functional specifications for building plan approval by the city authority

Mussoorie and Dehradun Development Authority (MDDA)

1

Functional Requirement

Specifications

of

Online Map Approval System


2

Table of Contents

1. Introduction............................................................................................................4

1.1. About Mussoorie and Dehradun Development Authority .............................4

1.2. Objectives ......................................................................................................5

2. As-Is (Current System) ..........................................................................................6

2.1. Procurement & filling of Application Form by Citizen.................................6

2.2. Preliminary Check of the Map (by Draughtsman and Lekhpal)....................7

2.3. Submission of Fees by Citizen.......................................................................8

2.4. Map Evaluation (by JE) .................................................................................9

2.5. Map Approval (by AE/Town Planner/VC/Board) .........................................9

2.6. Payment of Development Charges & delivery of approved map ................13

2.7. Closing of Case ............................................................................................14

2.8. Input-Output system.....................................................................................15

2.9. Problems ......................................................................................................16

3. To – Be (Proposed System) .................................................................................18

3.1. Online Interface for Map Approval .............................................................18

3.1.1. Architect Registration ..............................................................................18

3.1.2. Citizen Registration .................................................................................19

3.1.3. Submission of Application Form by Citizen ...........................................19

3.1.4. Submission of Fees by Citizen.................................................................21

3.1.5. Preliminary Check of the Map (by Draughtsman and Lekhpal)..............22

3.1.6. Map Evaluation (by JE) ...........................................................................23

3.1.7. Map Approval (by AE/Town Planner/VC/Board) ...................................24

3.1.8. Payment of Development Charges by Citizen .........................................28

3.1.9. Delivery of Approved Map......................................................................29

3.1.10. Closing of Case ........................................................................................30

3.2. CRUD Matrix...............................................................................................30

3.3. Other Interfaces............................................................................................30

3.3.1. Submission of modified map or any other required document or answer to

queries 30

3.3.2. Re-opening of Case..................................................................................31

3.3.3. User Management & Access Control ......................................................31

3.3.4. MIS Reports .............................................................................................31

3.4. Additional Features of the System...............................................................32

3.5. Map Evaluation Software (Phase – II).........................................................32

3.6. Capacity Building Requirements .................................................................33

3.7. Change Management Requirements ............................................................33

4. Required Software Components ..........................................................................34

4.1. Software Components & their functionalities..............................................34

4.2. High Level View of the System...................................................................35

4.3. Benefits ........................................................................................................35

5. Functional Requirements: Phase - I .....................................................................36

5.1. Online availability of map application kit ...................................................36

5.2. Registration of architect/draughtsman .........................................................36

5.3. Registration of citizen ..................................................................................37

5.4. Submission of Application form by the citizen ...........................................37


3

5.5. Payment of Processing Charges...................................................................38

5.6. Status of the application for citizen and architect ........................................38

5.7. Separate logins & Dashboards for MDDA officers .....................................39

5.8. Delivery of approved map ...........................................................................40

5.9. Archiving of old maps .................................................................................41

5.10. Online Interface to the citizen for map enquiry .......................................41

Functional Requirements: Phase - II............................................................................42

5.11. Evaluation of map as per byelaws ...........................................................42

5.12. Availability of map evaluation software to architects .............................42

6. General Functional Requirements........................................................................44

6.1. Information Dissemination ..........................................................................44

6.2. Application Form Availability.....................................................................44

6.3. Approval and Rejection ...............................................................................45

6.4. Movement of file, delivery of map & digital signatures..............................46

6.5. MIS ..............................................................................................................46

6.6. Others ...........................................................................................................47

7. Annexure..............................................................................................................48

7.1. Citizen’s page 1: ..........................................................................................48

7.2. Citizen’s page 2: ..........................................................................................49

7.3. Architect’s Page: ..........................................................................................50

7.4. Clerk, Draughtsman & Lekhakar Page ........................................................51

7.5. JE Page (Visit Report) .................................................................................52

7.6. JE Remarks, Objections & Calculations Page .............................................53

7.7. JE Calculation Page .....................................................................................54

7.8. Approval Page..............................................................................................55

7.9. Other attachments of application form ........................................................56

7.10. Different Letters being used by MDDA ..................................................93

7.11. Different Reports being used by MDDA...............................................101


4

1. Introduction

1.1. About Mussoorie and Dehradun Development Authority

The Mussoorie & Dehradun Development Authority (MDDA) of Uttarakhand was

established in 1984 with the objective of planning and development of the city. It

offers a number of services to the citizens, the approval of maps being the most

important of them from citizen point of view.

In the existing scenario, a citizen has to visit the office in Dehradun to avail the

services provided by the MDDA. By developing the online application the map

approval process can be simplified and citizens can apply for map approval through

online portal conveniently while sitting at their home. The online map approval

application will lead to better efficiency, transparency and citizen satisfaction.

The purpose of this project is to re-engineer the existing processes for achieving the

following objectives:

1. Reducing the human interaction at various stages of the approval.

2. Reducing turnaround time for delivery of the services, while ensuring that the

necessary process controls are not compromised

3. Reducing time, cost and resources

4. Providing convenience to citizens and increasing the satisfaction levels of all

stakeholders

The report provides a path for implementing the reengineering recommendations in a

phased manner to have a smooth transition of the department from the current state to

the future state by adopting technological initiatives and amending the governing Acts

wherever applicable.

Also, the adoption of Information Technology in the functioning of the processes will

enable the process owners to embed controls in the system, to contain malpractices,

increase citizen satisfaction, reduce discretion and enhance the brand image, increase

productivity and revenue for the Authority.


5

1.2. Objectives

The objective of the Online Map approval system is to provide the online interaction

between the citizen and MDDA for the approval of any kind of building map

(residential as well as commercial). It will provide the following:

a. Submission of building map online by the citizen

b. Online payment of map processing charges to MDDA.

c. Automatic checks & verifications of the map as per the byelaws.

d. Online delivery of approved map to the citizen.


6

2. As-Is (Current System)

The system consists of the following:

1) Procurement & filling of Application Form by Citizen

2) Preliminary Check of the Map (by Draughtsman and Lekhpal)

3) Submission of application form & Fees by Citizen

4) Map Evaluation (by JE)

5) Map Approval (by AE/Town Planner/VC/Board)

6) Payment of Development Charges & Delivery of approved map

7) Closing of Case

2.1. Procurement & filling of Application Form by Citizen

a) At present the citizen procures the Map Application Kit of Rs. 20.00 from

the office clerk. The application kit is placed in the MDDA’s file as a

green sheet for approval process.

b) Attested documents required with application form are as below:

a) Indemnity bond

b) Affidavit

c) NBO form

d) Land Ownership document

e) Copy of Mutation

f) 5 copies of the map

c) If the applicant wants an architect/draughtsman (not an employee of

MDDA) to deal for his map approval with MDDA then he has to submit

an affidavit for authorizing the architect. In this case, Draughtsman must

be registered with MDDA while the Architect needs not be registered. An

Architect needs to be registered with council of architects where he is

allotted a registration number.

d) As per the citizen charter, residential map should be approved with in 15

days while the commercial map should be approved in 30 days. The time

of 15 days for commercial map and time of 30 days for commercial map

starts only after submission of map application kit with all requisite

documents and payment of submission fees. Time consumed by the


7

applicant in submitting fees/map modifications/any other required

document is excluded from citizen charter time.

Process Map:

Cit

ize

nA

rch

ite

ct

Off

ice

Cle

rk

Start...

Procures the application kit

from office clerk

Collects the fees of

the application kit in

cash and gives the

application kit to

citizen

Citizen fills the self related

details in the application kit and

attaches the required documents

and goes to the architect

Architect fills the architects form

in the application kit and

provides 5 copies of the map to

the citizen

authorize architect as an

applicant on his behalf

Architect becomes

the Applicant

Yes

Citizen becomes the

applicant

No

End

2.2. Preliminary Check of the Map (by Draughtsman and

Lekhpal)

a) The applicant fills the application form and attaches the necessary

documents with the help of his architect and takes it in a file to the

Draughtsman (employee of MDDA).

b) A Draughtsman checks the land use of the site as per the proposed building

plan (key plan on the map) and puts his remark in Draughtsman’s section

of the application. It is up to the applicant to go to the next level or quit.

c) If the applicant takes his file to the Lekhpal, then Lekhpal verifies the

ownership of the land with the name of the applicant and puts his remark

in the Lekhpal’s section of the application. As per the rule the ownership

of the land should be in the name of applicant.

d) If the applicant takes his file to the AE.AE verifies the application kit

(containing remarks from Draughtsman along with all supporting

documents and if he finds the application suitable for technical review then


8

he marks it to one of the Junior Engineers (JE) in the map cell. After

marking the file to JE, AE forwards the file to the office clerk.

e) Office clerk enters the application details into the software.

Process Map:

Ap

pli

can

t

Applicant gets

verified his map for

land use from

Draftsmen

Dra

ftsm

en

End

Puts his remarks on

application and gives

back to applicant

Applicant takes the

application kit to

Lekhpal for land

records verification

Lek

hp

al Puts his remarks on

application and gives

back to applicant

Applicant takes his

application kit to the AE

for complete application

verification

AE

Verifies the

application

Applicant takes the

application kit to

office clek

Start...

approves

application

Marks to JE and gives

back the application to

applicant

Yes

No

2.3. Submission of Fees by Citizen

a) According to the entered details software calculates the Map Submission

Fees and Office Clerk ask the applicant to submit the calculated fees to the

cashier. While map is submitted software issues a unique map number to

the file, generates a receipt for submission fee in three copies. This receipt

is given to applicant who goes to the cashier for depositing the amount.

Reference no. & map no. is duly printed in the receipt.

b) Applicant submits the fees to the cashier in accounts section where one

copy is retained by the cashier and two copies of challan receipt is given

back to the applicant.


9

c) Applicant submits one copy of the challan receipt to the office clerk. Clerk

attaches the copy in file.

Process Map:

Off

ice

Cle

rkA

pp

lica

nt

End

Applicant takes the

approved application

kit by AE to office

clek

Calculates the

submission fees and

tells the applicant

Applicant submits

the fees to the

Accountant

Acc

ou

nta

nt Collects the fees and

gives

acknowledgement

receipt

Applicant submits

the application kit

with receipt

Clerk makes a file &

forwards it to JE

Start...

2.4. Map Evaluation (by JE)

a) Office Clerk forwards the file to JE.

b) JE inspects the site, verifies the map and manually calculates the

development charges for the map as per the rules.

c) JE puts up his recommendations (for modification/approval/rejection) in

the file by filling up the JE section in the application form. In case during

map approval, the applicant starts construction at site, JE recommends for

rejection of the map. If the map is residential, the file is forwarded to AE

and if the map is commercial the file is forwarded to Town Planner (TP)/

Executive Engineer (XEN). Movement of file from one stakeholder to

other MDDA is decided by Vice Chairman and subject to change at any

point of time.

2.5. Map Approval (by AE/Town Planner/VC/Board)

a) In case of residential map :

i. AE checks the recommendations from JE and in case during map approval,

the applicant starts construction at site then a case is registered against the

applicant and file is attached to the case file. The file is forwarded to AE of


10

unauthorised construction cell. A separate reference number is given to

this file while in software it is marked rejected by the map cell.

ii. In few cases, opinion of Town planning Department is required. In such

case AE forwards the recommendation to the Vice Chairman and after

approval of Vice Chairman, a letter from VC is sent to Chief Town &

Country Planner for Town Planning Department’s opinion. Chief Town &

Country Planner gives their opinion through letter to the VC. VC marks

the letter to AE

iii. If approval of board is required than the approval from the board is taken

in the meeting.

iv. AE cross checks the recommendations from the JE/Town Planning

Department/ Board and approves or rejects or recommends for

modification in the map.

v. If there are objections in the file:

i An objection letter is generated through the s/w and sent to

applicant through post. The objections may be related to

corrections in the map or any other queries. If Applicant

removes them within specified time of 10 days then map is

further processed for approval otherwise it gets rejected.

ii Citizen re-submits the modified map/any other required

document/ answer to queries, with a hand written application to

the AE.

iii AE if required may mark the file to JE or he himself can

proceed further for approval.

vi. If NOC is required from other departments:

i JE/AE mentions the NOC required in his report and AE

forwards the file to the office clerk.

ii Submission clerk generates all such NOC letters through the

S/W and sends them to the concern department with a copy of

map attached (some time more than one copy).

iii If MDDA receives NOC from the concern department within

stipulated time (10 days) then map is approved otherwise

rejected. Some times a reminder is sent to the department.

vii. If the map is rejected:


11

i AE forwards the file to the office clerk.

ii A rejection letter generated through s/w citing all the reasons is

sent to the applicant through post. File is marked closed in the

s/w.

b) In case of commercial map:

i Please refer the process for residential map above by replacing the role

of AE with TP /XEN.

ii Difference between the commercial and residential case for map

approval is TP cannot approve the commercial maps where as in

residential cases AE can approve the map.


12

Process Map:

Off

ice

Cler

kTo

wn

Plan

ner (

TP)/

Ass

ista

nt E

ngin

eer (

AE)

Clerk sends file to JE

JE

Checks If the map

complies the byelaws

Objections raised in map

not complies

if objections can be

solved by modifications

intimates the

applicant by post

Yes

if objections

are solved by

modifications

Forwards the

recommendation

Sends his

recommendations

for approval to VC

Vic

e Ch

airm

an (V

C) (C

itiz

en/

Arc

hite

ct o

n

beha

lf of

cit

izen

)

End

Modifies the map &

submits back to AE

Start

marks to JE

for...In case of residential

maps, AE rejects

application

No

JE visits the site

No

NOCs Required

Yes

Collects the NOC from the departments

Yes

AE or TP

No

TP

AE seeks approval

from VC

Yes

AE

VC takes advice from Town

Planning Department

VC takes

approval from

Board

NoVC queries back

from AE/TP

Queries back to JE

Provides commentscalculates charges

Complies

Checks the

recommendations

Yes

Provides comments

Yes

No

Gets the advice from Town

Planning Department

yes

Approval from board taken

Yes

��VC approves/

rejects the map

No

AE approves

No

No


13

2.6. Payment of Development Charges & delivery of approved

map

i AE forwards the file to the Accounts section for cross verification of

calculated charges from the software.

ii Accounts section verifies and finalizes the charges and sends back the

file to the AE.

iii AE forwards the file to the office clerk.

iv As & when the map is marked approved in the software by the map

cell, all such no’s are reflected on the screen of cashier & office clerk.

v Office Clerk intimates the applicant by post to submit the charges of

his approved map. A demand note (letter form) is generated by the

software which is sent to the applicant by post.

vi Applicant goes to the cashier, tells his file no. and submits the fees to

him. Cashier prints receipts in 3 copies from the software by clicking

the map no. One copy is retained by the account section and another

Two are handed over to applicant.

vii Applicant submits one copy of the receipt to the office clerk and gets

his map (signed by authority with stamp) by hand from the clerk with

in 24 hrs.

viii Office clerk records submission of development charges & delivery of

map in to the software and closes the file in software.


14

Process Map:

Off

ice

Cle

rk (

Cit

ize

n/

Arc

hit

ect

on

be

ha

lf o

f ci

tize

n)

EndT

ow

n P

lan

ne

r (T

P)

Acc

ou

nta

nt

After approval cross checks

the charges calculated by

JE from accounts

Re calculates the

charges and corrects

the charges if

calculated wrong

Forwards the file to

the clerk

Intimates the

applicant by post to

submit the charges

Submits

charges

collects charges &

gives receipt

submits receipt

to clerk

Clerk gives the

approved map to the

applicant

Applicant gets the

approved map

Start

2.7. Closing of Case

i After due process, one copy of sanctioned map is sent to the computer

section where all maps are scanned and kept in the Hard Disk Device

(HDD) in Portable Document Format (PDF) format for further

reference. After a certain period of time, submission clerk prepares a

list of files disposed off during this period with the help of s/w and

sends them to store section. At store section the list is again generated

through software separately for sanctioned maps and rejected maps.

Store keeper issues a bag number to a set of 30 odd files and, places

this information on his register and stores the bag containing all files in

the store room. The bag number generally is in the form of date (date

of sanction/rejection), so that he can keep track of bags by the date.

ii In case a map is rejected/approved/closed. The applicant can always

get his file reopened by submitting a hand written application & re-

opening fee with documents/corrected maps etc. In this case the map is

re-opened and provided another map no. The nomenclature of map no.

is such that it can easily be traced with its original map no. For

example - First time a map is given a map number R-1045/11-12,

second time it will be given R-1045/11-12-RE1 and third time R-


15

1045/11-12-RE2 so that all sets of information is intact. The map no. is

generated by the software.

2.8. Input-Output system


16

2.9. Problems

The biggest problem is that the applicant has to interact with MDDA at every stage of

the map approval as shown below:

Sl.

No.

Problem Solution

1. Citizen interaction with each

officer

Provide an online facility to the citizen to

upload his application kit through his

architect

2. Citizen does not know the

status of his application

during the process of his map

approval. If any

modifications are required in

the application the applicant

is informed through post.

Provide an online facility to the citizen to

track the status of his application. Online

facility can intimate the citizen through

SMS that there are some modifications

required in his application. Citizen

comes online and gets the information on

modifications required and re-submits

through online facility.

3. The map checking as per

byelaws is manual and it is

Software to generate automatic map

approval report. (To be done in phase 2).

Citizen

AE (for filled details verification)

Lekhpal (for ownership verification)

Draughtsman (for land use check)

Cashier (for submitting the fees & charges)

Clerk (for submitting application)

JE (on site verification)

AE/Town Planner (for modification)


17

prone to human errors

4. Citizen has to pay the map

processing fees by coming to

the office.

Online payment facility.


18

3. To – Be (Proposed System)

3.1. Online Interface for Map Approval

The proposed system will consist of the following:

1) Architect Registration

2) Citizen Registration

3) Submission of Application Form by Citizen

4) Submission of Fees by Citizen

5) Preliminary Check of the Map (by Draughtsman and Lekhpal)

6) Map Evaluation (by JE)

7) Map Approval (by AE/Town Planner/VC/Board)

8) Payment of Development Charges

9) Delivery of Approved Map

10) Closing of Case

3.1.1. Architect Registration

The process is as follows:

a) Architect (registered with council of architects) or external draughtsman

(registered to MDDA) will register themself to the website by entering their

necessary details.

b) After registration the architect/ draughtsman will get a username (registration

no.) and password through SMS as well as email.


19

Process Map:

On

lin

e i

nte

rfa

ceA

rch

ite

ct/ D

rau

gh

tsm

an

Startsubmits the request for username and

password by providing personal

details and registration no.

Validates the registration

number from Database

End

Data store

Is valid?

Intimates username &

password to the architectYes

intimates the rejection

to the architect

No

e-mail/sms

e-mail/sms

3.1.2. Citizen Registration


a) Citizen will register himself online to MDDA through a web page.

b) After registration the citizen will get a username (registration no.) & password

through SMS as well as email.

Process Map:

On

lin

e

inte

rfa

ceC

itiz

en

Start

submits the request for username and

password by providing personal

detailsEnd

Intimates username &

password to the citizen

e-mail/sms

3.1.3. Submission of Application Form by Citizen



20

a) Citizen will enter the details of 1st page (Annexure-7.1) and upload the

documents mentioned in the checklist at 2nd page (Annexure- 7.2) of the

application kit. The applicant will also select the name of his

architect/draughtsman (already registered with MDDA) along with his

registration number.

b) The architect/draughtsman will be informed through SMS as well as email to

fill up the 3rd page (Annexure- 7.3) of the application. Also he will upload the

AutoCAD copy as well as scanned copy of the customer signed map (in JPEG

format).

c) Based on the details filled by architect/draughtsman on page 3 (Annexure-

7.3), a submission fee will be automatically calculated and the citizen will be

informed through SMS as well as email to pay the submission fees.

d) Citizen logs in with his username & password into the system and checks the

details filled in along with the maps uploaded by architect/draughtsman. If it is

OK, citizen will proceed for fees submission.

e) In case citizen is NOT OK then he will ask the architect to modify the details

as well as the map. Architect will modify the previously filled details. He will

also cancel his previously loaded map and will upload the new map. If the map

is OK then citizen will proceed for fees submission.

Process Map:

Cit

ize

nA

rch

ite

ct

Start...

Logs in & Submits

the details of 1st &

2nd page of

application kit by

online form

Selects his

architect/draughts

man name from

the online list

On

lin

e i

nte

rfa

ce

Logs in & submits

his information

and map copies

e-mail & SMS

accepts the application

and intimates the

architect to submit his

part of information as

on page 3 of the

application kit

calculates the

submission fee and

intimates the

citizen e-mail & SMS

Logs in

Map is OK? Pays the submission feeYes

Asks the architect to re-

modify the map

No

Logs in, cancels his

previous

information &

maps and re-

modifies the map


21

3.1.4. Submission of Fees by Citizen The process is as follows:

a) The citizen will have two options for payment:

1) Online payment through credit/debit card using payment gateway

2) Demand Draft

b) In case of online payment, the application status will get updated

c) In the second option citizen will enter the demand draft details in the web page

and will deposit the demand draft in MDDA office. After the fee is received

by MDDA office, the CAO will update the application status in the system and

the application moves forward in the system.


22

Process Map:

Ba

nk

Cit

ize

nC

AO

StartO

nli

ne

Inte

rfa

ce

End

Pa

ym

en

t

Ga

tew

ay

CAO marks the file for

delivery of approved map

Updates the payment information on

CAO as well as citizen Dashboard

Gives the challan

receipt to citizen

Submits the fees by

draft/cash/cheque

Submits the fees through payment gateway?

Yes

No Fills the challan no. on online

interface for his application



3.1.5. Preliminary Check of the Map (by Draughtsman and

Lekhpal)


a) Draughtsman will log in to the system and will check the pending cases on his

dashboard. He will click on a case which will lead to page 4 (Annexure- 7.4)

of the application form. This will appear as a green sheet. He will also be able

to see the list of attached documents. By clicking on any attachment he will be

able to view it.

b) The draughtsman will put his remark in his section on page 4 (Annexure- 7.4)

of the application form and submit it. The case will get marked forward to the

Lekhpal.

c) The above two steps will also be available to Lekhpal. After submission by

Lekhpal, the case will get marked forward to JE.


23

Process Map:

Dra

ftsm

en

Lek

hp

al

logs in & Checks

the land use of

the map

logs in & checks the

authenticity of land

records

marks forward to

Lekhpal

Da

sh B

oa

rd f

or

ea

ch o

ffic

er

Draftsmen

Dashboard updated

Lekhpal Dashboard

updatedJE Dashboard

updated

marks forward to

Lekhpal

Start End

3.1.6. Map Evaluation (by JE)

a) JE will log in to the system and will check the pending cases on his dashboard.

He will click on a case which will lead to pages 5, 6, 7 and 8 (Annexure- 7.5,

7.6, 7.7 & 7.8) of the application form. All these pages will appear as green

sheet. He will also be able to see the list of attached documents. By clicking on

any attachment he will be able to view it.

b) JE will fill in the site visit report on page 5 & 6 (Annexure- 7.5, 7.6). The

development charges details will get reflected on page 7 (Annexure- 7.7) of

the application form by the system.

c) JE will fill in his comments on page 8 (Annexure- 7.8) of the application form

and submit it. The case will get marked forward to AE in case of residential

maps and to Town Planner in case of commercial maps.

Process map:

JE

logs in & fills the site

visit report, NOCs

required section and

objections raised section

marks forward to

Lekhpal

Da

sh B

oa

rd f

or

ea

ch o

ffic

er

JE Dashboard

updated

AE Dashboard

updatedStart End


24

3.1.7. Map Approval (by AE/Town Planner/VC/Board)


a) Depending upon the residential or commercial map, AE/Town Planner will log

in to the system and will check the pending cases on his dashboard. He will

click on a case which will lead to page 8 (Annexure- 7.8) of the application

form. This page will appear as green sheet. He will also be able to see the list

of attached documents. By clicking on any attachment he will be able to view

it.

b) The following scenarios will be handled by the system.

1. AE approves the case (in case of residential maps)

2. AE/Town Planner seeks clarification/modification from citizen

3. AE/Town Planner seeks clarification from JE

4. AE/Town Planner seeks NOCs required

5. AE/Town Planner seeks approval from VC

i. VC seeks clarifications from AE/Town Planner

ii. VC approves the case

iii. VC rejects the case

6. VC seeks approval from Board

i. Board approves the case

ii. Board seeks clarifications from VC

iii. Board rejects the case

7. VC seeks advice from Town Planning department

Scenario I - AE approves the Case (in case of residential maps)

a) AE will approve the case (only in case of residential maps). The case will

get marked forward to CAO. Concurrently map approval intimation will

go to the citizen through SMS as well as e-mail and the due payment

details will get reflected on the dashboard of the citizen.


25

b) The citizen will be able to pay as per the process mentioned in

“Submission of Fees by Citizen”. (CAO will update the application status

in the system)

c) After the application status is updated by CAO, the final approval of map

will be intimated to the citizen through SMS as well as email and the

digitally signed map will become available for download.

Process Map:

Cit

ize

n/

Arc

hit

ect

Jun

ior

En

gin

ee

r (J

E)

Start

Ass

ista

nt

En

gin

ee

r (A

E)

Da

sh B

oa

rd f

or

ea

ch

off

ice

r

End

Sends his report to AE by

updating his dashboard

JE Dashboard updated AE Dashboard updated

Intimates the

applicant to

modify map

Corrects the map & re-submits the

modified map

Map Evaluation

Reviews the

application kit.

Queries JE?

email & sms

Yes

Map modifications required?No

Yes

Approves or rejects

the mapNOCs required ?

NoNo

Gets the NOCs from

departments and

uploads the scanned

copy in the system

Yes

Scenario II – AE/Town Planner seeks clarification/modification from Citizen

a) AE/Town Planner will put in his queries (in the query section of page) to

the citizen. He may also ask for other documents including a modified

map.

b) Citizen/Architect will provide response to the queries.

c) Further the case will get handled through any of the scenarios listed in the

Map Approval process.


26

Process Map:

Cit

ize

n/

Arc

hit

ect

Jun

ior

En

gin

ee

r (J

E)

Start

AE

/T

PD

ash

Bo

ard

fo

r

ea

ch o

ffic

er

End

Sends his report to AE by

updating his dashboard

JE Dashboard updated AE Dashboard updated

Intimates the

applicant to

modify map

Corrects the map & re-submits the

modified map

Map Evaluation

Reviews the

application kit.

Queries JE?

email & sms

VC Dashboard updated

Yes

Map modifications required?No

Yes

Forwards to VC NOCs required ?

NoNo

Gets the NOCs from

departments and

uploads the scanned

copy in the system

Yes

Scenario III - AE/Town Planner seeks clarification from JE

a) AE/Town Planner will put in his queries (in the query section of page) to

JE. The case will get marked to JE.

b) JE will provide response to the queries. The case will again get marked to

AE/Town Planner.



Process Map: Please refer to the process map above in scenario II.

Scenario IV - AE/Town Planner seeks NOCs required

a) AE/Town Planner will send letters to various departments like Nagar

Nigam, PWD, Electricity and Water Supply for obtaining NOC.

b) After NOCs are obtained, they will be scanned and uploaded in the system

against the concerned case.

c) For residential maps:

i. AE will approve the case if he is satisfied.

ii. In case AE is not satisfied, then the case will get handled through

any of the scenarios listed in the Map Approval process.

d) For commercial maps, Town Planner will forward the case to VC for

approval.


27

Process Map: Please refer to the process map above in scenario II.

Scenario V – AE/Town Planner seeks approval from VC

a) AE/Town Planner will mark the case to VC for approval.

b) VC will either approve the case or would ask queries from AE/Town

Planner or would reject the case.



Process Map:

Jun

ior

En

gin

ee

r (J

E)

Da

sh B

oa

rd f

or

ea

ch

off

ice

rA

E/T

P

Start

VC

End

AE Dashboard

updated

JE Dashboard

updated

Queries JE?

checks dashboard &

updates his comments

Queries AE/TP?

Yes

Dispatch Clerk

Dashboard updated

Forwards to VC

for approval

VC Dashboard

updated

Provides his

comments

No Yes

Takes advice from Town

Planning department ?

No

Recommends

approval from board

No

YesRejects or

approves

No

Yes

Dis

pa

tch

Cle

rk

Uploads the MoM of

Board/Advice letter from

Town Planning

Department


28

Scenario VI – VC seeks approval from Board


b) VC will put up the case in the board meeting.

c) Minutes of the meeting will be scanned and uploaded against the case in

the system.

d) In case board has approved, VC will approve the case. The case will get

marked to CAO for further processing. Also intimation will be sent to

AE/Town Planner that case has been approved.

e) In case board seeks further clarification, VC will put up the queries and

will mark the case back to AE/Town Planner.

f) In case board has rejected, VC will reject the case. The case will get

marked to AE/Town Planner for further processing. Also intimation will

be sent to citizen.

g) Further the case will get handled through any of the scenarios listed in the


Process Map: Please refer to the process map above in scenario V.

Scenario VII – VC seeks advice from Town Planning Department


b) VC will seek advice from Town Planning Department. A letter will be

generated and sent to town planning department.

c) After response from Town Planning department is obtained, it will be

scanned and uploaded in the system against the concerned case.

d) Minutes of the meeting will be scanned and uploaded against the case in

the system.

e) VC will either approve the case or reject the case or seek approval from

board or seek clarification from AE/Town Planner or seek further advice

from Town Planning department. Depending upon the situation the case

will get handled as per the scenarios listed in the Map Approval process.

Process Map: Please refer to the process map above in scenario V.

3.1.8. Payment of Development Charges by Citizen

The process is as below:


29

a) After approval of the map, an SMS as well as e-mail will go to the citizen for

payment of development charges.

b) The citizen will pay the development charges in a manner similar to the details

given in “Submission of Fees by Citizen” section along with the updation of

status by CAO.

Process Map: Please refer to the process map above in 3.1.4 -Submission of fees by citizen.

3.1.9. Delivery of Approved Map

The process is as below:

a) A digitally signed map will be automatically available for download to the

citizen.

b) Also the citizen will get a hand signed copy of the map through post. This will

be sent by AE/Town Planner depending upon the case of

residential/commercial map.

Process Map:

On

lin

e

inte

rfa

ceC

itiz

en

VC

/A

E/T

P

Start

CA

O

End

Da

shb

oa

rd f

or

ea

ch o

ffic

er

Submits the fees through

payment gateway or DD

CAO dashboard

updated

CAO marks the file for

delivery of approved map

and sends the approved

map through post also



Approves the

map

SMS & email

Download link is available to

the citizen on his login

Downloads the digitally signed map and

gets the approved map through post also

SMS & email


30

3.1.10. Closing of Case

In both the cases (whether approved or rejected), the system will close the case

and bring the case to a logical conclusion.

3.2. CRUD Matrix

Sl.

No

.

Stakeholder Activity Creat

e

Rea

d

Updat

e

Delet

e

1. Draughtsman Provide comments √√√√ √√√√ X X

2. Lekhpal Provide comments √√√√ √√√√ X X

3. JE Provide report &

comments √√√√ √√√√ X X

4. AE Approval / Provide

comments √√√√ √√√√ X X

5. Town Planner Provide comments √√√√ √√√√ X X

6. Vice Chairman Approval/Rejectio

n √√√√ √√√√ √√√√ √√√√

7. Citizen/Architec

t

Submits

Application &

documents

√√√√ √√√√ X X

8. Other users x √√√√ X X

3.3. Other Interfaces

In addition to the online interface for map approval, following will also be

provided.

1) Submission of modified map or any other required document or answer to

queries

2) Re-opening of case

3) User Management & Access Control

4) MIS Reports

3.3.1. Submission of modified map or any other required

document or answer to queries



31

a) If there are modifications required in the map or any other required document

or any queries put up by AE/Town Planner, it will be intimated to the citizen

and architect by SMS as well as e-mail.

b) For the case of modification in the map, architect will upload the citizen

signed modified map in the system. The map will be available for MDDA for

further processing.

c) If documents or answers to queries are required then citizen will carry out the

required activities.

3.3.2. Re-opening of Case


a) The citizen will be able to reopen a closed case. This will apply to the cases

where applicant as well as address of the map is the same.

b) Citizen will be able to modify certain specified fields of the closed case and

resubmit the application.

c) Remaining process will be the same as that of Map Approval process.

3.3.3. User Management & Access Control

a) Each personnel in map approval process will be provided with a user name

and password to log in to the Map Approval System.

b) There will be an access control mechanism for each of the personnel. This will

be at two levels:

i. In terms of allocation of cases depending upon the geographical area

that a particular official is handling

ii. At the system level, where access rights will be given as per the

requirement

3.3.4. MIS Reports

Following are the types of reports that will be generated by the system. (Refer to

Annexure 7.10 & 7.11).


32

a) Pending map report showing name of concerned person for a particular sector

(for a particular period)

b) Status of building plans submitted (for a particular period)

c) Development charges (on a particular date)

d) Centre Register

e) Summary Report (Pending/Submitted/Reopened/Closed)

f) Oldest pending building plans

g) Sector-wise performance report (for a particular period)

h) Sector-wise financial report (for a particular period)

i) Daily Income Register

3.4. Additional Features of the System

Apart from the above mentioned interfaces, the system will also have the

following features:

a) For every case, there will be an SLA in terms of days. The system will display

this SLA as well as the balance days to all the stakeholders. However there

will be certain exceptions like the time used in submitting map/any other docs

or submitting fees or time spent in obtaining NOCs etc will be excluded while

calculating balance days.

b) Movement of case from one level to other will be governed by SLA in terms

of days.

c) For every personnel there will be a dashboard displaying all the pending cases

in his workflow.

d) Shifting of cases from one official to another as per the requirement.

3.5. Map Evaluation Software (Phase – II)

Some of the activities related to map evaluation part of the Map Approval system

which are currently being carried out by JE can be automated. For this Map

Evaluation software will need to be developed and integrated with the system. A

detailed study will be carried out as part of Phase – II of this project at a later

stage.


33

3.6. Capacity Building Requirements

The capacity building requirements will include the following:

a) Training for all the MDDA personnel to use the new system & software.

b) Training to all the registered architects/draughtsman for using the new system.

3.7. Change Management Requirements

The change management requirements will include the following:

a) GOs required for using the new system.

b) SLAs to be decided and published for every level of Map Approval system.

c) IEC (Information, Education & Communication) activities.


34

4. Required Software Components

4.1. Software Components & their functionalities

Sl. No. Phase Component Functionality

1. I Citizen and

Architect

Interface

1. Online Interface for submission of Map

Application kit

2. Fees payment

3. Status tracking

4. Feedback mechanism for changes in the

map or uploading any other required

documents.

2. I Map Movement

in the

organization

1. Each stakeholder (approving authority)

gets a dashboard in the map approval

system where he can provide the

comments based on the report from map

evaluation software to the other

stakeholders & citizen also.

3. I Map Delivery 1. Provision of online map delivery to

citizen by MDDA.

4. II Map Evaluation 1. Software which evaluates the map

according to the rules & laws of the

organization and gives a report

accordingly which helps in approving

the map.


35

4.2. High Level View of the System

4.3. Benefits

Benefits to the Citizens

(1) Fast approval

(2) Transparency & efficiency

(3) Convenience

(4) Online status tracking

Benefits to the Authority

(1) Better brand image

(2) Increased citizen satisfaction

(3) Better efficiency

(4) Lesser paperwork

Citizen

Citizen Interface

Lekhpal Draughts

man

Town

Planner

J.E. A.E.

Dash Board (for Communication between

the office personnel)

Accounts Secretary VC

Phase - I

Phase – II Map Evaluation software


36

5. Functional Requirements: Phase - I

5.1. Online availability of map application kit

REQUIREMENT ID 1.0

DEFINITION To avail application kit from the organization.

AS IS Citizen has to go to MDDA office to collect application

form for map approval. He has to pay Rs. 20 for the kit.

TO BE Citizen can download the application kit from the

organization’s website.

METHOD OF

CHANGE

Provide a link in the organization’s website to download

the application kit. The link is accessible by the public.

STAKEHOLDER Applicant, MDDA, Software Developer

OPEN ISSUES Will application cost be charged or not?

5.2. Registration of architect/draughtsman

REQUIREMENT ID 2.0

DEFINITION Registration of the architect who prepares the map for the

applicant.

AS IS No such process as on date.

TO BE 1. Any architect can register online to the organization by

filling the registration form and uploading the

necessary scanned documents.

2. The MDDA’s Officer downloads & verifies the

registration form and documents of the architect.

3. The MDDA officer approves/ rejects the registration

and intimates the architect by email and SMS.

4. If approved the architect gets his username

(registration number) and password through e-mail as

well as SMS.

METHOD OF 1. Provide an online registration page to the architect.


37

CHANGE 2. On approval/rejection by the official, automatic

intimation to the architect by SMS as well as e-mail.

STAKEHOLDER Architect, MDDA, Software Developer

OPEN ISSUES Registration Form and architect’s registration procedure to

be defined.

5.3. Registration of citizen

REQUIREMENT ID 2.0

DEFINITION Registration of the citizen

AS IS No such process as on date.

TO BE 1. Citizen will register himself online to MDDA

through a web page.

2. For registration citizen will provide his personal

details i.e. Name, address, phone no., etc.

3. After registration the citizen will get a username

(registration no.) & password through SMS as well

as email.

METHOD OF

CHANGE

1. Provide an online registration page to the citizen.

2. Automatic intimation of username and password to

the citizen by SMS as well as e-mail.

STAKEHOLDER Architect, MDDA, Software Developer

OPEN ISSUES None

5.4. Submission of Application form by the citizen

REQUIREMENT ID 3.0

DEFINITION Submission of map by the applicant.

AS IS Please refer to As-Is given on 2.1 & 2.2 above

TO BE Please refer to To-Be given on 3.1.3

METHOD OF 1. Vendor to provide an online interface to the citizen


38

CHANGE where the citizen can upload the application and track

the status of his application kit, as per the “To Be” of

this requirement.

2. Workflow to be created for the application as per the

details mentioned in “To Be” section of this

requirement.

3. System should store the username & password of the

citizen for a limited period in case the citizen do not

submits his fee.

STAKEHOLDER MDDA, Vendor, Applicant

OPEN ISSUES None

5.5. Payment of Processing Charges

REQUIREMENT ID 5.0

DEFINITION Payment of processing/ submission charges for map

approval

AS IS Please refer to As-Is given on 2.3

TO BE Please refer to To-Be given on 3.1.4

METHOD OF

CHANGE

1. Vendor to connect the online interface with any

payment gateway.

2. Vendor to provide the facility of automatic

updation of fees payment details by the in the

applicant’s application as well as in the system.


OPEN ISSUES None

5.6. Status of the application for citizen and architect

REQUIREMENT ID 4.0

DEFINITION Status of the application during the process of the map


39

submission, map approval & map delivery.

AS IS At present an existing applicant has to visit MDDA office

to get the application form, submit the application and

track the status.

TO BE 1. Applicant can track the status online by logging

in with his user name & password.

2. After logging the citizen will get a dashboard

for monitoring his application for the following

points:

a. Application Submission

b. Submission of fees

c. Application status (approved/ rejected)

d. NOC requirements

e. Objections raised/ answered/solved

f. Maps submitted (Original, modified)

3. Architect gets all the above features on his

dashboard.

METHOD OF

CHANGE

Vendor to provide online interface to the applicant as per

the details provided above.


OPEN ISSUES What are the various reasons for rejection?

5.7. Separate logins & Dashboards for MDDA officers

REQUIREMENT ID 9.0

DEFINITION MDDA officials involved in map approval to be given

separate logins and dashboards.

AS IS Please refer the As-Is is given above in 2.2, 2.4 and 2.5.

TO BE Please refer the To-Be given above in 3.1.5,3.1.6 and 3.1.7

A dashboard must contain the following features:

1. Provision of submitting remarks, information &

reports as per the format of application form kit


40

like JE will have the provision to submit his

inputs as per the section (Page 4, 5 & 6)

provided in the JE’s section of the application.

2. Forward mechanism

3. Query mechanism from sub-ordinate or citizen

4. List of applications with their status.

5. View previous remarks provided in application.

6. Tracking of application.

7. Attachments & details of each application.

8. Correspondence details of each application.

9. NOCs required for application.

10. Required approvals for the application

11. Objections raised for the application

12. Performance reports of each MDDA personnel

in the map approval process.

13. MIS Reports as given in section 3.2.4.

METHOD OF

CHANGE

Vendor to develop the log in system and dashboard for the

officers.

STAKEHOLDER MDDA, Vendor

OPEN ISSUES None

5.8. Delivery of approved map

REQUIREMENT ID 9.0

DEFINITION Delivery of approved map online to the citizen.

AS IS Please refer the As-Is is given above in 2.6

TO BE Please refer the To-Be given above in 3.1.9

METHOD OF

CHANGE

Vendor to provide the facility for digital signatures of the

approving authority on the map.

The website should be on https.



41

OPEN ISSUES None

5.9. Archiving of old maps

REQUIREMENT ID 9.0

DEFINITION Archiving of old maps that are already approved.

AS IS Please refer the As-Is is given above in 2.7

TO BE All the meta data of all approved maps (information related

to applicant and map) needs to be stored in database.

METHOD OF

CHANGE

Vendor to enter the metadata of all approved maps into the

database.


OPEN ISSUES None

5.10. Online Interface to the citizen for map enquiry

REQUIREMENT ID 9.0

DEFINITION Provide online interface to the citizen for map enquiry.

AS IS No such process

TO BE An online page on which a map no. is entered and the

related details are displayed.

METHOD OF

CHANGE

Vendor to provide an online page on the website.


OPEN ISSUES None


42

Functional Requirements: Phase - II

5.11. Evaluation of map as per byelaws

REQUIREMENT ID 11.0

DEFINITION Calculation of different map charges & evaluation of the

map as per byelaws.

AS IS 1. Map is checked manually as per the byelaws.

TO BE 1. JE logs in to the map approval system.

2. Software produces a report as per the byelaws

for the Auto CAD map submitted by citizen.

METHOD OF

CHANGE

Vendor to provide a software which can automatically

generate the report on map as per byelaws and displays

report to JE as well as other officials.


OPEN ISSUES None

5.12. Availability of map evaluation software to architects

REQUIREMENT ID 12.0

DEFINITION Availability of map evaluation software to architects.

AS IS Byelaws are available to the architects. An architect

prepares the map as per byelaws and checks the map

manually as per the byelaws.

TO BE 1. Architect logs in through the online interface

2. Submits the Auto CAD map to software integrated

with approval system.

3. Software produces a report as per the byelaws.

4. Architect modifies his map accordingly if required.

METHOD OF

CHANGE

Vendor to develop a software which can automatically

generate the report on map as per byelaws and displays

report.


43

STAKEHOLDER MDDA, Vendor, Architects

OPEN ISSUES Is this to be a paid service?


44

6. General Functional Requirements

6.1. Information Dissemination

The system:

1. Should provide detailed information on the following to the user:

a. Eligibility Criteria

b. Application Fees

c. Authorities to contact

d. Forms and documents required

2. Should be able to add new information components besides the above.

3. Should have different presentation layer for each set of users i.e. Information

seekers, updaters, approvers etc

4. Should have a counter at the bottom of the page to record the number of

people hitting the website, this would prove beneficial in capturing the

usefulness of information

5. Should support multi-lingual interface (minimum Hindi and English) as per

localization and language technology standards defined by Department of IT,

Government of India.

6. Should give an error message in case it is not able to retrieve the application

from the given location

6.2. Application Form Availability

1. The system should have a provision for uploading new version of the forms as and

when it is required to change the version

2. The system should maintain the version control for the service request form

3. The system should have a security feature embedded for changing the version of

the form and should allow only predefined process owners to change the form

version

4. The system should maintain log for all version change with the details of the

process owner making version change

5. The system should allow for easy and user friendly layout for locating the service

request form


45

6. The system shall provide inbuilt facility to design Custom forms that can be

attached at one or more stages of workflow.

7. The Form designer interface shall support facility to define text boxes, Combo

boxes, radio buttons, Drop down etc.

8. The system shall provide facility to define variables in the process or in external

database tables, which can be linked to fields defined in the form for efficient data

entry.

9. The system shall support field level calculations at form level

10. Facility to use scripts for defining field level validations

11. System should allow the applicant to take a printout of the application form before

submitting it

6.3. Approval and Rejection

1. System must support digital signatures of any of the certifying authorities

registered under the controller of Certifying Authorities, and must be modifiable

as per the changes made by the respective Certifying Authorities on the structure

of the digital signatures issued by them

2. System must provide for time stamping of any activity in the system including

approving/rejecting a document with Digital certificate.

3. System should check for all details of the service request form before initiating the

payment

4. System should record and maintain all details of payment.

5. System should provide for migration to a secure payment gateways from secured

manner.

6. System should provide for payment receipt against the payment

7. System should not allow for initiation of payment in case of non available

invoice/bills against which payment function is initiated

8. System should be compatible for easy integration with accounting and financial

application either inbuilt at a later stage into the portal or external with a interface

with the portal


46

6.4. Movement of file, delivery of map & digital signatures

1. System should log all the electronic movements of the application with date and

time details along with the sender’s and receiver’s information

2. Upon digitally signing the document, digitally signed document should be saved

in the given repository for future references and a hard copy of the same document

will be provided to the applicant

3. System should print the unique encrypted key/code on the hard copy of the

digitally signed document such that the same printed unique encrypted key/code

can be used to check the authenticity of the document. The unique encrypted

key/code will be information of the authority who digitally signed the document in

the encoded form

4. System should provide a link to the page where the user can enter the unique

encrypted key/code printed on the hard copy of the document to check for the

authenticity of the document

5. System should have provisions such that the System Administrator can

add/remove/modify the hierarchy of the Government officials with adequate

authentication mechanism

6. System should also allow the applicant to retrieve update about his/her service

request by sending a SMS containing the unique application reference id to the

MDDA

6.5. MIS

1. The system shall provide graphical and tabular tools to view progress of each

individual process

2. System shall provide a facility to configure dashboard for individuals for e.g.

dashboard for Secretary, dashboard for Vice Chairman etc

3. No customization should be required to create dashboard, User should be able to

configure dashboard without any coding.

4. There should not be any limit on the number of reports that can be created

5. User shall be able to drill down in a report for specific information analysis

6. The system shall support the generation of performance comparison reports.


47

7. The system shall support users drill down from a higher level view of business

processes to lower level details.

8. The system shall support statistical reports like Total turnaround time and delay

report for complete process or specific work stages

6.6. Others

1. System should have the option to be able to recover with rollback capability to the

data in case of any system or communication failure (visualize last transaction)

2. System should have the option for purging, backups, restores, etc which are

performed at system administrator level not at user level

3. System should have the option to generate complete audit trails.

4. The system shall allow administrators to manage users, groups, Roles and other

document management operations.


48

7. Annexure

7.1. Citizen’s page 1:


49

7.2. Citizen’s page 2:


50

7.3. Architect’s Page:


51

7.4. Clerk, Draughtsman & Lekhakar Page


52

7.5. JE Page (Visit Report)


53

7.6. JE Remarks, Objections & Calculations Page


54

7.7. JE Calculation Page


55

7.8. Approval Page


56

7.9. Other attachments of application form


57


58


59


60


61


62


63


64


65


66


67


68


69


70


71


72


73


74


75


76


77


78


79


80


81


82


83


84


85


86


87


88


89


90


91


92


93

7.10. Different Letters being used by MDDA


94


95


96


97


98


99


100


101

7.11. Different Reports being used by MDDA

Map status report (individual)


102


103


104


105


106


107


108


109


110


111


112


113

functional specifications for building plan approval by the city authority

Documents

map evaluation

submission of modified

citizen registration

submission of fees

submission of application

current system

preliminary check

aetown plannervcboard