The approval process for the Awareness Generation Programme is conducted by different officials at various levels. The e-AWEDAN system enables officials at the State and Central Board to perform the following functions -
S.No Role Functions
1. Secretary, State Board
1. Assigning new forms to the dealing assistant
2. Confirming/rejecting the dealing assistant‟s recommendation
3. Sending a form back to the dealing assistant.
4. Assigning a form to a field officer
5. Reassigning a form to a different field officer
6. Viewing a Pre Funding Appraisal Report 7. Recommending the proposal to the
Central Board
8. Issuing sanction letter 9. Generating form status list
10. Assigning field officers for Inspection Report
11. Reassigning a field officer for Inspection Report
3. Filing the Pre Funding Appraisal Report 4. Filing the Inspection Report.
4. Assistant,
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Secretary - State Social Welfare Board
1. Assigning New Forms to the Dealing Assistant
This task can be accessed by clicking the „View New Forms‟ link on the Navigation Panel. A list of new forms will appear.
1. To assign all the new forms to a certain dealing assistant, select the name of the dealing assistant from the drop down box.
2. The checkboxes of all new forms will be automatically checked. Clicking the „Reset‟ button, will clear the checkboxes and enable you to re-check them. Click on the „Submit‟ button to send these forms to the selected dealing assistant.
3. If you want to send certain forms to different dealing assistants, click the check box to the left of the concerned form. Next, select the name of the dealing assistant from the corresponding drop down list.
4. Repeat this for each form. After you are done, click the „Submit‟ button.
5. A confirmation screen will appear informing you that the forms were successfully assigned to the dealing assistants.
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2. Confirming/ Rejecting Dealing Assistant’s Recommendation
After the dealing assistant processes the application form, you will be able to view their recommendation and confirm/ reject it. To start the process, click on the „Forms processed by DA‟ link on the Navigation Panel.
A list of applications checked by the dealing assistant will appear. These forms are arranged according to the date of application, with the newest form listed first.
The recommendation of the dealing assistant will be displayed beside each form with the approval status and the explanation for rejection/ deferment, if any.
Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the „Print‟ button.
To go back to the list of forms waiting for your approval/ rejection, click the „Back‟
button.
1. Make changes, if any, to the recommendation of the dealing assistant by changing the options in the corresponding drop down lists and boxes.
2. To recommend all forms at one time, first select the „Select All‟ checkbox.
The checkboxes for all forms will be automatically selected.
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3. Next, select the action to be performed from the „Action‟ drop down list located to the left of the „Submit‟ button. You have three options – Accept, Defer and Reject.
4. If you selected „Reject‟ or „Defer‟, then choose the reason for rejection from the „Rejection/Deferred‟ drop down list. If the specific reason is not listed, select „Other‟ and enter the explanation for rejecting all the forms in the given text box.
5. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms.
6. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately.
7. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment.
8. Next, select the action to be performed from the „Action‟ drop down list.
You have three options – Approve, Defer and Reject.
9. If you have accepted a form, click on the „Submit‟ button to complete the process.
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10. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box.
11. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the „Reset‟ button, will clear the fields and enable you to re-enter them.
12. A confirmation screen will appear, asking you if you want to proceed. If you wish to make any changes choose the „No‟ button and you will return to the page of forms processed by the dealing assistant. If you have no changes click on the „Yes‟ button.
You will see a message on the screen informing you that your submission was successful.
Once you approve an application, your choice is saved. Later, you will have to send it to a field officer for a Pre Funding Appraisal Report. If you defer an application, it remains pending. Rejection of a form stops the approval process from proceeding further. Forms once accepted, rejected or deferred, cannot be changed later.
3. Sending a Form Back to the Dealing Assistant
If you are not satisfied with the checklist entered by the dealing assistant, you may send the checklist back for corrections. This step can only be done once you
„Accept‟ a form processed by a dealing assistant.
1. Click on the „View Accepted Forms‟ link in the Navigation Panel to view the forms processed by dealing assistants that you had earlier approved.
2. A list of forms that have been accepted at different levels will appear.
3. Forms that can be sent back for re-processing will display „Accepted for Processing‟ in the „Status‟ column and „No FOs Assigned‟ in the „Assigned To‟ column. It will also have a „Send Back‟ link in the „Action‟ column.
4. Click on the „Send Back‟ link to begin the process.
5. A „Send Back Comments‟ form will appear with details about the NGO pre-filled.
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6. Enter your comments about the form in the box provided.
7. Click on the „Submit‟ button to send the form back to the dealing assistant.
Clicking on the „Back‟ button will take you back to the list of accepted forms.
You will see a message on the screen informing you that you‟re the form was successfully sent back. The list of accepted forms will re-appear.
4. Sending a Form Back to the Field Officer
If you are not satisfied with the PFAR submitted by the field officer, you may send the PFAR back for corrections.
1. Click on the „View Accepted Forms‟ link in the Navigation Panel to view the forms processed by field officer.
2. A list of forms that have been accepted at different levels will appear.
3. Forms that can be sent back for re-processing will display „PFAR Completed‟ in the „Status‟ column and the name of the FO who submitted the PFAR in the „Assigned To‟ column. It will also have a „Send Back‟ link in the „Action‟ column.
4. Click on the „Send Back‟ link to begin the process.
5. A „Send Back Comments‟ form will appear with details about the NGO pre-filled.
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6. Enter your comments about the form in the box provided.
7. Click on the „Submit‟ button to send the form back to the dealing assistant.
Clicking on the „Back‟ button will take you back to the list of accepted forms.
You will see a message on the screen informing you that the form was successfully sent back. The list of accepted forms will re-appear.
5. Assigning Form to Field Officer
After confirming the recommendation of the dealing assistant, the secretary of the State Board has to assign the accepted grant application form to field officers for filing the Pre Funding Appraisal Report (PFAR). Field officers may include welfare officers, project officers, assistant project officers or the secretary.
1. To begin the process, click on the „View Accepted Forms‟ link in the Navigation Panel.
2. A list of forms that have been accepted at different levels will appear.
3. Forms that need to be sent to the field officer for a PFAR, will display
„Accepted for Processing‟ in the „Status‟ column and „No FOs Assigned‟ in the „Assigned To‟ column.
4. Click on the „Assign FOs (PFAR)‟ to assign application forms to the Field Officers.
5. A screen will appear displaying details of the application form and allowing you to select a field officer.
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6. Click on the name of a field officer in the „FO‟s Available‟ box.
7. Next, click on the yellow right arrow to enter this name in the „FO‟s Selected for Assigning‟ box. You can assign more field officers to conduct the PFAR, if different locations have been specified by the NGO applicant in the grant application form.
8. To remove the name of an FO from the „FO‟s Selected for Assigning‟ box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the „FO‟s Available‟ box.
9. When you are done, click on the „Assign‟ button to assign the grant application to the selected field officers. Clicking on the „Back‟ button, will take you back to the list of accepted forms.
You will see a message on the screen informing you that your action was successful. The list of accepted forms will re-appear.
6. Reassigning a Field Officer
1. To reassign a field officer, click on the „View Accepted Forms‟ link in the Navigation Panel. A list of forms that have been accepted at different levels will appear.
2. Find the application form for which you want to change the field officer, and click the „Re-Assign FOs (PFAR)‟ link in the „Action‟ column.
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3. A screen will appear displaying details of the application form and the original field officers selected in the „FO‟s Selected for Re-assigning‟ box.
4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the „FO‟s Available‟ box.
5. Next, select the name of the replacement field officer in the „FO‟s Available‟ box and click on the yellow right arrow to move this name to the
„FO‟s Selected for Re-assigning‟ box.
6. When you are done, click on the „Re-Assign‟ button to complete the process. Clicking on the „Back‟ button, will take you back to the list of accepted forms.
You will see a message on the screen informing you that your re-assignment was successful. The process is now complete.
7. Viewing the Pre Funding Appraisal Report
Application forms that have been processed by the field officer will display the
„PFAR Completed‟ status on the default „View Accepted Forms‟ page. To view the PFAR submitted by the field officer click on the „View Reports‟ link.
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A screen will appear displaying the types of reports filed for the concerned grant application. Click on the „View PFAR‟ link to view the Pre Funding Appraisal Report filed by the field officer.
A screen will appear displaying the PFAR with the photos uploaded by the Field Officer. Click the „Print‟ button to print the report. The „Back‟ button will take you back to the screen displaying the list of filed reports for that grant application.
8. Recommending the proposal to the Central Board
If the concerned NGO/ VO has applied for a grant to conduct more than two awareness generation camps, then the grant application falls under the
„Centralized‟ category and has to be sent to the Central Social Welfare Board for further approval.
Application forms that have been processed by the field officer will display the
„PFAR Completed‟ status on the default „View Accepted Forms‟ page.
To recommend a grant application to the Central Social Welfare Board, click on the „Recommend‟ link in the „Action‟ column.
A screen will appear displaying an online recommendation form.
1. Fill in the required details. All fields marked with a red asterisk (*) are mandatory.
2. Check the „Approved‟, „Deferred‟ or „Rejected‟ options button to mark your recommendation. Provide comments on your selection in the given box in not more than 500 words.
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3. Click on the „Submit‟ button to send your recommendation to the Central Board. To discard your changes and go back to the list of accepted forms, click the „Cancel‟ button.
4. If you have missed entering information for any of the mandatory fields, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit.
5. Once you submit the recommendation, a page will appear informing you that your submission was successful. The default list of accepted forms will appear on your screen.
6. If you accepted the form, the form will display the „Approved by State Board‟ status on the „View Accepted Forms‟ page. If you rejected it, the form will appear on the „View Rejected Forms‟ page along with the reason and explanation for rejection.
9. Issuing Sanction Letter
If the concerned NGO/ VO has applied for a grant to conduct two or less awareness generation camps, then the grant application falls under the „De-centralized‟ category. In this case the form does not need to move to the Central Board for further processing and the secretary of the State Social Welfare Board may complete the process by issuing a sanction letter.
1. To issue a sanction letter, click on the „Issue Sanction Letter‟ link in the
„Action‟ column.
2. A screen will appear informing you of the details of the form selected and asking you to confirm that the proposal has been sanctioned by a competent authority.
3. If you click on the „No‟ button, you will be taken back to the page of accepted forms.
4. If you click on the „Yes‟ button, the sanction letter form for the Awareness Generation Programme will appear on the screen.
5. Enter details of the grant amount in the boxes provided. When you enter the grant amount in figures, the amount will be automatically typed in words in the second box.
6. Type in other required details, such as the break up of the grant and name of the village in the boxes provided.
7. Click on the „Generation Sanction Letter‟ button to generate the sanction letter. To discard your changes and go back to the list of accepted forms, click the „Cancel‟ button.
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8. If you have missed entering information for any of the mandatory fields, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit.
9. Once you generate the sanction letter, a page will appear informing you that the sanction letter was successfully generated.
10. Click on the „Print‟ button to print the acknowledgement. To go back to the page of accepted forms, click the „Back‟ button.
11. The form will now display the „Issued Sanction Letter‟ status on the page of accepted forms.
The process of approving the grant application form for Awareness Generation Programme Scheme applications under the decentralized category is now complete.
10. Generating Form Status List
The secretary of the State Board can generate a list of forms with status details, according to scheme name, for State Board Meetings.
1. Click on the „Generate List for SB Meeting‟ link in the Navigation Panel.
2. A screen will appear with a drop down list enabling you to select a form type.
3. Select a form name/ scheme from this drop down list.
4. A list of application forms for that scheme will appear.
5. This list displays details of the address of the institution, date of application, date of registration, approval status and other information.
11. Assigning Field Officers for Inspection Reports
After the funds have been released, the secretary of the State Board has to assign the accepted application form to a field officer for filing an Inspection Report (IR). Field officers may include welfare officers, project officers, assistant project officers or the secretary, State Board.
1. To begin the process, click on the „View Accepted Forms‟ link in the Navigation Panel. A list of forms that have been accepted at different levels will appear.
2. Forms that need to be sent to a field officer for filing an IR, will display
„Fund Released‟ in the „Status‟ column and an „Assign FOs (IR)‟ link in the
„Action column.
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3. Click on the „Assign FOs (IR)‟ link to assign the form to a field officer for filing the Inspection Report.
4. A screen will appear displaying details of the application form and allowing you to select a field officer.
5. In the „FO‟s Available‟ box, click on the name of the field officer you wish to select.
6. Next, click on the yellow right arrow to enter this name in the „FO‟s Selected for Assigning‟ box. You can assign more field officers to file the Inspection Report, if different locations have been specified by the NGO applicant in the grant application form.
7. To remove the name of an FO from the „FO‟s Selected for Assigning‟ box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the „FO‟s Available‟ box.
8. When you are done, click on the „Assign‟ button to assign the grant application to the selected field officers. Clicking on the „Back‟ button, will take you back to the list of accepted forms.
You will see a message on the screen informing you that the form was successfully assigned to the concerned field officers. The list of accepted forms will re-appear.
12. Reassigning a Field Officer for Inspection Report
1. To reassign a field officer, click on the „View Accepted Forms‟ link in the Navigation Panel. A list of forms that have been accepted at different original field officers selected in the „FO‟s Selected for Re-assigning‟ box.
4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the „FO‟s Available‟ box.
5. Next, select the name of the replacement field officer in the „FO‟s Available‟ box and click on the yellow right arrow to move this name to the
„FO‟s Selected for Re-assigning‟ box.
80 13. Viewing the Inspection Report
Application forms for which the field officer has filed an Inspection Report will display the „IR Completed‟ status in the „Status‟ column on the „View Accepted Forms‟ page. To view the Inspection Report submitted by the field officer click on the „View Reports‟ link.
A screen will appear displaying the types of reports filed for the concerned grant application. Click on the „View IR‟ link to view the Inspection Report filed by the Field Officer.
A screen will appear displaying the IR with the photos uploaded by the field officer. Click the „Print‟ button to print the report. The „Back‟ button will take you back to the screen displaying the list of filed reports for that grant application.
A screen will appear displaying the IR with the photos uploaded by the field officer. Click the „Print‟ button to print the report. The „Back‟ button will take you back to the screen displaying the list of filed reports for that grant application.