punjab e-district specialized computer manual

Punjab e-District Application User Manual Department of Governance

Reforms

Punjab e-District - Department of Governance Reforms User manual

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Table of Contents

1. Glossary of Terms ........................................................................................................ 3

2. Project Overview ......................................................................................................... 5

2.1. Department and Services under Punjab E-District Project ................................... 5

3. General Information .................................................................................................... 9

3.1. Tools Required ...................................................................................................... 9

3.2. Starting your Computer ........................................................................................ 9

4. Purpose ...................................................................................................................... 10

5. Scope .......................................................................................................................... 10

6. Getting Started .......................................................................................................... 10

7. Home Page ................................................................................................................. 12

7.1. Quick Links .......................................................................................................... 12

7.2. Department login link ......................................................................................... 13

7.3. Status tracker ...................................................................................................... 14

8. Right to Information Act ............................................................................................ 14

8.1. Suwidha User: Application Submission............................................................... 14

8.2. Case 1: EDA Department ................................................................................... 20

8.2.1. Department User .............................................................................................. 20

8.2.1.1. Concerned Department HoD/Public Information Officer Login ................ 20

8.2.1.2 Dealing hand, PIO (Concerned Department) ............................................. 22

8.2.1.3. Approving Authority (Concerned Department head/Public Information

Officer) 24


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8.3. Case 2: DC Office ................................................................................................ 27

8.3.1. Department User .............................................................................................. 27

8.3.1.1. Additional Deputy Commissioner (Public Information Officer) Login ....... 27

8.3.1.2. Dealing Hand, PIO (ADC) Login .................................................................. 30

8.3.1.3. Approving Authority: ADC (Public Information Officer) ............................ 35

8.4. Suwidha User: Delivery of Information Report .................................................. 37

9. Disclaimer ..................................................................................................................... 40


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1. Glossary of Terms

Abbreviation Description

ACG Assistant Commissioner General

ADC Additional Deputy Commissioner

ADO Agriculture Development Officer

AFSO Assistant food and supplies officer

BAO Block Agriculture Officer

CAO Chief Agriculture Officer

CDPO Child development project officer

CMO Chief medical officer

CSC Common Service Center

DC Deputy Commissioner

DCCDPO Dealing Clerk, CDPO (Child development project officer) Office

DCDSSO Dealing clerk, DSSO(District Social Security officer) office

DCEOMC Dealing Clerk, EOMC (Executive officer municipal corporation) office

DRA District Revenue Assistant

DRO District Revenue Officer

DSSO District Social Security officer

e-governance Electronic governance

EOMC Executive officer municipal corporation

FI Food Inspector

G2B Government to Business

G2C Government to Citizen

G2G Government to Government

GSK Gram Suwidha Kendra

ICT Information and Communication Technology


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MO Medical Officer

NOC No objection Certificate

OBC Other Backward Class

PCSDM Pension Clerk, SDM (Sub Divisional Magistrate) office

PGA Public Grievance Assistant

PIO Public Information Officer

PLA Passport Licensing Assistant

PLC Passport Licensing Clerk

RTI Right to Information

SDM Sub Divisional Magistrate

SC Schedule Caste

SCA Sadar Copying Agency

SDA Sub Divisional Assistant

SMO Senior Medical Officer


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2. Project Overview

E-District project envisages integrated and seamless delivery of citizen services by district

administration through automation of workflow, backend computerization, data digitization

across participating departments.

Front-ends under the scheme, in the form of citizen facilitation centers, are envisioned to be

built at District, Tehsil, Sub-division and Block levels. Village-level front-ends would be

established through Gram Suwidha Kendra (GSKs) for delivery of services.

The project aims to target high volume delivered at the District level and to undertake back-

end computerization to enable the delivery of citizen services through Common Service

Centers in a systematic way. It further aims to integrate multiple applications, faster

processing of public cases/appeals/grievances, dissemination of information as per public

requirement and redesign the processes for the core services to be delivered through the

Common Service Centers. Services covered under e-district Project in Punjab is as per given

below list.

2.1. Department and Services under Punjab E-District Project

Sr. No. Department Name Service Name

1. Department of Personal

Issuance of Residence certificate

(Urban/Rural)

2. Department of Social Welfare

Issuance of Caste(SC/OBC) Certificate

(Urban/Rural)

3. Department of Social Security Old Age Pension (Urban/Rural)

4. Financial Assistance to Dependent Children


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under 21 years of age (Urban/Rural)

5.

Financial Assistance to disabled Person

(Urban/Rural)

6.

Financial Assistance Scheme to Widow and

Destitute Women below 58 years

(Urban/Rural)

7. Senior Citizen Identity Card

8. Department of Health Issuance of Birth/Death Certificate

9.

Addition of name of Child in Birth

certificate

10. Corrections in Birth/ Death certificate

11. Delayed registration of Birth/ Death

12. Department of Agriculture

Issuance and renewal of license for sale of

seeds/fertilizers/insecticides

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Addition of Godown in seeds/fertilizers

licenses

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Issuance of Duplicate agricultural license of

seeds/fertilizers/insecticides

15.

Addition/Deletion of item in license for

Seeds/fertilizers/insecticides


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16. Department of Home Issuance of Arm’s license

17. Renewal of Arm’s license

18. Duplicate Arm’s license

19. Cancellation of Arm’s license

20. Entry of weapon in Arm’s license

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Addition/Deletion of Retainer’s entry in

Arm’s license

22. Extension of Jurisdiction of Arm’s license

23. Addition/Deletion of weapon in Arm’s

license

24. NOC/Permission for sale of weapon

25. Permission for deposit of weapon in death

case

26. Sale/ Transfer of weapon in death case

27. Carry permit of weapon

28. Extension of Cartridges

29. Change of Bore

30. Change of address in Arm’s license

31. Issuance of Marriageability Certificate


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(Under The Special Marriage Act, 1954)

32.

Solemnization of Marriage (Under The

Special Marriage Act, 1954)

33.

Registration of Marriage Under The Punjab

Compulsory Registration of Marriage Act,

2012

34.

Registration of Marriage under Special

Marriage Act

35. Department of Food and Civil

Supplies Issuance of Ration Card

36. Modification in Ration Card

37. Issuance of Duplicate Ration Card

38. Issuance of Surrender Certificate

39. Department of Rural

Development and Panchayat Rural Area Certificate

40. Department of Revenue Countersigning of documents

41. Attestation of Document

42. Copying Service

43. Issue of Notices (Revenue Court Case)

44. Listing of Cases (Revenue Court Case)


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45. Government Dues & Recovery

46. Department of Governance

Reforms Right to information Act (RTI)

47. Department of Grievances Grievance Redressal

3. General Information

3.1. Tools Required

Computer (CPU, Monitor, Keyboard & Mouse)

Network Connection (Internet connectivity/PAWAN connectivity)

Peripherals (Camera, Scanner, Printer ETC)

Browser (Internet Explorer 7.0 & above, and / or Mozilla 3.6 & above)

Uninterrupted Power Supply (UPS)

3.2. Starting your Computer

Following are the steps may be followed to start the computer.

Steps 1: Ensure all cables are connected between the computer, network connection,

Peripherals & UPS

Steps 2: Plug the UPS to the electrical socket

Steps 3: Switch ‘ON’ the electrical socket

Steps 4: Switch ‘ON’ the UPS

Steps 5: Press the (power button) on the computer

Steps 6: Allow the system to boot up

Switch ‘ON’ the UPS only after you have switched ‘ON’ the power socket

Switch ‘ON’ the computer only after you have switched ‘’ON’ the UPS


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Switch ‘OFF’ the power socket in there is an electrical spark in the socket

Do not start the computer in case the UPS is not fully charged

Do not start the computer in case any of the wires are in contact with water sources

/ moisture

In case you are not sure whether the computer is connected in the right way –

please contact the system engineer/administrator/technical support engineer

4. Purpose

The purpose of this User Manual is to help user in running E-District application. The manual

consist of steps used for registering service request and processing of application request at

different levels using e- district Application.

5. Scope

The scope of this document is to provide Support and Guidance to End Users to access the e-

district application.

6. Getting Started

Following points and guidelines may be referred while accessing the e-district application:

User must have valid username and password

Make relevant and correct entries only

Recheck the entries before clicking on Submit button

Mandatory fields cannot be left blank

Mandatory/Optional documents should be attached as per requirement


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Do not make false entries

1. To launch E district - ONLINE

a. Double click on the to open the browser

i. The browser will be open with default page or blank page

ii. Enter the URL and press enter button on keyboard

2. User starts with the given steps after opening the internet explorer

STEP 1: Open the Punjab E-District website by typing the below given URL in address bar of

browser

http://edistrict.punjabgovt.gov.in

STEP 2: Choose the language either English or Punjabi from the screen.

Figure 1

http://edistrict.punjabgovt.gov.in/


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7. Home Page

On the Home page, End-User can access the Status tracker, Quick links, Help etc. These links

can be accessed for various purposes mentioned below:

Figure 2

7.1. Quick Links

Quick links contains following links

i. Home – Link can be used to access the home page.

ii. National e-Governance Plan – Link can be used to get knowledge on NeGP.

iii. E-District – Link can be used to get detail of E-District project.

iv. List of Services – Link can be used to get the list of Services under E-District project.

v. Pilot Districts – List of Pilot District

vi. Documents required – Link can be used to get the list of Documents required under

each service.

vii. Government Orders/Notifications – Link can used to get the Government

orders/notification for respective services.

viii. E-Governance Documents – Link can be used to get the documents for E-Governance.


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ix. List of Suwidha centers – Link can be used to get the list of Suwidha centers.

x. Tenders/Notices – Link can be used to get detail of Tenders/Notices.

xi. Feedback – Link can be used to post the feedback.

7.2. Department login link

This link can be used for user login which may be suwidha or departmental user. When end

user clicks on this link, he/she will redirect to Department login screen where end-user can

access login page.

Login to Department User

Users can login from this page. After login users will be redirected to their respective

workbench.

Follow the steps to login.

Enter <login-name> in Login name field.

Enter <password> in Password field.

Click on <Login> button.

Figure 3

Login using <Login Name>

and <Password>


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7.3. Status tracker

End-User can check the status of the application by entering the application number.

8. Right to Information Act

Right to Information Act 2005 mandates timely response to citizen requests for government

information. The basic object of the Right to Information Act is to empower the citizens,

promote transparency and accountability in the working of the Government, contain

corruption, and make our democracy work for the people in real sense. It goes without saying

that an informed citizen is better equipped to keep necessary vigil on the instruments of

governance and make the government more accountable to the governed. The Act is a big step

towards making the citizens informed about the activities of the Government.

8.1. Suwidha User: Application Submission

End User can login from this page. After login, End user shall be redirected to their respective

workbench.

Following are the steps to login into e-district application.

Enter <login-name> in Login name field.

Enter <password> in Password field.

Click on <Login>button.

Click on <Forgot Password> button, if user forgot the password.


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Figure 4

Steps:-

1. Login with User Id and Password

2. Select the service <Right to Information> under <RTI> from the menu bar in the left.

Figure 5

1. Click<Add New> for creating a new record.

Select

<Right to Information>


and <Password>


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Figure 6

Fill all the details regarding the application request in the application form. All the Mandatory

fields with asterisk sign “*” must be filled. The form is divided into three different sections:

I. Application form: General details

II. Application form: Service Details

III. Application form: Attachment

I. Application Form: General details

All the mandatory fields mentioned in the General Section must be filled like

Government Fees, Suwidha Fees and applicant relation with Citizen etc.

II. Application Form: Service Details

There are two departments for “Right to Information” form, one is “DC Office” and

another is “EDA Department”.


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Thus there are two cases according to Department:-

1. EDA Department

2. DC Office

Case1. When end user selects Department as “EDA Department”

If end user selects Department as “EDA Department”, Application request directs to concern

department PIO for further process.

Figure 7

Case2. When user selects Department as “DC OFFICE”

If end user selects Department as “DC OFFICE”, Application request directs to concern PIO at

district office.


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Figure 8

III. Application Form: Attachments

User has to scan the original documents provided by the Citizen/Applicant and attach the

mandatory documents using “Upload Document” link. User can also delete the document

using “Delete Document” link available on the page if wrong document attached.

User must click on <save> button to process the application request after filling all the details

in application form.

Note: All the mandatory fields marked with asterisk “*” sign must be filled.

Application no. and receipt shall be generated by e-district application after saving the form.

Select

<DC office> Select

<EDA department>


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Acknowledgment Receipt

After saving the application form <Application Receipt>link shall be available to print the

acknowledgment receipt. Click the <Application Receipt> link, takes printout of receipt and

handover to the Applicant.

Acknowledgement receipt may have the details of application like Application No., Date of

Application, Citizen Name, Father Name, Address etc.

Citizen must produce the receipt while receiving the output from Suwidha centre.

Figure 9


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8.2. Case 1: EDA Department

If application requested marked to the department covered under e-district

project then application request directs to concern department head/PIO for

further Process.

8.2.1. Department User

8.2.1.1. Concerned Department HoD/Public Information Officer Login

End user enters the Login Name, Password and clicks on Login Link to access the

Workbench.


1. Enter <login-name> in Login name field

2. Enter <password> in Password field

3. Click on <Login>button.

4. Click on <Forgot Password> button, if user forgot the password.

Figure 10

End User checks the Inbox and examines the service request accordingly.


and <Password>


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Figure 11

End user can access the application form details using the “Service Name” link. All the details

filled in the form are displayed while selecting the service name link. User checks the

application details from the General, Service details and Attachment sections and takes

following actions as mentioned in “Figure 12” according to service request:

1) Send Back to Suwidha

End user can send back the application with his/her remarks to suwidha in case of any

document deficiency or missing information. User clicks on <Save> button after

selecting action taken and adding comments/remarks.

Note: - Refer to section 8.1 for further process.

2) Request wrongly marked

If user selects “Request Wrongly Marked” option from Action Taken then end user

must select the correct “Department name”. End user selects the concerned

department for further process.

3) Request not fall under RTI Act 2005

If end user Selects “Request not fall under RTI Act 2005” from Action Taken drop down

box then end user must submit the remarks for reason.

Select an

application

from the list


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4) Send to Dealing Hand, PIO

End user forwards the application request to concerned Dealing hand. User clicks on

<Save> button after selecting action taken and adding comments/Remarks.

Figure 12

8.2.1.2 Dealing hand, PIO (Concerned Department)

Dealing hand enters the Login Name, Password and clicks on Login Link to access the

Workbench.

Following are the steps to login into e-district application:





Select appropriate Action from Action Taken

Click on SAVE button


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Figure 13

Dealing hand checks the Inbox and examines the service request accordingly.

Figure 14

Dealing hand, PIO can access the application form details using the “Service Name” link. All the

details filled in the form are displayed while selecting the service name link. User checks the



Steps:-

I. Send to PIO/Head of Department


and <Password>

Select an

application

from the list


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Dealing Hand forwards the application request to PIO after preparing information. End user also

generates the letter to citizen for additional fees, if any. User clicks on <Save> button after

selecting action taken and adding comments/Remarks.

Figure 15

8.2.1.3. Approving Authority (Concerned Department head/Public Information Officer)

End user enters the Login Name and Password and clicks on Login Link to access the

Workbench.









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Figure 16

End user checks the Inbox and examines the service request accordingly

Figure 17

End user can access the application form details using the “Service Name” link. All the details




Steps:-

1) Send Back to Dealing Hand


and <Password>

Select an

application

from the list


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End user can send back the application with his/her remarks to dealing hand in case

of any document deficiency or missing information. User clicks on <Save> button

after selecting action taken and adding comments/remarks.

Note: - Refer to section 8.2.1.2 for further process.

2) Approve

Concerned PIO/ Head of Department approves the report, signs manually on every

page and sends it back to the dealing clerk for official stamp and further dispatch to

e-District cell/Suwidha Manager.

Figure 18

Click<Save> button after taking action and adding Notes. A successful message will be displayed

after saving the application.




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8.3. Case 2: DC Office

8.3.1. Department User

8.3.1.1. Additional Deputy Commissioner (Public Information Officer) Login

ADC (Public Information Officer) enters the Login Name and Password and clicks on Login Link

to access the Workbench.






Figure 19

The ADC (PIO) checks the Inbox and examines the service request accordingly


and <Password>


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Figure 20

ADC (PIO) can access the application form details using the “Service Name” link. All the details




Steps:-

1) Send Back to Suwidha

End user can send back the application with his/her remarks to suwidha in case of any




5) Request wrongly marked

If user selects “Request Wrongly Marked” option from Action Taken then end user

must select the correct “Department name”. End user selects the concerned

department for further process.

6) Request not fall under RTI Act 2005

Select an

application

from the list


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If end user Selects “Request not fall under RTI Act 2005” from Action Taken drop down

box then end user must submit the remarks for reason.

2) Send to Dealing Hand, PIO

PIO forwards the application request to concerned Dealing hand. User clicks on <Save>

button after selecting action taken and adding comments/Remarks.

Figure 21

Click on <Save> button after taking action and adding notes. A successful message will be

displayed after saving the application.




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8.3.1.2. Dealing Hand, PIO (ADC) Login

Dealing hand, PIO enters the Login Name and Password and clicks on Login Link to access the

Workbench.

Following are the steps to login into e-district application:





Figure 22

Dealing hand, PIO checks the Inbox and examines the service request accordingly.

Figure 23


and <Password>


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Dealing hand can access the application form details using the “Service Name” link. All the

details filled in the form are displayed while selecting the service name link. User checks the



Step:-

1. Send Back to Suwidha

Dealing Hand can send back the application with his/her remarks to suwidha in case of




2. Send to Branch manually

Dealing Hand selects the option send to branch manually and enter the branch name in

other Branch Name Field. End user also generates the letter to concerned branch from

the link available, update the date of sending and send the same manually to other

branch. User clicks on <Save> button after selecting action taken and adding

comments/Remarks.

Figure 24

Enter Other Branch Name

Select “Send to Branch

Manually”

Enter “Date of Sending”


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3. Send to Concerned Branch

Dealing Hand forwards the application request to the concern branch. User clicks on

<Save> button after selecting action taken and adding comments/Remarks.

Figure 25

Case I: If application marked to other Branch Manually

Dealing hand, PIO enters the Login Name and Password and clicks on Login Link to access the

Workbench. Dealing hand access the same application request number after receiving the

information from concerned branch. Dealing Hand, PIO update the Date of Receiving, Total

Pages, Total cost if information received from concerned branch and forwards the application

request to PIO according to the information received.

Figure 26

Enter “Date of receiving”

Enter “Date of Sending”

Enter “Total No. of Pages and

Total Cost


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Click on <Save> button after taking action and adding notes. A successful message will be


Case II: If application marked to branch covered under eDistrict:

If end user selects the option “Send to concerned Brach” the end user must select the branch name from drop down list available. End user clicks on <Save> button after selecting the concern branch name.

Figure 27

Click on <Save> button after taking action and adding Notes. A successful message will be


For Example End user/Dealing Hand, PIO selects the Reader to DC from Branch Name.

Reader to DC Reader to DC enters the Login Name and Password and clicks on Login Link to access the Workbench and Selects the application request number.




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Figure 28

End user enters the total pages and total cost and generate letter to citizen regarding fee and forwards the same to citizen manually.

Figure 29

Total Pages

Generate letter to citizen


Total Cost


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End user forwards the application request to Dealing Hand, PIO after making remarks in note section. Process may be followed from Dealing Hand.

8.3.1.3. Approving Authority: ADC (Public Information Officer)

ADC (PIO) enters the Login Name and Password and clicks on Login Link to access the

Workbench.


Enter <login-name> in Login name field

Enter <password> in Password field



Figure 30

ADC (PIO) checks the Inbox and examines the service request accordingly


and <Password>


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Figure 31

ADC (PIO) can access the application form details using the “Service Name” link. All the details


application details from the General, Service details and Attachment sections along with report

submitted by Dealing Hand, PIO and takes following actions as mentioned in “Figure 32”

according to service request:

1) Send Back to Dealing Hand

End user can send back the application with his/her remarks to dealing hand in case

of any document deficiency or missing information. User clicks on <Save> button

after selecting action taken and adding comments/remarks.

Note: - Refer to section 8.3.1.2 for further process.

2) Approve

Approving authority approves the report, signs on every page and sends it back to

the dealing clerk for official stamp and further dispatch to e-District cell/Suwidha.


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Figure 32

Click on <Save> button after taking action and adding Notes. A successful message will be


8.4. Suwidha User: Delivery of Information Report

Suwidha enters the Login Name and Password and clicks on Login Link to access the

Workbench.






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Figure 33

Suwidha User receives the acknowledgment receipt from Applicant and click on the “Status

Tracker” link enters the application number in the status tracker and checks the status of

application

Figure 34

Enter the application no. and click on “Go” button.

Case I: In case application request rejected

If application request rejected by Approving Authority, Suwidha user provide the rejection

response to citizen.

Rejection Response:

Click on Status Tracker link

to check the status


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Figure 35


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Case II: In case application request approved

If application request approved by Approving Authority, e-District cell / Suwidha Manager

receive the information report from the RTI cell of DC office/Other Department manually. He

updates the date of receiving information report in e-District application.

Note: The applicant shall pay the required fees as per RTI rules, Government of Punjab to e-

District cell/ Suwidha Manager and collects the original copy of the information report. The

payment details shall be updated by the e-District cell/ Suwidha Manager in e-District

application and close the service request.

9. Disclaimer

User manual is prepared as per the existing process mentioned in Government Orders; however

actual screen shots may vary for few cases and may vary the process in future according to the

changes done by State/Central Government rules time to time.

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