 22,000 23,10,000 4,62,000 23,10,000

18.

BIO-METRIC TA System**

110 Nos. 16,000 17,60,000 3,52,000 17,60,000

19. KIOSK*

11 Nos. 2,00,000 22,00,000 1,76,000 3,52,000 21. A0 SCANNER* 1 Nos. 5,00,000 5,00,000 40,000 80,000 16. Internet Connection

Leased Line Broad band

6 5

Nos. Nos.

6,00,000 3,00,000

30,00,000 15,00,000

Total

2,37,09,000

1,33,50,040



15.2.1.3. IT Infrastructure- Software

Sr. COTS Qty. UOM Unit Rate

Amount (in Rs.) ATS ATS for 5

Yrs 1. RDBMS

2 CPUs 16,00,000 32,00,000 6,40,000 32,00,000

2. Server Operating System

4 Nos. 1,00,000 4,00,,000 __ __

3. Management Software including Antivirus, Anti- spyware

1 No. 18,00,000 18,00,000 3,60,000 18,00,000

Total

5,40,000

50,00,000

15.2.1.4. Onsite Manpower for handholding to Users

Sr. Manpower Type Amount (in Rs.)

1. Project Manager

2. Database Administrator

3. Network Administrator

4. Server Administrator

5. Helpdesk

6. Team Leader

7. Software Engineer

8. Data Entry Operator

9. Data Collector

4,00,00,000



15.3. Year wise CAPEX-OPEX Distribution

Sr. Category of Items Year

2011-12 Year

2012-13 Year

2013-14 Year

2014-15 Year

2015-16 Year

2016-17 Total

Amount (in Rs.)

CapEx

1. Application Software

42000000 42000000


23709000 23709000


5100000 5100000

4. Consultancy for DPR Preparation

3000000 3000000

5. Cost of e- Governance Consultancy for Project Management and Monitoring

3000000 3000000

6. Building & Furniture, etc.

10000000 10000000

a. Sub Total – CapEx 86809000 - - - - 86809000

OpEx

1. Application software

5325000 5325000 5325000 5325000 5325000 26625000


2670008 2670008 2670008 2670008 2670008 13360040


1000000 1000000 1000000 1000000 1000000

5000000

4. Post

Implementation Manpower Support

8000000

8000000

800000

8000000

8000000

4000000

5. Cost of e- Governance Consultancy for Project Management and Monitoring

600000

600000

600000

600000

600000

3000000



6. Building & Furniture

500000 500000 500000 500000 500000 2500000

b. Sub Total – OPEX

- 18095008 18095008 18095008 18095008 18095008 90475040

a+b

Grand Total

82516000 18095008 18095008 18095008 18095008 18095008

177284040



15.4. Finance Pattern

Centre State NNVNS

Total funding for CapEx and OpEx for 2

Years

NNVNS for 3rd, 4th & 5th year

Total e- Governance

cost including CapEx &

OpEx for 5 years

Funding

%age

50%

20%

30%

CapEx

4,34,04,500

1,73,61,800

2,60,42,700

8,68,09,000

8,68,09,000

OpEx

1,80,95,008 72,38,003 1,08,57,005 3,61,90,016 5,42,85,024 9,04,75,040

Total

6,14,99,508 2,45,99,803 3,68,99,705 12,29,99,016 5,42,85,024 17,72,84,040

For funding from Centre and State OpEx for only 1st and 2nd year is considered.

OpEx for 3rd, 4th & 5th year shall be borne by NNVNS.

The costs mentioned above are excluding all taxes and levies.



16. ANNEXURE 1- EVALUATION AND GRADING OF CURRENT IT SYSTEM The existing software modules can be evaluated as per following table and grading system:

Attribute Modules

Attribute Description

Category Attribute weight age

Property Tax

Payroll Double Entry

Account System

Birth and Death

Registration

3-tier or above 5 0 0 0 0 Web enabled 5 0 0 0 0 Multi-user 2 0 0 1 0 RDBMS 5 0 0 0 0

Architecture

Security

3 0 0 1 0

Support to Multiple OS 5 0 0 0 0 Support to Multiple RDBMS

3 0 0 0 0

Data exchangeability with other system

3 1 1 1 1

Adherence to open standards

Integration with Other System

4 0 0 0 0

Integrity of robustness

Transactions and rollback

3 0 0 1 0

Data input validations 5 0 0 1 0 Bug Free 3 0 0 1 0 Exception Handling 3 0 0 1 0

Self Healing

2 0 0 1 0

Role base user Management

5 0 0 1 0

Backup and restore 5 1 1 1 1

Utilities

Ease of administration

3 1 0 1 1

Ability to handle higher workload

4 1 0 1 1

Ability to process huge volume of archived and current data

4 0 0 1 0

Scalability

Ability to handle higher no of concurrent user

4 0 0 1 0

Functional Coverage

All functions covered for the department

3 0 0 1 0



Online Help 3 0 0 1 0 Offline Help 2 1 1 1 1 SRS and Design Document

5 0 0 0 0

User Manual and Administrative Manual

3 0 0 1 0

Acceptance Test Document

2 0 0 0 0

Availability of Source Code

4 0 0 0 0

Documentation

Change Management Documentation

2 0 0 0 0

Total out of 100

17 10 60 17

Prequalification / cutoff mark:

Module obtains > 80 Marks: It is as per DPR requirements with some customization

required.

Module obtains < 80 Marks: Not as per DPR requirements.

As per the above evaluation none of the existing software applications can be used within the

proposed integrated e-governance solution. However they will be retired only after the

proposed solution is ready to go live.

Hardware

Section 5.4 of the DPR document covers details of Existing Hardware. The existing hardware

modules can be evaluated as per following table:

1. Score (1-3), where 1=low/negligible, 2=medium, 3=high

2. Prequalification / cutoff mark:

- Hardware obtains > 80 marks: Usable as per DPR requirements

- Hardware Obtains 60-80 marks: Can be used as Stand-by Items/other utilities



Hardware Obtains < 60: Not usable as per DPR, but will continue to in use as existing.

Attribute

Hardware Type

Desktop Attribute

Description Attribute

weight age Server

P IV and above PIII and 486

Printers

Configuration

9 2 3 1 2

Upgradeability

7 2 2 1 2

Warranty/ Maintenance Support

9 3 3 2 3

Compatibility 8 2 2 1 3

Total Score

75

84

42

83

As per the table above, the current 35 desktops that exist can be utilized for the proposed e-

governance solutions. The requirement already discounts the current systems when procuring

new hardware.



17. ANNEXURE 2 – SPECIFICATIONS OF PROPOSED HARDWARES FOR E-GOVERNANCE

17.1. Database / Application Server (1CPU / 2 CPU) Sr. No.

Specifications

1. Must have 1/2 Nos. x Quad Core Xeon 2.66GHz Processor or latest

2. Must have 1333 MHz Front Side Bus

3. Must have 8 MB L2 Cache

4. Must have 2 x 4GB DDR2 ECC RAM of 667MHz

5. Must have 2 nos. of Integrated Gigabit Ethernet Controllers

6. Must have integrated baseboard management controller

7. Must have 2 nos. of 146 GB Small Form Factor SAS HDD with Raid 0, 1 capability

17.2. External Storage

Sr. No.

Specification

1. Fibre channel based external storage system

2. 2 Nos. RAID controllers with each controller having 1GB or more cache

3. Cache batteries must have 48 hours or more redundant battery life and must be ECC protected and mirrored

4. Must be configured for RAID 0+1 and RAID 5 or equivalent

5. 15 Nos. or more 300 GB 10K RPM Hot Swap HDDs on RAID 5

6. Must provide and configured for Hot Spare along with spare utilization for I/O and throughput

7. Array should have the capability of configuring hot swap disks

8. Must be configured for online capacity expansion and data leveling

9. Must have end to end checksum data and metadata recovery feature

10. Should support 128 host connections and 512 LUNs or mor



11. Support for additional 20 or more disks

12. Must have Dual Interface Ports for connection to SAN Switch

13. Power supplies and Fans must be fully redundant and hot swappable

14. Must be configured in a SAN setup with high available connectivity to additional servers

15. Must be configurable for Windows, Linux, UNIX and Netware

16. System must support and must be configurable on rack. All accessories and hardware necessary for configuration on rack must be supplied

17. Must have and configured on at least 2 host interconnects or more. All interconnects must be of 4Gbps or more FC

18. 2 Nos of 8 Port Fiber Channel Switch with necessary Fiber cables required for this setup

19. External Storage must be configured on SAN along with the Database Server and Backup devices. Storage system and the SAN Switches must have atleast 2 paths between them.

17.3. Giga Switch

Sr. No.

Specification

1. 16 Nos. RJ45 Ports for 10BaseT/100BaseTX/1000BaseT

2. 2 Nos. GBIC ports with support for 1000 Base SX/LX/LH/ZX. Vendor must configure ports for commissioning

3. Should support half duplex, full duplex modes and auto negotiation for 10BaseT/100BaseTX/1000BaseT ports

4. 32 MB SD RAM or more

5. 8K MAC Address entries

6. Must be configured for management through Console Port, Telnet, Web

7. Must support SNMP and RMON

8. Must have LED indicators to display the link status and activity

9. Must have at least FCC Class A, CE Certification




17.4. Routers

Sr. No. Specification

1. Make (to be specified by vendor)

2. Model (to be specified by vendor)

3. Modular Router

4. 2 Nos. 10/100 Mbps Ethernet Port

5. Min 4 Nos. slots for expansions

6. 1 Port Serial WAN Interface Card

7. 1 Port ISDN WAN Interface Card

8. 1 No. Auxiliary Port

9. 1 No. Console Port

10. 32 MB Flash RAM on board expandable to 64 MB

11. 64 MB DRAM on board expandable to 128 MB

12. DSP module slots

13. Must be rack mountable on 19” Rack Chassis

14. Must support hardware assisted VPN encryption modules

15. Must support 64Kbps up to 2Mbps bandwidth

16. Must provide cable for Serial Port

17. Electromagnetic Emissions Certifications EN55022 (CISPR22) Class A, EN55022/EN50082, CFR47 part 15 Class A, ICES 003, issue 2 Class A, VCCI Class A, AS/NZS 3548: Class A, EN55024 (CISPR24) Immunity

18. It is a responsibility of the vendor to quote and provide all required accessories to terminate, connect the lines at all locations wherever required. The price quoted shall be inclusive of all the charges required for the same.

19. Should support Remote monitoring, administration, configuration and troubleshooting

20. Must support for NAT, ACLs, 3DES, IPSEC, L2TP, Integrated Firewall, IDS Support, Time based Access List, CRTP



21. QoS Support

22. Management via SNMP

23. Must support Voice Traffic Prioritization


17.5. Firewall


1. State full Inspection

2. Must support OPSEC

3. Must have a hardened OS


5. Intrusion Protection

6. Min. 6 Ethernet Interfaces with support for Public, Private and De-militarized zones. Min. 2 ports should support 1000 Mbps of the 6 ports

7. High Availability with no single point of failure

8. Should support Virtual Router Redundancy Protocol

9. AAA Support

10. X.50a Certificate Support

11. Content filtering, URL filtering support, SPAM mails filtering

12. Must support IEEE802.1q VLAN Tagging OSPF Routing (Min. 3 OSPF areas should be possible to configure) Must support Static Routing RIPv1 and RIPv2 routing must be supported

13. DHCP Server

14. NAT/PAT support Advanced NAT support including H.323 applications

15. Web base GUI



16. Remote Management

17. Fast Ethernet Expansion option

18. Failover Support

19. Cleartext Throughput > 800 Mbps

20. Concurrent Connection > 3,00,000

21. Must support 5,000 new sessions per second processing

22. Simultaneous VPN Tunnel > 1900

23. 1 DMZ for Application Servers

24. Must have GUI and CLI interfaces for firewall management and support for both

25.

Windows and Unix Platforms

17.6. Manageable Switch


1. 1U Rack-Mount 24 Nos. 100/1000Mbps RJ-45 MDI-X ports,

2. 100/1000Mbps Ethernet, 100 Base TX Fast Ethernet auto-sensing Switch

3. 8.8 GBPS back plane support, forwarding rate 3.6 Mbps

4. Full duplex capability

5. Management capability SNMP, TELNET, RMON

6. VLAN Maximum 64port based

7. Standards IEEE802.3u(100Base Fast Ethernet), IEEE802.3(10BaseT Ethernet), IEEE802.1D,IEEE802.3x, IEEE802.1P/Q (Tagged VLAN)



17.7. Desktops


1. Intel Core I 5 2.8 or latest

2. Min. 3 GB DDR3 RAM

3. Intel 865G Chipset, 1066 or higher Onboard 100/1000 Fast Ethernet LAN, Integrated Graphics

4. 19" or higher TFT/LCD Color Monitor

5. 320 GB IDE HDD, SATA Based

6. 2 Serial (9Pin),One Parallel , One Keyboard and One Mouse Ports, 6 USB Ports

7. 106 Keys Keyboard or equivalent

8. 2 Button PS/2 Optical Scroll Mouse

9. Minimum of 160 Watts with variable speed Fan and with a front power on switch

10. Windows XP Professional or latest preloaded