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Punjab e-District User Manual Department of Grievances
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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. Grievance Redressal ...................................................................................................... 14
8.1 Suwidha User: Application Submission ......................................................... 14
8.2 Department User ........................................................................................... 18
8.2.1 Public Grievance officer (PGO) Login ................................................... 18
8.2.2 AC (G)/ADC/CMO/DC/DFSO/Sub Divisional Magistrate (SDM)/ Any
other official Login ........................................................................................... 21
8.2.3 Public Grievance officer (PGO) Login ................................................... 23
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8.2.4 Assistant Commissioner General {AC (G)} Login .................................. 25
8.2.5 Approving Authority (DC/ADC) ............................................................ 28
8.2.6 Public Grievance officer (PGO) Login ................................................... 31
8.3 Suwidha User: Delivery of Output ................................................................ 35
9. Disclaimer ...................................................................................................................... 38
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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, MC (Municipal corporation/committee) 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
ICT Information and Communication Technology
MO Medical Officer
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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
13.
Addition of Godown in seeds/fertilizers
licenses
14.
Issuance of Duplicate agricultural license of
seeds/fertilizers/insecticides
15.
Addition/Deletion of item in license for
Seeds/fertilizers/insecticides
16. Department of Home Issuance of Arm’s license
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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
21.
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
(Under The Special Marriage Act, 1954)
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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)
45. Government Dues & Recovery
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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
Switch ‘OFF’ the power socket in there is an electrical spark in the socket
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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
Do not make false entries
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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
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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, Page shall be redirected to department login screen.
Login to Department User
Users can login from this page using login id and password. 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.
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. Grievance Redressal
8.1 Suwidha User: Application Submission
Suwidha User can login from this page. After login users 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.
Figure 4
Steps:-
1. Login with User Id and Password
Login using <Login Name>
and <Password>
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2. Select the service <Grievance Redressal> under <Grievance and Pension> from the menu
bar in the left.
Figure 5
3. End User click on <Add New> button then below screen shall be displayed.
Figure 6
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Fill all the details regarding the application request in the application form. Mandatory fields with
asterisk sign “*” should be filled properly. The form is divided into four different sections:
I. General details
II. Service Details
III. Attachments
I. Application Form: General details
All the mandatory fields mentioned in the General Section must be filled like Government
Fees, Suwidha Fees etc.
II. Application Form: Service Details
It is important to select complaint type, Grievance category from dropdown. If end user selects
the option ‘Yes’ for “Have you approached the concerned authority?” then End user have to fill
the details like Authority Approached and Date.
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: If Registration of application (Grievance Redressal) received other than Suwidha center.
Following are the steps to registration of the application.
1. If any grievance application being filed with Deputy Commissioner office it shall be sent to
the respective Suwidha Centre for entering details in e-District application.
2. Suwidha operator shall fill up the details with related documents provided by the applicant
in e-district application.
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3. After filling the details, Suwidha operator submits the application and generates the unique
acknowledgement number.
Note: It is mandatory to fill all the details where asterisk “*” sign is mentioned.
Application no. shall be generated by e-district application after saving the form.
Acknowledgment Receipt
After saving the application form <Application Receipt> link shall be available to print the
acknowledgment receipt. Click the <Application Receipt> link, takes the 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 10
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8.2 Department User
8.2.1 Public Grievance officer (PGO) Login
E-district Application directs/forwards the application request to PGO account through e-district
application after submission of the application request by the Suwidha User.
Users can login from this page. After login users 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.
Figure 11
PGO checks the Inbox and examines the service request accordingly.
Login using <Login Name>
and <Password>
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Figure 12
PGO 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 14” according to service request:
Figure 13
Steps:-
1. Select Department Head from drop down which is mandatory before selecting
action taken.
2. End user (PGO) click on link “Letter to Department” to generate the letter for
Department and End user can also generate reminder letter.
Select an
application
from the list
Select department
head from here
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Figure 14
Steps:
I. Sends Back to Suwidha/CSC
PGO can forward the application request to Suwidha Centre for any document
deficiency or incomplete information.
Note: Please refer to the section 8.1 for further process.
II. Forward to Department
PGO forwards the application with his/her remarks to concerned Department which is
selected from “Department Head” drop down list by the user. User clicks on
<Save>button after selecting action taken and adding comments/Remarks.
Click <Save> button after taking action and adding Notes. A successful message shall be
displayed after saving the application.
Select appropriate Action from Action Taken
Click <Save>for the
saving the application
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Case 1: If application request related to actors covered under e-district
Project.
8.2.2 AC (G)/ADC/CMO/DC/DFSO/Sub Divisional Magistrate (SDM)/ Any other official Login
Users can login from this page. After login users 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.
Figure 15
Concern official checks the Inbox and examines the service request accordingly.
Login using <Login Name>
and <Password>
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Figure 16
Concern official 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 17” according to service request:
Steps:-
I. Action taken report
Concern official takes action, prepare action taken report and uploads in e-district
application.
II. Send to PGO
Concern official forwards the application with his/her remarks to PGO. User clicks on
<Save> button after selecting action taken and adding comments/Remarks.
Select an
application
from the list
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Figure 17
Click <Save> button after taking action and adding Notes. A successful message shall be
displayed after saving the application.
8.2.3 Public Grievance officer (PGO) Login
PGO 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.
Select appropriate Action from Action Taken
Click <Save>for the
saving the application
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Figure 18
PGO checks the Inbox and examines the service request accordingly.
Figure 19
PGO 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 20” according to service request:
Login using <Login Name>
and <Password>
Select an
application
from the list
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Steps:
I. Send to AC (G)
PGO forward the application with his/her remarks to AC (G). User clicks on
<Save>button after selecting action taken and adding comments/Remarks.
II. Send back to Concerned Department
PGO can also forwards the application request to concerned department for incomplete
information.
Figure 20
Click <Save> button after taking action and adding Notes. A successful message shall be
displayed after saving the application.
8.2.4 Assistant Commissioner General {AC (G)} Login
AC (G) can login from this page. After login end user shall be redirected to their respective
workbench.
Select appropriate Action from Action Taken
Click <Save>for the
saving the application
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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.
Figure 21
AC (G) checks the Inbox and examines the service request accordingly.
Login using <Login Name>
and <Password>
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Figure 22
AC (G) 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 23” according to service request:
Steps:-
I. Send to DC
AC (G) forwards the application with his/her remarks to Approving authority (DC). User
clicks on <Save>button after selecting action taken and adding comments/Remarks.
II. Send to ADC
AC (G) forwards the application with his/her remarks to ADC. User clicks on
<Save>button after selecting action taken and adding comments/Remarks.
Select an
application
from the list
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Figure 23
Click <Save> button after taking action and adding Notes. A successful message shall be
displayed after saving the application.
8.2.5 Approving Authority (DC/ADC)
E-district Application directs/forwards the application request to Approving Authority (DC)
account through e-district application after submission of the application request by the AC (G).
Approving authority (DC) 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.
Enter <login-name> in Login name field.
Enter <password> in Password field.
Click on <Login>button.
Select appropriate Action from Action Taken
Click <Save>for the
saving the application
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Click on <Forgot Password>button, if user forgot the password.
Figure 24
Approving authority checks the Inbox and examines the service request accordingly.
Figure 25
Login using <Login Name>
and <Password>
Select an
application
from the list
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Approving Authority 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 per service request:
Approving Authority can check the application details and remarks added by the Concern
authorities in the application. Approving Authority has the following options:
I. Approve
Application request can be approved using this option and Approving Authority (DC) has to
sign on the output using Digital Signature after approving the application request.
Note: “For digital signature please refer user manuals for digital signatures”.
II. Reject
Application request can be rejected using this option. Approving Authority (DC) should add
reason for rejection in the remarks field and Click on <Save>button.
III. Send Back to PGO
Approving Authority (DC) can forward the application request to PGO for incomplete
information.
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Figure 26
Click <Save>button after taking action and adding Notes. A successful message shall be
displayed after saving the application.
Case 2: if department is not covered under e-district
8.2.6 Public Grievance officer (PGO) Login
E-district Application directs/forwards the application request to PGO account through e-district
application after submission of the application request by the Suwidha User.
Users 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.
Select appropriate Action from Action Taken
Click <Save>for the
saving the application
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Figure 27
PGO checks the Inbox and examines the service request accordingly.
Figure 28
PGO 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 29” according to service request:
Login using <Login Name>
and <Password>
Select an
application
from the list
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Figure 29
Steps:-
1. Select <other> from <Department head> drop down and fills <other department Head
Name>. End user generates the letter to Department.
2. End user forwards the application request manually and updates status on e-district
application. User clicks on <Save> button after selecting action taken and adding
comments/Remarks.
PGO shall receive the Action taken report from concerned department. End user again
accesses the concern application request, attaches the Action taken report and updates
the date of receiving.
Select department
head from here
Type other department
head name Generate letter to
department
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Figure 30
Steps:-
1. Update <Date of Receiving ATR> and upload <Action Taken Report (ATR)> under
‘Attachment Section’.
2. Send to AC(G)
PGO forwards the application with his/her remarks to AC(G). User clicks on <Save>
button after selecting action taken and adding comments/Remarks.
Note: Please refer to the section 8.2.4 for further process. Further process shall be
followed from section 8.2.4 to 8.2.5.
Update
<Date of
Receiving
ATR> Upload
<ATR>
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8.3 Suwidha User: Delivery of Output
Suwidha user receives the acknowledgment receipt from Applicant, clicks on the “Status
Tracker” link, enters the application number in the status tracker and checks the status of
application.
Figure 31
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 updates the reason for
rejection to Applicant/Citizen.
Case II: In case application request approved
If application request approved by Approving Authority, Then “Hologram number” textbox shall
be appeared and enter hologram number in the textbox and Click on “Submit Button”.
Click on Status Tracker
link to check the status
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Figure 32
Suwidha user clicks on <Submit> button for getting the printout of output.
Figure 33
Suwidha user may follow the below steps to provide the output to Applicant:
I. Suwidha User takes the printout of output and Action taken Report.
II. Output delivers to the citizen along with Action Taken Report.
Enter Application No.
Click submit
button to
generate the
output.
Click on link for getting
the output/ATR
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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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