Detailed Project Report
for
ERP based e-Governance at
Pune Municipal Corporation
Pune Municipal
Corporation
Table of contents
GLOSSARY OF TERMS ... 4
EXECUTIVE SUMMARY ... 5
1. Sector Background Context and Broad Project Rationale ... 6
1.1 Other Projects under JNNURM ... 6
1.2 Existing e-Governance projects ... 6
1.3 Project Rationale ... 8
1.4 Project Approach ... 9
2. Project Definition and Salient Design Features ... 10
2.1 Project Definition ... 10
2.2 Broad Scope ... 10
2.3 Salient Features of the Proposed e-Governance Application ... 12
3. Project Scope in Detail ... 13
3.1 MIS ... 13
3.1.1 Birth & Death department ... 13
3.1.2 Property Tax Department ... 18
3.1.3 Water Supply Department ... 25
3.1.4 Grievance information system ... 31
3.1.5 Building Permission Department... 33
3.1.6 E- Procurement ... 38
3.1.7 Project systems Department ... 40
3.1.8 Food & Market Licenses ... 45
3.1.9 Solid waste Management ... 49
3.1.10 Fleet Management ... 51
3.1.11 Accounts Department ... 56
3.1.12 Establishment Department ... 60
3.1.13 Employee self service module ... 70
3.1.14 Web portal Module ... 72
3.1.15 Citizen service centre module ... 75
3.1.16 DMS and Workflow Management module... 79
3.1.17 Welfare scheme module ... 82
3.1.18 Hospital management ... 83
3.1.19 Asset management Department ... 87
3.1.20 Land and Estate management ... 90
3.1.21 Material management Department ... 92
3.1.22 Residence ID ... 95
3.1.23 Legal Department ... 96
3.1.24 Municipal Secretary ... 99
3.1.25 Audit Department Module ... 101
3.2 GIS ... 102
4. Implementation Methodology ... 105
4.1 Proposed Solution Architecture ... 105
4.3 Implementation Approach ... 111
4.4 Implementation Schedule ... 112
4.5 Key Challenges / Risks ... 112
4.6 Capacity Building ... 113
4.7 Change Management ... 113
5. Cost Estimates ... 114
5.1 Server Infrastructure Costs ... 114
5.2 MIS ... 115
5.3 GIS ... 115
5.4 Other Costs ... 115
5.5 Total Capital Cost ... 116
5.6 Operational Expenditure (Per Year) ... 116
5.7 Year-wise Break-up of Project Costs ... 116
5.8 Project Financing Structuring……….……… ……….112
6. Benefits Envisaged and Assessment Framework ... 119
6.1 Benefits envisaged from the project ... 119
6.2 Assessment Framework ... 123
Annexure I : Business Process Re-engineering being undertaken at PMC as a part of the project ... 126
Annexure II : Analysis of Existing Modules at PMC ... 129
GLOSSARY OF TERMS
Sr. No. Acronym Full Form
1 BOOT Build-Operate-Own-Transfer 2 CAPEX Capital Expenditure
3 CPU Central Processing Unit 4 DPR Detailed Project Report
5 GIS Geographic Information System 6 GoI Government of India
7 GoM Government of Maharashtra
8 ICT Information and communication Technology 9 ISP Internal Rate of Return
10 IT Information Technology
11 JNNURM Jawaharlal Nehru National Urban Renewal Mission
12 LAN Local Area Network 13 NPV Net Present Value 14 NSG National Steering Group 15 O&M Operation and Maintenance 16 OPEX Operating Expenditure 17 OS Operating System 18 PC Personal Computer
19 PMC Pune Municipal Corporation 20 PPP Public Private Partnership 21 RFP Request for Proposal 22 SI Systems Integrator 23 TAG Technical Advisory Group 24 ULB Urban Local Body
EXECUTIVE SUMMARY
The National e-Governance Plan (NeGP) approved by the Government of India includes many high impact e-Governance initiatives and projects that have been identified as Mission Mode Projects (MMP’s). One such MMP focuses on e-Governance at Municipalities. Ministry of Urban Development (MoUD), has announced the scheme to assist the e-Governance projects at Urban Local Bodies in 35 cities with population of above 10 lakh as per 2001 census and would be implemented as a part of JNNURM. The present document is a Detailed Project Report for the e-Governance Project at Pune Municipal Corporation and has been prepared as per the guidelines published by Govt. of India (GoI) for the above mentioned scheme.
PMC’s Vision (as articulated in the CDP)
“An economically vibrant and sustainable city with diverse opportunities and rich culture; where all citizens enjoy a safe and liveable environment with good connectivity”
PMC’s Mission (as articulated in the CDP)
“Commitment to being the principal facilitator and provider of services through dedication to achieve excellence in civic amenities’ provision and a Responsive, Accountable, Modern, Simple, and Transparent Administration”.
PMC believes that e-Governance is an opportunity to transform the corporation’s commitment to be citizen centric, provide cost-effective services and enhance governance through improved access to accurate information and transparent and responsive democratic institutions. Thus e-Governance is no longer an experiment in administrative reform but a permanent part of the governing process. For both government organizations and citizens, its advantages are far reaching in comparison to investment in establishing e-governance.
This document covers detail scope of the proposed e-Governance project, the cost estimates and Project Management Strategy.
1. Sector Background Context and Broad Project Rationale
Pune Municipal Corporation (PMC) is one of the largest and leading Urban Local Governance Body in Maharashtra. It is committed to provide transparent, accountable and efficient local governance through the use of modern technologies especially in management and administration fields. It has decided to embrace Information Technology in the form of e-Governance as a tool towards this goal.
PMC covers an area of over about 237 Square Kilometres, catering to the civic needs of over 25 lakh citizens. Most of the functions carried out by this Corporation are service oriented, and have been already computerized to larger extent as mentioned under section 2 of this document. There are 144 wards and 42 Citizen Facilitation Centres (CFC’s) across Pune through which various services are rendered to the citizens. Better IT systems are required to integrate all the workflows seamlessly for a faster and efficient service to the citizens, employees, administrators and compotators.
1.1 Other Projects under JNNURM
Sr.
No. Project Title
Sharing of Project Cost (in lakhs)
GoI State PMC
1
Augmentation up gradation of sewage treatment plant and pumping station in city of Pune
1076.6 430.65 645.97
2 Renewal & Management of sewerage of
drainage disposal system in Pune 1222.25 488.9 733.35
3
Construction & Improvement of Drains to Prevent contamination of natural water bodies & development of heritage site along in Pune.
1249.5 499.8 749.7
4 Road network & urban transport- BRT-Pilot 2337 934.8 1401.75 5 BRTS (Development & Infrastructure for
Commonwealth Youth Games 2008) 13258.13 5303.25 7954.88 Bus Rapid Transit (Phase-I) for Pune City 11903.85 4761.54 7142.33
6 Subways On Baner Road 90.75 36.3 54.45
7 Sangamwadi Approach Road 97.75 39.1 58.65
8 Construction of Subways (4nos) on Nagar Road 82.63 33.05 49.58
Total 31318.46 12527.39 18790.66
Grand Total 62636.51
1.2 Existing e-Governance projects
Pune Municipal Corporation (PMC) has always been on the forefront of ICT enablement of services and departments to render faster and more efficient services to the citizens. PMC is truly on its way to become a
complete e-Governed Urban Local Body in the country. Some of the unique initiatives of PMC are –
Registration of Births and Deaths: Birth and Death registration is already computerized. Online registration facilities are available and computerized certificates are being issued to citizens.
Public Grievance Redressal: As part of interactive web portal of PMC grievance readdressal system already in place.
Property Tax Management: Property tax database is computerized and demand notes are issued by this database. Property tax dues are regularly updated online. Property tax payments and collection is also facilitated through ICICI Infinity Internet gateway.
Municipal Accounting System: The present Cash based Double Entry accounting system is already computerized. This system is proposed to be converted to computerized Double Entry Accrual System on an ERP platform and the process for the same is already initiated.
E-Procurement: Interactive website for information on tenders of all departments is in place.
Personal Management: Payroll & Pension System is already commissioned This includes Biometric Time & Attendance System .The system is currently being integrated with the payroll system.
Payment of Property Tax, Utility Bills and Management of Utilities that come under the ULBs Online windows for payment of Property Tax & Water Bills have been initiated from the Head Qtrs., zonal offices & Citizen Facilitation Centers of the PMC.
Building Plan Approval: Building plan permission process is fully automated and made available online on the interactive website of PMC.
G.I.S.: GIS based property tax reforms are planned to be implemented
Unwire Pune : PMC is one of the first governance bodies in the country to launch a project for providing Wi-Fi connectivity across the city. Through this initiative “Unwire Pune”, Pune Municipal Corporation (PMC) proposes to deliver a solution to the citizens, businesses and academic institutions to enable to seamlessly connect to the internet in a relatively easy manner. As much as providing basic facilities such as drinking water supply, sewerage, power, roads etc, PMC would like to provide basic IT infrastructure such as stable internet connectivity to its citizens and also
offer compelling business and cost models to attract and sustain major ISP businesses in Pune.
1.3 Project Rationale
Looking at the challenges faced due to rapid growth of Pune city, there is increasing need to have a comprehensive, integrated, ERP based e-Governance model. Such a system will also help administration to adhere to the reforms agenda set by PMC in it’s CDP. This reform agenda is given below:
Promote people centric administration : Common citizens should get the benefits of the system of accurate billing. Corruption should be avoided.
Move from process accountability to productivity accountability and from transactional to transformative governance : The process is computerized to increase productivity. Each department of the corporation has reports giving exact statistics of how accountability is achieved through the system.
Reduce delays and ensure promptness in delivery of services : Computerization would ensure timely delivery of accurate service. e-Administration : Improve administrative processes by cutting cost,
bodies and creating empowerment E-Citizen and E–Services: Connect citizens to the local government by talking to citizens and supporting accountability, by listening to citizens and supporting democracy and by improving public services.
Citizen Centric Organisation : PMC has taken a lead in e-governance projects. Presently it has displayed a true citizen centric project through Citizen Facilitation centres. PMC would like to augment this citizen centricity by providing many more services at different service delivery channels.
1.4 Project Approach
In order to implement a comprehensive, integrated, ERP based e-Governance model, PMC, through an open tender appointed M/s. PricewaterhouseCoopers Pvt. Ltd. (PwC) as the Project Management Consultant. Tasks undertaken by PwC are given below :
Detail study of the PMC departments and preparation of AS-IS document
Preparation of Functionality Scope for the To-Be processes in consultation with the department.
Objective Analysis of the existing e-Governance solutions at PMC. Details of this analysis is given in Annexure II. As per this analysis, it is recommended to continue with AutoDCR and Octroi Software while other software needs to be replaced by functionally and technically superior software. The current software, although work satisfactorily in isolation, it will be difficult to integrate them with the proposed ERP based e-Governance model. However, PMC has taken steps to ensure that the valuable data generated by these systems gets appropriately used.
PMC now intends to publish open tenders to identify the Systems Integrator to supply, implement and support the comprehensive e-Governance system. Detail scope of these tenders and the project timelines is given in the following sections.
2. Project Definition and Salient Design Features
2.1 Project Definition
The objective of the current project is to provide efficient services to citizens, administrators and comparators by implementing ERP Based Solutions to enable PMC’s processes and workflows. Key objectives of this project are as follows:
Improve the quality of Citizen Service Delivery System and offer these services with optimal effectiveness and transparency.
Allow data sharing across different departments, thus bringing about the efficiency in administration functioning.
Facilitate the decision making process of top management by furnishing the right information at right time.
Help different departments to improve their revenue collection efficiency.
Harness the use of technology to create sense of achievement amongst employees and citizens
2.2 Broad Scope
The project can be broadly divided in 4 sub-sections as given below : A] Management Information System (MIS)
MIS is envisaged to undertake Enterprise Wide Resource Planning approach, enabling PMC to use various data in most optimal way and provide services to citizens in efficient and effective manner. Various functional modules to be covered under MIS are given below:
a) Birth & Death Department Module b) Property Tax Department Module c) Water Department Module
d) Grievance Information System e) Building Permission Module f) e-Procurement Module g) Project Systems
h) Licenses (Food & Market) Department Module i) Solid Waste Management Module
j) Fleet Management System k) Accounts Module
l) Human Resource Management System m) Employee Self Service Module
n) Web Portal
o) Citizen Service Center Module
q) Welfare Schemes Module r) Hospital Management System s) Asset Management System
t) Land and Estate Management Module u) Material Management System
v) Resident ID Registration Module w) Legal Module
x) Municipal Secretary Department Module y) Audit Department Module
B] Geographical Information System (GIS)
GIS is a boon for urban managers and can be used to bring in much needed effectiveness in city planning and it’s management. Main aim envisaged while planning GIS at PMC is the creation of decision support system to assist the administration in effective management of the Urban Local Body.
Broad Scope of GIS Project is given below : Supply and maintenance of GIS Platform
Customised GIS Application (to integrate Spatial information with the proposed MIS)
Creation of geo-spatial data on Buildings, Water Drainage, Roads, Sewerage, and other Public utilities
Procurement of Satellite Image of 0.6 meter resolution and creation of final up-to-date base map of PMC.
C] Other IT Applications
In order to support the proposed MIS and GIS applications, various other IT Management solutions are required. The list of such requirements is given below :
a. RDBMS
b. Application Server for MIS c. Application Server for GIS d. Web Server
D] Server Side Infrastructure
Along with IT Management Applications specified in above section, PMC would also require the basic Server Side Infrastructure to host various Applications. List of such Infrastructure Components is given below :
a. Database Server b. Application Servers c. Web Servers
2.3 Salient Features of the Proposed e-Governance Application A] Citizen Interface features
The proposed system is expected to establish an extremely smooth citizen interface. The focus has to been on maximizing the citizen convenience in availing various services of PMC and obtaining them with speed and certainty.
Certain design features with reference to Citizen Interface are described below:
a. Simplification of the Application Forms : Application forms for all the citizen services will be simplified and will have common design. These will be available even on PMC Web Portal for citizens to fill them up and submit electronically.
b. Multiple Channels for Service Delivery : Citizen will be able to avail various PMC services through multiple channels as listed below:
i. Online Portal
ii. Un-manned KIOSKs
iii Agents appointed by PMC (Internet Cafes, CSCs, etc.) ii. Citizen Facilitation Centres
B] Integrated Application Software
PMC intends to implement the holistic and integrated e-Governance system. Different modules need to be seamlessly integrated with Accounts and other modules so that data duplication doesn’t happen and PMC is able to build strong foundation for decision support system. PMC thus has planned for ERP based Application Software.
C] Scalable Application Design
The Project will mark beginning towards building Information Base for tomorrow’s hi-tech Pune. It is thus imperative that the Application Software has the capability to scale up to tomorrow’s requirements like given below :
Managing the entire Property Life Cycle (Data Collaboration between various govt. departmental systems right from Land Records Department, Registration Department, Building Permission Department, Property Tax Department, Water Department, Licenses Department, Electricity Department, etc.). Maintaining Information on Citizen Life Cycle (Right from Birth to
Marriage, Health, Education, Driving License, Interactions with PMC, Death)
3. Project Scope in Detail
Entire Software Application is being divided into two broad categories – MIS and GIS. MIS will cover entire e-Governance System except for GIS. Reason for separating GIS from other systems is that it is a specialized field and competition will get restricted if PMC decides to procure the services for both these systems from a single Systems Integrator.
3.1 MIS
3.1.1 Birth & Death department Introduction
Health department takes care of the health in general of the people within the corporation limits. The department runs many health schemes like D.P.T., Polio, Measles and other deceases. Most important customer centric process the department has is the registration of Birth and death of the citizens. Also department has the responsibility of issuing the food licenses.
Birth & Death department objective is to register the Birth and Death within the corporation limit, also issue the certificate for the same.
General statistics
Number No. of PMC run Hospitals / Nursing Homes: • General hospital : 2
• Nursing home : 14 • Mother child care : 5 • Family planning centre : 7
• ICDS : 2 +5(New) • Dispensary : 29
Services delivered by the department: • Birth and Death Certificate • Birth and Death Registration
• Birth and Death Registration-Delay • Correction of Registration details • Cremation Certificate
• Registration and Certificate for still birth • Registration of birth for delivery at home
Issues with current functionality and how to address the same
a] Software is not designed as per the Corporation requirements and requires quite frequent changes.
[Resolution] Software need to be rebuilt considering the certificate format and necessary validation.
b] Old data is not available through the system. For old data the still manual register are looked in, consuming lot of time and delay ion customer service.
[Resolution] All the past record needs to be feed-in into the system on priority.
To Be Departmental Functionality
Birth and Death certification application will be part of the citizen services delivery module.
Authorization based access rights to the registered Hospitals / nursing homes for registration of Birth & Death.
Workflow solution will be used for the approval of the process.
Web based interface for delivery of the certificates for the existing users through CFC / Kiosk or any other delivery mechanisms.
Complete audit trail will be maintained to track the total certificate(s) printed by each user id.
It will have integration with the accounts for real time analysis of the collection made and the certificates issued.
Functional Scope of the Proposed Birth & Death Module
Functionality
Integration required
with A] Registration of Birth / Death
Registration of Birth (Hospital / Home / Jail / etc.) o Normal & Delayed Registration
o Child Details – Gender, DOB, Time, Weight, Name, Birth Place etc.
o Parent Details – Name, Address, Qualification, Occupation
o Delivery Method, Informant Details, Attachments in case of delayed registrations
GIS (for marking the hospital + parents address) Registration of Still Birth
o Feotal Death Cause along with other birth registration details
Child Name Insertion Registration of Death
o Normal & Delayed Registration
o General Details – Gender, DOD, Time, Name, Attention type, Pregnancy related Death o General Details –Death place type, death place,
Cemetery type, Informants Details
o Medical Certificate Details - Death Cause, Death Manner
o Create link with Birth Database by giving lookup while registering the death
GIS (for marking the
location)
Online Registration of Birth / Death by Hospitals through
proper Authentication Web
Defining charges For Birth and Death Services o Delay Charges based on no. of days of delay o Birth Certificate charges
o Death Certificate charges o NOC charges For Birth & Death o Child Name Insertion charges
Accounts
Linking of Birth / Death with Property Tax & GIS Database
Property Tax / GIS B] Citizen Services
Issue of Birth Certificate o Free Copy as per rule.
o Charges for additional copies o Search Charges
Generation of On-line Certificate with auto generated
CFC, Accounts
letter by the department confirming the authenticity of the Certificate
Birth Registration Correction Issue of NOC for Birth Death Certificate
Death Registration Correction Issue of NOC for Death Issue of Cremation Certificate
Online Birth / Death Certification Web portal, Accounts Integration with Web to validate the Birth / Death
Certificate Web Portal
C] MIS
Variety of Reports to be sent to State / Central govt. authority
Monthly Summary Report of Birth Monthly Summary Report of Still Birth Monthly Summary Report of Death Birth Reports for Polio Vaccination Drives
Birth / Death reports for various Health Schemes PNDT report
Reports to Health Department w.r.t. Death Causes in a
particular period, for particular location GIS Reports to analyse services delivered through various
delivery channels D] Other Requirements
Data Porting / Data Entry Suite
Search of Registration No. by various parameters like name, date of birth / death, hospital name etc.
3.1.2 Property Tax Department Introduction
Property tax is one of the main sources of revenue for the PMC. Residential and commercial properties, situated within the limits of PMC, are assessed for tax. Property tax is tax on immovable or tangible real property such as land, buildings and permanent improvements. Based on such assessments, all the property holders are expected to pay the property tax. Property Tax may comprise of basic house/building tax plus service taxes such as street tax, and conservancy/scavenging tax. It is collected either half yearly or annually.
Property tax department is responsible for billing & collection of property tax for all residential, commercial, open plots and other types of properties within PMC limits held privately or by government (state & Central).
General statistics:
No. of Properties upto 30-June 2008
Residential : 590000 Open Plot : 24000 Non Residential : 71000 Residential + Non Residential : 14000
Various Citizen Services given by the Dept. Title transfer
Self assessment NOC
Solar system benefit
Vermiculture project benefit Rain water harvesting benefit Freedom fighter benefit Owner occupancy benefit Slum rehabilitation properties Exempted properties
Total Demand for 2007 – 08 Rs 688 Crores (Approx)
Total Recovery for 2007 – 08 Rs 265 Crores (Approx)
Total Staff strength in Prop. Tax Dept. Approx. 120 departmental staff. Approx. 100 Ward office staff.
Issues with current functionality and how to address the same a] Building completion certificate should accompany list of property / flat
owners, flat numbers and carpet area. Currently this is not provided resulting in additional efforts in the Property tax department.
[Resolution] ERP will help Property tax department and Building permission department share their data. As soon as the building completion certificate is issued, the same information will be available to the property tax dept. The information available could be Flat no, carpet area, owners and other details.
b] Ward wise reporting of arrears and Yearly Tax Demand of property tax details are not available online in ward wise civic centre collection report.
[Resolution] MIS will help generate Ward wise reporting of arrears, Yearly Tax Demand property tax details and ward wise collection details.
c] Cases where the ARV is changed and a differential bill is generated, total arrears till date is not printed on the assessment difference bill (green colour bill).
[Resolution] ARV values for each of the region will be decided once and updated into the ERP solution, System will auto calculate the ARV for each registered property in PMC and generate the bills.
d] For change of ARV value / change of name /change of flat number etc should be reflected in the application (date of change) and even tax arrears should be reflected for old status and new status.
[Resolution] ERP will have relational data base. Any change in the mentioned will be reflected all across.
e] Particulars of the occupant is not similar on bill and receipts.
[Resolution] Standard forms will be designed which will access information from single database.
f] Only few activities of the department are automated. Most of the processes are Manual and requires file movement.
[Resolution] Putting workflow and Document management System in place will help most of the department processes automated with inbuilt logic for the file movement.
g] At time the payment gateway does not work properly. Resulting into citizen dissatisfaction and employees extra effort to resolve the issues.
[Resolution] The system should be designed in using standard set for the web based application and comply the requirements of the gateway payment.
To Be Departmental Functionality
RV calculation & Property Tax Generation
Generation of Notice
MIS Reports
Demand / Collection Register Integration GIS
Assessment Register Integration GIS
Closing Register
Ward wise / Zone wise Recovery Reports Integration GIS
Tax Defaulter Report Integration GIS
Tax wise Recovery details
Tax wise Demand details
Advance Payment Reports
Objection / Hearing Details
MIS reports for self assessment, concessions.
Functional Scope of the Proposed Property Tax Module
Functionality
Integration required
with A] Capture of various details of the Property
Ward/ Zone/ Block/Route – Administration or Geographical divisions
Property Holder’s Name – One or multiple owners Property Holder’s Email ID / Mobile No.
Property Holder’s Address (Present Address, Permanent Address)
Property Location details (Survey No., Chalta No., etc.) GIS Property address
Linkage with Building Permission Module to carry forward building details
B] Capture of various details required for Property Assessment Type and Sub Type of Property
Usage of Property
Construction Class / Vicinity Factor / Amenity Factor Age of Building
Property tax as per rent assessment. Any other factor required for Assessment C] System based calculation of Ratable Value
Room-wise / Flat-wise/ Whole Property Assessment D] Tax Generation
Tax Generation as per Rate Chart Tax Exemptions
Bifurcation of rates for General Tax, Fire Fighting, Vermiculture, etc.
E] Other relevant Details for Property Property history
Advance property tax payment Property Rental details
F] Other Departmental Process Generation of Special Notice Objection
Hearing
Property Billing
o Individual flat-wise billing/ Property wise billing o Interest Calculation
o Consideration of Advance paid earlier
Accounts
Demand Notice Generation Issue of Warrant Notice Seizure of Property Auction of Property
Rebate Calculations Accounts
Automatic mailing of Bills / Notices to the E-Mail ID
Advance / Excess Collection / Refunds Accounts Cheque Dishonor and Outstation Cheque charges
Facility for online tracking of bounced checks
E-Mail / SMS to be sent to the owner upon transactions SMS Gateway / Web Server G] Citizen Services
Splitting of Property Tax Assessment Duplicate Bill
Assessment Certificate
Copy of Property Tax Assessment Extract No Dues Certificate
Payment of Property Tax
Linkage with Grievance module for Property Tax related grievances
Grievance Redressal H] MIS
Demand / Collection Register GIS
Assessment Register GIS
Closing Register
Ward-wise / Zone-wise Recovery reports GIS
Top Defaulters Report GIS
Occupancy wise / Flat wise report Tax-wise Recovery Details
Tax-wise Demand Details Advance Payment Reports Objection / Hearing Details
Inspector wise report (Assessment of property as per Building permission / Citizen request / Inspection) Assessment as per citizen / Assessment as per inspector MIS reports for self assessment, concessions.
Alerts from License Module upon New License / change in business
License Module I] Other Requirements
Data Porting / Data Entry Suite
Query of Property Dues CFC, Web Scope to link up to Land Records / Registration system
3.1.3 Water Supply Department Introduction
The water supply department is involved with supplying of water from the reservoir to the consumer.
The major responsibilities of the Water supply (distribution) department are:
• Issuance of new water connection • Plumber License
• Water disconnection, Transfer • Billing & Collection
General statistics:
No. of projects handled (approx.) :90-100 Total Capital Expenditure Budget (for 08 – 09) :75 Crores No. of Technical Staff (grade-wise) :25 Persons
Issues with current functionality and how to address the same
a] The process for issue of new water connection is manual, the scrutiny is done manually. Often there is delay in giving connections and tracing the application manually is cumbersome.
[Resolution] System to calculate size of Water Connection based on various parameters like pressure in source line, length of water connection, no. of families, etc. A workflow can be integrated in the application for online sanction as per DEP and scrutiny of application.
b] The process of getting NOC from Property Tax at the time of new connection is manual.
[Resolution] NOC’s from Property Tax department not to be taken if the required data is available in database. The application should have the Property ID.
Citizen need not separately submit NOC from Property Tax Dept.
c] There is no process for handling complaints regarding wrong bills. Tracking of complaints not available.
[Resolution] Citizen complaints module should be integrated with water billing departments. The complaints should be automatically addressed to concerned authorities and should be escalated if action
is not taken in stipulated time. A facility of tracking applications can also be integrated in web portal for citizen facilitation. Services like Duplicate Bill, No Dues Certificate, etc. to be given across the counter.
d] Information is sought manually from road department for road digging charges. No GIS integration is available.
[Resolution] Road Digging Charges to be taken from the GIS system. This will ensure that Road Department’s time is not wasted in scrutinizing the application.
e] GIS integration is not available for recovery of bills.
[Resolution] GIS integration with water distribution will help in finding out maximum defaulters in a particular area, concerned officer. Top management can take effective action and decision with the help of GIS.
f] Only billing is partially automated and the system is using 2 tier architecture.
[Resolution] The system should be deployed on robust 3 tier architecture and web enabled. The process for new connection, integration with accounts, payment collection should be automated and integrated.
The system should give MIS reports with ward/zone wise collection details.
A
Charges for connection are paid by cash/credit card/
cheque at CFC Integration Accounts
SMS notification sent to site engineer for the particular
ward/zone Integration HRMS
End
Functional Scope of the Proposed Water Supply Module
Functionality
Integration required
with A] Citizen Services
New water Connection
Accounts Closing of Connection (Permanent / Temporary)
Change of use Reconnection
Issuance of Plumber license
Water testing for citizens within PMC limits Renewal of Plumber license
B] Defining Various Charges
Water consumption Charges for metered and non-metered connections
Accounts Water connection charges
Scrutiny Charges
Deposit for various connection size & category. Water testing rates
C] Departmental Process
Capture of various details of the Water Connection o Consumer Details- Property Details, Owners Details,
Link to Property Number.
o Metered/ Non Metered Connections
o Multiple Usage type - Domestic, Commercial, etc. Tariff Category.
Property Tax, GIS
Connection Details- Connection Size, Distribution Line,
Pressure GIS
Pressure drop due to new connection on a line.
Compliance for ‘No dues’ for property Tax Property Tax Meter Information - Meter No. / Make / Cost
Meter Restoration Details
Scrutiny at various levels for citizen services
Road digging charges to be taken from GIS system GIS Facility for recording details of site scrutiny through PDA
Work Order Printing for new connections, re-connections and closing of connections.
Meter Reading Entry
o Meter Reading Data Entry o Meter Cut off- Restoration
Scope for PDA based Meter Reading Capture & Bill Generation and uploading of PDA data to system Temporary Disconnection
Bill Generation
o Billing for Metered and non-metered connections o Billing schedule for different connection category o Consideration of advance paid if any
o Interest calculation on arrears o Bill correction
Accounts
Bill Printing
Collection from CFC Accounts
Handling Cheque dishonor and outstation Cheque charges Accounts D] MIS
Connection Outstanding Register Bill Acceptance Register
Meter reading report Consumption statement
List of consumers ward, category & size wise
GIS List of connections
List of closed connections
Ward-wise / Zone-wise Recovery reports Top Defaulters Report
Tax-wise Recovery Details Tax-wise Demand Details Advance Payment Reports Bill status for bill generation
Faulty Meter Report
Illegal connection reports (Based on complains) Water quality test report
Ward wise / zone wise / line water pressure report E] Other Requirements
Data Porting / Data Entry Suite
Query Water Dues CFC, Web
3.1.4 Grievance information system Introduction
The main objective behind the Grievance information is that all the complains made by the citizen must be addressed and updated to the citizen. In current scenario most the complains are taken up on phone or mail. Citizen do write letters also to register the complain.
Issues with current functionality and how to address the same
a] There is no mechanism to track the complaints.
[Resolution] The complaints will be monitored and status will be updated to the citizen via SMS / Mail.
b] Only way to launch complains are through the phone or writing letters.
[Resolution] Complain can be launched from Mobile / Email / Web.
c] Difficult to find the resources to address the complaint.
[Resolution] Based on certain parameter the system will automatically route the complain to the respective department.
Other Benefits
- System will have easy to use Web interface for complain registration. Also the user can register the complain via Phone/ Mail.
- Status of the complain will be available online. Also through SMS and mail the citizen will be updated.
Functional Scope of the Proposed Grievance information system Module
Functionality required with Integration A] Masters & Initial Setup
Complaint Type, Sub-types, Capture of Mobile No. of citizen
Mapping of Roles to Complaint Sub-type
HRMS (Employee
Master)
Integration of Complaint Type / Sub-type with Departmental Modules Property Tax, Water, Licenses, Asset Management, etc. Citizen Charter for each Complaint Type (Define duration
of complaint redressal & escalation path in case of non-redressal)
B] Complaint Management
Complaint Acceptance through Citizen Facilitation Centers / Internet / KIOSKs
Web / KIOSKs /
GIS Facility to make Resident ID compulsory for certain
complaints
Facility to check PMC dues for allowing certain complaints
Property / Water / Licenses Modules SMS alert to concerned employee
Facility to mention the action on complaint
Automatic escalation of Complaints (beyond stipulated time frame)
SMS alert to citizen upon Action Taken Report
Facility to accept citizen feedback on the Administration Action
Facility to mark a complaint as fake / invalid (for not considering it in the normal reports or report for Project System)
C] MIS
Pendency reports (complaint-wise / Dept.-wise)
GIS Top Performers / Least Performers
Complaints pending beyond stipulated time frame (complaint type-wise, department-wise, ward-wise, officer-wise)
3.1.5 Building Permission Department Introduction
Building Permissions is one of the main activity of PMC. The department is involved in granting Building Permissions to Licensed Architects / Engineers / Structural Engineers for construction of buildings within the PMC jurisdiction area. The department works in close association with the Development Plan Section, carries out demolitions of unauthorized constructions, represent PMC in legal matters (affidavits, etc.), resolves complaints about Building Control.
The main functions of the department are :
• Providing Building Permissions to applications from licensed Architects / Engineers / Structural Engineers
• Involves activities of Plinth Checking and provision of Occupancy Certificates after Commencement Certificate for construction is given to the applicants
• Carrying out demolitions of unauthorized constructions • Represent PMC in legal matters (affidavits, etc.)
• Resolve complaints about Building Control
General statistics
No. of application accepted through AUTODCR (Year 07-08)
Total applications received per year : 4500 New applications approved per year : 4000
No. of application manually Nil.
Issues with current functionality and how to address the same
a] NOC is required from Property Tax department for providing sanctions to vacant plots / plots with existing structure where extension to the structure is to be constructed.
NOC’s are required to be taken from various departments like Land Acquisition, Water supply, Roads, Garden, Encroachment, Development Plan, Drainage, TDR section, Traffic police, Fire, Health etc.
[Resolution] NOC’s from different departments not to be taken if the required data is available in database.
ERP will have help in integration of various departments like Property Tax , Land Acquisition, Water supply, Roads, Garden, Encroachment.
The system will provide data and a lot of time of PMC & Architect will be saved.
b] There is no intimation from Building permission department to Property Tax after the completion of respective stages like Plinth Certificate, Completion Certificate, Occupancy Certificate.
[Resolution] Integration is required with Property Tax department to give information as soon as Plinth Certificate, Completion Certificate & Occupancy Certificate is given.
c] There is no intimation from Building permission department to Water , Roads , Drainage, Traffic after giving Plinth Certificate, Completion Certificate & Occupancy Certificate for advance planning & resource allocation.
[Resolution] Integration with Water , Roads , Drainage, Traffic required for giving these departments information soon as Plinth Certificate, Completion Certificate & Occupancy Certificate is given for doing further planning & resource allocation in advance.
To Be Departmental Functionality
Building Permission : ToBe
Manual Auto / System Application is given through a single
window system (on CD with necessary docs)
Scrutiny fee is paid through cash/credit card and the challan is issued through
system
Applicant
The application is checked for all the documents & comments are entered in
the system
Application No. is auto generated & Plan and Drawings uploaded into the
system
Site visit is done by the Architect and the Building Inspector (with the help of
PDA for photo/data of site visit)
Scrutiny is done (Document validation, Non-technical & Technical Scrutiny
using AutoDCR software) Approved
Development charges are paid by the applicant by cash/credit card/online and receipt generated through system
Commencement of Issuance of certificate to be generated from the
system
SMS Notification for site visit , if required is sent to Building Inspector &
Architect
Rejection if documents are not
correct
Objection
Building Inspector (J.E.)
Building Inspector (J.E.)
Approval & Modifications done if any
through system Workflow for approval
Higher Authority for Discretionary
Power etc. Asst. Engineer
NOC to be taken through workflow from various departments through
integrated workflow
Workflow for NOC
Integration with Departments like Property Tax, Water, Drainage ,DP, Health, Fire, TDR, Traffic
police
workflow
A trigger through workflow to be given to Property Tax, Water,
Drainage dept that building permission is given. The attribute
details should be filled in GIS layers on base map. Format of the application for Building Permission to be made available on the web
portal with the checklist of the documents to be attached.
HRMS Integration
Details of the property to be taken from GIS Integration Scrutiny to be handled by workflow system Integration Accounts Integration
Application is given Online with necessary docs Applicant
Details of property / Intelligence
generated Integration GIS
Functional Scope of the Proposed Building Permission Module Functionality Integration required with A] Citizen Services Layout Approval CFC, Accounts, GIS Building Permission / Commencement Certificate
Revised Building Permission Renewal of Building Permission Plinth Completion Certificate Occupancy Certificate
Cancellation of License Architect License Zone Certificate
Transfer of Development Rights Certified copy of plan
Old property data retrieval
RTI – Apply online for information related to proposal Single complaint can be handled by multiple department Online submission facility should be made available for
registered Architects B] Defining Charges Development Charges Scrutiny Charges Other Charges C] Departmental Process
Scrutiny of Applications AutoDCR, GIS, HRMS Site Reports
NOCs from different departments Workflow System Alert to be sent to Property Tax Department after
issuance of Building permission, Plinth , Completion & Occupancy Certificate (Color code based GIS system)
Property Tax, GIS Versioning of proposal for more than one iterations AutoDCR Facility for query for the stage of completion to be made
available
AutoDCR, GIS Advocate dates for departmental cases Legal Audit objection / para for departmental cases Audit TDR awarded information Land & Estate D] MIS
Application Pendency Report
Building Permissions / Occupancy Certificates taken for a particular period
GIS List of Building Permissions taken but Occupancy
Certificate not Taken
Impact analysis for Drainage / Water based on the building permission give.
Revenue Related Reports (Scrutiny Charges / Development Charges)
E-Mail / SMS to be sent to the applicants SMS Gateway / Web Server A] Other Requirements
Data Porting / Data Entry Suite Integration with AutoDCR
Generation of Alerts to other departments w.r.t.
infrastructure requirements, upon completion certificate
Workflow, Projects,
SWM, Water
3.1.6 E- Procurement Introduction
The tender cell in the corporation is responsible for the publication and sale of the tenders. The publication of the tenders is outsourced to an organization and the same organization do the publication and upload of the tenders on the online system. Also the sale of the tender happens online. The proposed E-Procurement module will empower the PMC to Covers full life cycle of purchasing (indent to receipt of goods), Connects buyers and suppliers through electronic exchange of Tenders, catalogs, contracts, POs, invoices etc
The basic responsibility of the Tender Cell of PMC is the sale and processing of tenders of various departments of PMC. Currently only the sale of the Tenders is done through online system.
Issues with current functionality and how to address the same
a] Only the sale of the tender is online and rest other activity is still being done manually.
[Resolution] E-Procurement module will be Online and will allow all the activity to be carried out through computerization.
b] Most of the time the tender document requires multiple interaction with the concern department, this is very time consuming activity.
[Resolution] Web based workflow system will help enhance real time interaction with the departments and will empower to take quick decision.
Functional Scope of the e- Procurement Module
Functionality Integration required with A] E-Tendering Web-Site Functionality
Firms should be able to register with various essential data
Web Portal, Payment Gateway FAQs for all tender related queries
Registered firms should be able to view various published tenders and essential information in user friendly manner
Secure Login authentication
Auto-generation of various communications to the registered bidders (SMS / E-Mails)
B] Tendering Functionality
Raise Indents as per the requirement. Web Portal Receive indents
Generation of information for press Advertisements Check-list for Tender Notice
Publish Tender Notice Web Portal Check-list for Tender Terms & Conditions
Publish Tender Document
Reports to assist Tender Document preparation
Purchase of Tender Documents
Accounts, Web Portal,
CFC Submission of bids (Commercial & Technical) Web Portal Technical bid evaluation
Cross-check of vendors with Vendor Database and their previous records
Commercial bid evaluation
Cross-check of rates with similar projects in past
Award of contract Projects
C] MIS
Technical Bid Comparison Reports Financial Bid Comparison Reports List of Vendors registered
3.1.7 Project systems Department Introduction
The projects department will cater to set departments those execute large public works. These departments includes Roads, Drainage, Water Projects, etc.
Issues with current functionality and how to address the same
a] Information exchange with Land Acquisition, Tender, Water Supply, Roads, Development plan department is manual.
[Resolution] System can allow seamless data exchange with respect to Land Acquisition, Tender, Water Supply, Roads, Development plan etc. System alerts can help to avoid delays in different departments, GIS can help in integrating information with respect to reservations, water pipelines, etc.
b] The activities in the Project department are mostly manual. Billing is done manually & there is no integration with Accounts.
[Resolution] Billing has to be done through the Project Systems (WMS) module. The activity milestones can be incorporated in system for Project monitoring and approval of bills. The scrutiny of the work-item bill should be done in the system by the engineer and remarks are to be entered in the system. Integration with Accounts required for budget sanction, Asset creation, Project cost monitoring. The process of checking & measurement of the bills is to be done in the system and sent online for approval as per DEP to concerned officers. System should calculate penalties in case of delays in achieving milestones. The bills are to be sent online to audit dept. for checking & payment to contractors.
c] No system support to define Project Milestones & track work execution.
[Resolution] Project Milestone definition can be done through Project system Module (WMS). The activity milestones are to be incorporated in system for Project monitoring and approval of bills. System should calculate penalties in case of delays in achieving milestones. Monitoring of the project cost against the estimated value should be done through Project system Module (WMS). Time & Resource monitoring against the planned milestones & estimated resources can be done through Project system Module (WMS).
To Be Departmental Functionality
Project initiation is done by dept. by defining new project Start
Selection of Department, Officers for scrutiny
Selection of Budget Code
Integration HRMS
Accounts Integration
Project estimation : Identification of different items, defining units, Selection of DSR / ESR / WSR rates
Preparation of Measurement Sheet, Abstract Sheet, Rate Analysis sheet, Recapitulation sheet
Defining various Milestones
Accounts Integration
Technical sanction as per chart of competant authorities Integration Workflow system
Administrative sanction as per delegation of powers Integration Workflow system
Generation of information for press tender, checklist for tender notice
Publish Tender Notice & document , check list on Web
Portal Integration Web Portal
Purchase of Tender Documents by participants by cash, credit card, Account
Accounts, Web Portal, CFC Integration Is bid submission online ? Yes No
Submission of bids manually
Online Submission of bids Integration Web Portal
Technical bid evaluation through system as per chart of competant authorities
Commercial bid evaluation through system as per chart of competant authorities Award of contract Workflow system Integration Workflow system Integration
Milestone entry for the project
A Manual Auto / System GIS Integration
A
Project execution : Measurement Book Entry , quality control, Monitoring of progress through system
Notices to vendors (for delay, for poor quality, any other reason)
Levy of Penalty Integration Accounts
Generation of Account Bills & Billing for extra items through
system Integration Accounts
Generation of Completion certificate on completion of project
MIS reports for Milestone monitoring, Budgeted Expenditure Vs. Actual Expenditure,Measurement Sheet / Abstract Sheet / Rate Analysis Sheet / Recapitulation Sheet
& Project Summary Sheet
End
Manual Auto / System
Functional Scope of the Proposed Project Systems Module
Functionality
Integration required
with
A] Project Initiation
Defining New Project
Selection of Department, Officers for scrutiny HRMS Selection of Budget Code Accounts B] Project Estimation
Identification of different items, defining units Selection of DSR / ESR / WSR rates
Preparation of Measurement Sheet
Accounts Addition of specifications not included in standard DSR
(for special items)
Preparation of Abstract sheet Preparation of Rate Analysis Sheet Preparation of Recapitulation Sheet
Defining various Milestones C] Technical Sanction
Workflow for Technical sanction as per chart of
competent authorities Workflow
System Workflow system to support To & Fro movement of
proposal
D] Administrative Sanction
Workflow for Administrative sanction as per Delegation of
Powers(DEP) Workflow
System Workflow system to support To & Fro movement of
proposal Negotiation E] Tendering
Generation of information for press Advertisements Check-list for Tender Notice
Special conditions for contract if any
Publish Tender Notice on Web Portal Web Portal Publish Tender Document on Web Portal
Reports to assist Tender Document preparation Check-list for Tender Terms & Conditions
Purchase of Tender Documents
Accounts, Web Portal,
CFC
Submission of bids Manual
Submission of bid Web Portal
Technical bid evaluation
Cross-check of vendors with Vendor Database and their previous records
Commercial bid evaluation
Cross-check of rates with similar projects in past Award of contract
Milestone entry F] Project Execution
Project Scheduling
Measurement Book Entry Monitoring of progress Quality Control
Notices to vendors (for delay, for poor quality, any other reason)
Levy of Penaly Accounts
G] Billing & Completion Certificate
Billing for Extra items
Completion certificate on completion of project H] MIS Reports
Project wise comparison of Budgeted Expenditure Vs. Actual Expenditure
Accounts
Milestone Monitoring Report GIS Measurement Sheet / Abstract Sheet / Rate Analysis
Sheet / Recapitulation Sheet Technical Bid Comparison Financial Bid Comparison Billing Information
Project Summary Sheet
Reasons for delay in achieving milestones to be tracked. The responsible party for delay to be identified like any PMC dept. or contractor.
Reports / Alerts through other systems for New Projects Building Permission Module
Grievance Redressal Module
Alerts for Road Re-surfacing / Repairing
Cross-departmental information as alerts while defining new projects
Eg. : Water Department shd get alerts for Pipeline laying, if the Road is being prepared / re-surfaced / Repaired
GIS
I] Other Requirement
Registration of contractors
Up-gradation of contractors data / Blacklisting of contractors
Contractors Register
Confidential Register of Contractors
Road register (Traffic / Road history / Defect liability) PWD register (Works manual/ accounts manual/) IRC standard
Bridges register (history / annual maintenance / Continuous monitoring)
Monitoring of Sewerage treatment plants. History & all the relevant data like BOD, COD, Suspended solid etc for raw sewage & effluent, electricity consumption, MPCB reports etc)
Monitoring of Hot mix plant (material stock, consumption etc)
3.1.8 Licenses department Introduction
PMC issues various types of licenses like Food Licenses, Market Licenses, Nursing home registration, Dog licenses, Pre conception & pre natal diagnostic techniques licenses, etc. License department’s main objective is to issuance of new license keeping in mind various pre-requisite factors. Also renewal of the existing licenses is undertaken.
General statistics for Food Licenses: Type of food License
- 44 types of Manufacturing & Packaging - 12 types of Retail
No. of Licenses by Food Department
• Licenses under P.F.A. - 11745 • Licenses under B.P.M.C. Act. - 3329 • Nursing home registrations - 530 • Dog Licenses - 367 • P.N.D.T. Registration - 380
Issues with current functionality and how to address the same
a] All the processes of the departments are not mapped. Still file travels manually to the Department head, causing delay in issuance.
[Resolution] Workflow & DMS will enable movement of files electronically and faster approval of the same.
b] Certificates are not computer generated.
To Be Departmental Functionality A p p li c a n t C F I
The solution will be part of the citizen services delivery module.
Citizen can submit the application online and once approved will be able to pay the license fee online through Payment gateway.
Also the citizen will be able to see the status of its application online. The system will have integration with the Accounts section.
Functional Scope of the Proposed Licenses Module Functionality Integration required with B] Citizen Services
Issue of New License
CFC, Accounts Duplicate License
Change in Name of Business Change in Business
Transfer of License Renewal Of License Cancellation of License C] Issuance of License
Capture of License Details
o License Holder’s Details – One or multiple owners o Capture of Mobile No. / E-Mail ID
o License holder’s photograph(s) (optional) o Link to Property Number (optional)
o License Details – Temporary/ Permanent License, Name of Business, Business Address,
o Trade/ Business Details – License Type, Subtype - multiple levels to define types and sub types.
o License type, sub-type, unit of measure wise license amount.
Property Tax Assessment
Calculation of License Fee License Certificate
D] Other Departmental Process
Scrutiny of Applications Workflow System Inspection Entry
Generation of Show cause Notice Hearing
Reminder Notice for Renewal Cancellation of License by Force E] MIS
License Register
List of Defaulters GIS
Reminder Notice for Renewal Demand / Collection Register
Reports showing Changes in License Types, Business Partners, Cancellation Licenses, etc.
Facility to forecast the impact of reduction / deduction of License Fee
Reports w.r.t. Bills / Notices generated
E-Mail / SMS to be sent to the owner upon transactions SMS Gateway / Web Server F] Other Requirements
3.1.9 Solid waste Management Introduction
The basic responsibility of the Solid waste management department of PMC is the collection, transportation and disposal of solid waste.
Solid waste collection in PMC is handled through primary & secondary collection. Primary involves house to house collection while secondary is through the containers placed at identified locations in the PMC limits. Secondary collections through containers is phased based on the location, the expected waste generated in the area and the availability of vehicles for collection. Around 700 containers are identified for daily collection while some may have the waste collected at a lesser frequency.
Manpower of over 7500 persons supports the Solid waste management department. The department has over 65 dumper vehicles, 45 bulk refuse contractors and 75 ghanta trucks.
Issues with current functionality and how to address the same
a] There is no provision of tracking of vehicles for Garbage pick and dump.
[Resolution] Identification of Vehicles for Tracking, Online Tracking of Vehicles, Linking of SWM vehicles with Dust Bins, Dumping Ground through GIS can be done. The vehicles can be fitted with GPRS SIM cards and the vehicles can be traced through GPS (Global Positioning System) via satellite which can be sent to server and centrally monitored.
b] Difficult to maintain the physical standards of Bins.
[Resolution] Life of each different types of Bin is maintained in ERP solution and system will alert for each Bin replacement time. This will help in achieving the proactive maintenance of the Bins.
Functional Scope of the Proposed Solid Waste Management Module
Functionality
Integration required
with A] Area details
Area information (Zone / Ward / Colony / Society) Population details
Volume of the Solid waste which includes Wet & Dry waste (Recycled & Non Recycled)
Resources required
Collection procedure ( i.e. Primary : House to House & Secondary : Community Bin to Garbage transport centre or mix)
B] Garbage Collection Scheduling
Assign SWM Vehicles to pick-up the Garbage. Category wise assignment like A : Highly in demand , B : Medium , C: Low Demand.
GIS, Fleet Mngt Assignment of Ghanta Gadi
Location-wise assignment of Sanitation Staff GIS, HRMS Scheduling of garbage collection and cleaning activities with
the objective of maximizing citizen friendliness on the one hand and optimum use of resources on the other.
Assigning routes to the SWM vehicles / Ghata Gadi’s / Dumper placers / Compactor bucket vehicles /BRC / Hotel gadi
GIS, Fleet Mngt C] Primary Garbage Collection & Disposal
Record the volume of garbage collected and disposed on a daily basis. Source segregation like Quantum of wet waste collected with further segregation for vermiculture, Bio dispose can be kept on Monthly / Yearly basis. The same can be used for RV benefit.
Fleet Mngt
Linkage with Garbage Bins / Land Fill Sites, in case of Citizen Grievance
Grievance Redressal Module Keeping certain Checks as per environmental regulations, like
minimum frequency of lifting garbage etc. D] MIS
Monitor the deployment of pickup trucks and personnel based on the schedule originally drawn.
GIS
Info on the use of Land Fill Sites GIS Land fill site: How much garbage received?
Land fill site : How much as per target recycled?
Alerts if the use of Land Fill sites is above some thresh-hold Generation of registers like: Contracts Register for SWM, Site
Register (land fills), Contractors Register, etc.
SWM Contract Wise Status Reports, Site Wise Progress Summary, Contractor wise Performance Analysis, etc. Comparison of expenditure on SWM activities over different
geographical areas, years, agencies, etc.
GIS
Daily / Monthly reports of comparison for how much garbage has to be lifted as per target & how much garbage is actually lifted. If less lifted then reasons for the same for eg.
Breakdown / Labour problem.
3.1.10 Fleet Management Introduction
The basic responsibility of the Vehicle depot department of PMC is the procurement, maintenance and disposal of vehicles and spare parts.
The step by step processes involved are as follows.
Procurement:
• An annual budget is prepared based on the requests initiated by other departments and the expansion strategies thought upon by the department itself.
• The budget is given to the Standing Committee for its approval. • Tenders are then passed giving the specifications of the vehicles
and spare parts required. Vendors are then appointed accordingly.
• New vehicles are deployed accordingly and are registered in the name of the commissioner. Performa is prepared by vendors (in case of vehicles and chassis only) and given to the department for payment. Similarly, challans are given by other vendors. The same is given to the Audit department for processing.
• Besides the vehicles, this department also procures spare parts, tyres, oil, batteries & fuel.
Maintenance:
• Maintenance is done on a case to case basis in a random manner. Currently, no records are maintained regarding the maintenance history of vehicles.
• For every maintenance activity, a job card is made and the spare parts & service required are recorded on the same.
Disposal:
• After a specific period of deployment/ distance travelled, the vehicles are disposed off by auctioning them.
Additional information:
• The department is responsible for ensuring availability of vehicles for municipal operations like garbage collection and solid waste management.
• Detailed operational plan is prepared to deploy vehicles depending on the requirements specified by the SWM. The operational plan lays down the details of the zone/ward wise vehicle requirement, number of return trips etc.
• Unavailability of drivers is a major concern.
• Stores: Currently, around 40,000 different spare parts are stored as inventory. No records are maintained in this regard. Store