Data Sheet(Works MIS) Index

Transcription

1 Data Sheet(Works MIS) Index 1. Scheme Description Budgeted.2 2. Scheme Description-Temporary Scheme Description- Deposited Location Details Assign Budget Head AA & ES Approval Scheme wise budget.8 8. Scheme wise budget (Backlog) Budget allocation to lower offices Work Description Location Details Implementing Offices Technical Sanction Inspection Report Work Agreement Description Revised Schedule of Quantity Material to issue Issue MB Work Measurements Offline Generate Running Bill Other Measurements Goods Receipt at Store Goods Receipt / Allocation to site Contractor Registration Case Filing (Court Cases) Progress Details (Court Cases) Material Balance Return Potential Creation Return Potential Utilization Return. 42 1

2 1. Scheme Description Budgeted Scheme Description - Budgeted Menu Detail [e-sameeksha]:: Scheme Entries Scheme Description Budgeted 1. Displays the Department 2. Enter Scheme Code (from budget book) The following details are available: District Tribal Area Scheme Name (Hindi) (Already available as per the data appearing in budget book) Initial Year (when appeared in Budget) Initial Estimated Cost (as per the data entered during the demand) Revised Estimated Cost (as per the data entered during the demand) The following details are to be entered by the user: Executing Office Select the concerned Division office from the displayed list Scheme Name (in English) Details of the work to be executed Scheme Type Select the Scheme Type namely Flood Protection, FIS, LIS, WSS-LWS, WSS-GWS etc. from the given list Program Type Select the Program Type namely AIBP, ARWSP,AUWSP, Bharat Nirman, CAD, Major Irrigation, minor Irrigation etc. Program Sub Type (if any) Select the Program sub Type (if it exists for any program) e.g., RIDF-XI, RIDF-XII,RIDF- XIII are sub programs of NABARD Program. Expected Date of Completion Mention the expected end date to execute the Scheme Scheme Nature Select the nature of the Scheme e.g., Original, Repair/maintenance etc Select Start Month Select the start Months of the scheme Current Status select the current status from the list i.e., Proposal, In Progress, Infeasible, Approved, Completed As on Date Mention the Date as on which the current status is stated A/A & E/S No. (Details) Mention the Administrative Approval & Estimate Sanction No. received from Finance Dept., if any Amount Enter the AA & ES Amount Date Enter the AA & ES Amount Approved by Mention the Authority who approved the AA & ES Initiated by Mention the details of the authority who initiated the Scheme namely, Chief Minister, Minister, MLA, Chairman Zila Parishad, Member Zila Parishad, Pradhan, MP Lok sabha, 2

3 MP Rajya Sabha, Others (Specify) VIP Details Enter the description/details of the authorized Person mentioned above who initiated the scheme Department Mention the Department which is going to executed the Scheme, mention own department if it is executed by the same departed which created the Scheme Agency Mention the Office of the above Department which is to executes the work 2. Scheme Description-Temporary Scheme Description-Temporary Menu Detail [e-sameeksha]:: Scheme Entries Scheme Description Temporary 1. Displays the Department 2. Scheme Code (It is generated automatically on saving the scheme details) 3. The following details are to be entered by the user: Scheme Name (in English) Enter the details of the work to be executed in English Scheme Name (Hindi) Enter the details of the work to be executed in Hindi Executing Office Select the concerned Division office from the displayed list Scheme Type Select the Scheme Type namely Flood Protection, FIS, LIS, WSS-LWS, WSS-GWS etc. from the given list Program Type Select the Program Type namely AIBP, ARWSP,AUWSP, Bharat Nirman, CAD, Major Irrigation, minor Irrigation etc. Program Sub Type (if any) Select the Program sub Type (if it exists for any program) e.g., RIDF-XI, RIDF-XII,RIDF- XIII are sub programs of NABARD Program. Expected Date of Completion Mention the expected end date to execute the Scheme Scheme Nature Select the nature of the Scheme e.g., Original, Repair/maintenance etc Start Year Select the start year of the scheme when appeared in budget Select Start Month Select the start Months of the scheme when appeared in budget Current Status select the current status from the list i.e., Proposal, In Progress, Infeasible, Approved, Completed As on Date 3

4 Mention the Date as on which the current status is stated A/A & E/S No. (Details) Mention the Administrative Approval & Estimate Sanction No. received from Finance Dept., if any Amount Enter the AA & ES Amount Date Enter the AA & ES Amount Approved by Mention the Authority who approved the AA & ES Initiated by Mention the details of the authority who initiated the Scheme namely, Chief Minister, Minister, MLA, Chairman Zila Parishad, Member Zila Parishad, Pradhan, MP Lok Sabha, MP Rajya Sabha, Others (Specify) VIP Details Enter the description/details of the authorized Person mentioned above who initiated the scheme Department Mention the Department which is going to executed the Scheme, mention own department if it is executed by the same departed which created the Scheme Agency Mention the Office of the above Department which is to executes the work 3. Scheme Description- Deposited Scheme Description- Deposited Menu Detail [e-sameeksha]:: Scheme Entries Scheme Description Deposited 1. Displays the Department 2. Scheme Code (It is generated automatically on saving the scheme details) 3. The following details are to be entered by the user: Scheme Name (in English) Enter the details of the work to be executed in English Scheme Name (Hindi) Enter the details of the work to be executed in Hindi Executing Office Select the concerned Division office from the displayed list Scheme Type Select the Scheme Type namely Flood Protection, FIS, LIS, WSS-LWS, WSS-GWS etc. from the given list Program Type Select the Program Type namely AIBP, ARWSP,AUWSP, Bharat Nirman, CAD, Major Irrigation, minor Irrigation etc. Program Sub Type (if any) Select the Program sub Type (if it exists for any program) e.g., RIDF-XI, RIDF-XII,RIDF- 4

5 XIII are sub programs of NABARD Program. Expected Date of Completion Mention the expected end date to execute the Scheme Scheme Nature Select the nature of the Scheme e.g., Original, Repair/maintenance etc Start Year Select the start year of the scheme when appeared in budget Select Start Month Select the start Months of the scheme when appeared in budget Current Status select the current status from the list i.e., Proposal, In Progress, Infeasible, Approved, Completed As on Date Mention the Date as on which the current status is stated A/A & E/S No. (Details) Mention the Administrative Approval & Estimate Sanction No. received from Finance Dept., if any Amount Enter the AA & ES Amount Date Enter the AA & ES Amount Approved by Mention the Authority who approved the AA & ES Initiated by Mention the details of the authority who initiated the Scheme namely, Chief Minister, Minister, MLA, Chairman Zila Parishad, Member Zila Parishad, Pradhan, MP Lok Sabha, MP Rajya Sabha, Others (Specify) VIP Details Enter the description/details of the authorized Person mentioned above who initiated the scheme Department Mention the Department which is going to executed the Scheme, mention own department if it is executed by the same departed which created the Scheme Agency Mention the Office of the above Department which is to executes the work 4. Location Details Location Details Menu Detail [e-sameeksha]:: Scheme Entries Location Details Prerequisite Entry of Scheme using Scheme description module 1. Displays the Department 2. Enter Scheme Code Name of the scheme is displayed 3. Location Id (It is automatically generated) 5

6 4. The following details are to be entered by the user: Select the following details: District Select the district in which the scheme falls Constituency Display all the Constituencies of the selected district Area Type (Urban/Rural) Following Selections need to be made if Area Type selected is Urban Urban Area Select the Urban area of the selected Constituency Ward (Location Description) Following selections need to be made if Area Type selected is Rural: Block Select the block of the selected District and Area Panchayat Select the Panchayat of the selected Block Village Display all the Villages of the selected Panchayat Habitation (Location Description) 5. Assign Budget Head Assign Budget Head Menu Detail [e-sameeksha]:: Scheme Entries Assign Budget Head Prerequisite Entry of Scheme using Scheme description module 1. Displays the Department 2. Enter Scheme Code Name of the scheme is displayed The following details are to be entered by the user: 3. Select the following parameters to get the budget head: o Demand Number o Head Type o Voted/Charged o Plan/Non-Plan e.g., to select Deposit heads (8443), select following parameters demand no- 00 Head Type- Deposit works (Receipt & Expenditure) Voted/ Charged Charged Plan/Non plan - Plan 6

7 4. Display the Head list with the following columns wise details of budget heads: o Account Head (Major/Sub Major/Minor/Sub Minor) o Budget Code o SOE Code o Select Click on this button to select the budget head from the list and add to budget head assigned list. User may delete the budget head from the assigned list until it is verified. 6. AA & ES Approval AA & ES Approval Menu Detail [e-sameeksha]:: Budget/AA&ES AA & ES Approval Prerequisite o Entry of Scheme using Scheme description module o Entry of related budget head in the Assign budget head module 1. Displays the Department 2. Enter Scheme Code Name of the scheme is displayed 3. List of budget heads linked to the scheme Budget Head List Displays all the budget Heads assigned to the Scheme entered above. Select(check) the budget head in which AA & ES is to be given. Allocated Budget(corresponding to the scheme for that financial year) Shows the budget allocated to that scheme(for the checked budget Head) during that financial year,by the finance department. A.A Amount (in the Grid view) Enter the AA amount for the selected budget head(s).it may also be changed(if required) ES Amount (in the Grid view) Enter the ES amount for the selected budget head(s).it may also be changed(if required).it cannot exceed the sanctioned Budget for that scheme corresponding to the current financial year and selected Budget Head.ES amount can be same as that of AA amount, or less than that of the AA amount, but it cannot exceed the AA amount. AA & ES No. Enter AA & ES letter number Amount Gets populated automatically according to the values of AA and ES entered.roughly its value is equal to sum of AA amounts entered by the user corresponding to the assigned budget heads corresponding to that scheme. Date Select the date on which AA & ES is given to the above entered scheme. This date lies between the 01/04/of that financial year and the current date. Approved By Select the approving authority i.e. Govt. of HP Authorized Signatory Select the Authorized Signatory to issue AA & ES i.e., Additional chief Secy., Engineer- 7

8 in-chief, Chief engineer etc Admin. App. Amount Gets populated automatically according to the values of AA.Roughly its value is equal to sum of AA amounts entered by the user corresponding to the assigned budget heads corresponding to that scheme. Expenditure Sanction Amount (Total so far) Gets populated automatically according to the values of the sum of previously issued ES amounts. Expenditure Sanction Amount (Current) Gets populated automatically according to the values of ES.Roughly its value is equal to sum of ES amounts entered by the user corresponding to the assigned budget heads corresponding to that scheme. 7. Scheme wise Budget Scheme WiseBudget Menu Detail [e-sameeksha]:: Budget/ AA&ES Budget Scheme wise Budget 1. Select Area All Areas Select to display Tribal and non tribal areas of state Tribal Areas Select to display only tribal area Other Than Tribal Areas Select to display other than tribal areas 2. District/ Tribal Area Displays the District / Tribal area as per above selected area 3. Department Select the department for which entry of additional or surrendered budget is to be make 4. Financial year Select the financial year 5. Budget Head (from budget book) select the following parameters of budget head under which entry of additional or surrendered budget is to be made Major head Sub Major head Minor head Sub minor head Budget code SOE code Plan/ non plan / both Voted/ charged/ both 8

9 Click the search button to get the details of budget for selected parameters. It Displays the following details: District/Tribal Area Department Demand Code Budget Head SOE Budget Code Plan/ non plan Voted/ charged Original budget Additional budget Surrendered budget Revised Budget Click revised budget to view the scheme wise budget for the selected head. It displays the following details View Scheme Click to view the scheme details Scheme Code Displays the scheme code Scheme Name Displays the scheme name Executing office Displays the scheme name Original budget Additional budget Click to enter the additional budget to the selected scheme Surrendered Budget Click to enter the surrendered budget to the selected scheme Revised Budget Click to displays the revised budget of the scheme 9

10 8. Scheme wise Budget (Backlog):- The user has to enter the budget corresponding to a scheme (temporary or Deposited), using this option in case the expenditure has been sanctioned from NRDWP or in case the budget is not allocated for that scheme from the finance department for a particular financial year. Scheme wise Budget Menu Detail [e-sameeksha]::master Entries Backlog Scheme wise Budget 1. Displays the Department 2. Enter Scheme Code Display the scheme code 3. Executing office 4. Select Financial Year Select the financial year The following details are displayed: Budget Head Display the budget head assigned in the assign budget head module Original Budget Enter the original budget to the corresponding scheme Additional Budget Enter the additional budget to the corresponding scheme Budget surrender Enter the surrendered budget to the corresponding scheme Remarks 9. Budget Allocation to Lower offices Budget Allocation to Lower offices Menu Detail [e-sameeksha]:: Budget/ AA&ES Budget Budget Allocation to Lower offices 1. Displays the Department 2. Financial Year Select the financial year 10

11 3. Group No. Select new group no. if budget is being allocated for the first time to lower offices corresponding to a particular work Select the group no if updation is required in any work before verification 4. Budget Head (from budget book) Enter/select the budget head under which budget is to be allocated to the lower offices for a particular work 5. Scheme Code Select the Scheme code 6. Amount Display the budget amount to be allocated Displays the following details in grid: Office Name Displays the list of subordinate offices Amount Enter the amount to be allocated to the offices If allocation is made from circle office to division office, select the following options: 7. Select Whether allocation to be done for multiple division To be checked by the user in case the allocation is to made for more than one schemes (in multiple divisions of this circle) 8. Select division Select divisions to which amount is to be allocated 9. Select scheme Select the scheme to allocate the amount The Allocated amount is displayed head and scheme wise at right side 10. Work Description Work Description 11

12 Menu Detail [e-sameeksha]:: Scheme Work Entries Work Description Prerequisite Entry of Scheme using Scheme description module 1. Displays the Department 2. Enter Scheme Code Name of the scheme is displayed 3. Following Selections need to be made for the entry of works Work Nature Select original or repair maintenance Add new work / Update/verify an existing work Select add new work to create a new work for the selected scheme select update/verify an existing work to update or verify already created work The following details are to be entered by the user: 4. Enter the following details: o Work id o Serial Number o Work Name o To be executed by Select Tendered work(contractor) if the work is to be executed by contractor Select Department if the work is to be executed by department itself o Estimated amount Enter the Estimated amount of the work o Date of start Select the Date of start of the work o Time of completion Enter Time of completion of work (in days) o Terms & conditions Enter the terms and conditions of work o Remarks(if any) 11. Location Details Location Details Menu Detail [e-sameeksha]:: Scheme Work Entries Location Details Prerequisite o Entry of Scheme using Scheme description module o Entry of Scheme work using work description module 12

13 1. Displays the Department 2. Enter Scheme Code 3. Work Nature Select original or repair maintenance Name of the scheme and detail of all the works entered for the selected scheme and work nature are displayed 4. Click the Select button against the work for which location details are to be entered The following details are displayed: Work Id Serial Number Work Name Location ID The following details are to be entered by the user: Select the following details: District/Tribal area Select the district in which the work falls Constituency Display all the Constituencies of the selected district Area Type (Urban/Rural) Following Selections need to be made if Area Type selected is Urban Urban Area Select the Urban area of the selected Constituency Ward (Location Description) Following selections need to be made if Area Type selected is Rural: Block Select the block of the selected Constituency and Area Panchayat Select the Panchayat of the selected Constituency Village Display all the Villages of the selected Panchayat Habitation (Location Description) 12. Implementing Offices Implementing Offices 13

14 Menu Detail [e-sameeksha]:: Scheme Work Entries Implementing offices Prerequisite o Entry of Scheme using Scheme description module o Entry of Scheme work using work description module 1. Displays the Department 2. Enter Scheme Code 3. Work Nature Select original or repair maintenance Name of the scheme and detail of all the works entered for the selected scheme and work nature are displayed 4. Click the Select button against the work for which implementing offices details are to be entered The following details are displayed: Work Id Serial Number Work Name : The following details are to be entered: Implementing Office Select the section office in which the work is to be executed Remarks(if any) 13. Technical Sanction Technical Sanction Menu Detail [e-sameeksha]:: Budget/AA&ES Technical Sanction Prerequisite o Entry of Scheme using Scheme description module o Entry of related budget head in the Assign budget head module 1. Displays the Department 2. Enter Scheme Code Name of the scheme is displayed 3. List of budget heads linked to the scheme Budget Head List Displays all the budget Heads assigned to the Scheme entered above. Select the budget head in which Technical Sanction is to be given. Amount Enter Technical Sanction Amount Estimate number Enter the estimate number Date of Technical sanction Select the date on which Technical sanction is given to the above entered scheme Technical sanction number Enter the Technical sanction number Copy to sub-division Check if the copy of technical sanction is to be forwarded to the concerned Assistant 14

15 engineer 14. Inspection Report Inspection Report Menu Detail [e-sameeksha]:: Budget/AA&ES Inspection Report Prerequisite Entry of Scheme using Scheme description module 1. Displays the Department 2. Enter Scheme Code Name of the scheme is displayed 3. Following details are to be entered by the user Inspection Report number Select New if new inspection report is to be created, otherwise select the inspection report number for which any remark or word file is to be uploaded Upload MS Word file Clicking on the Browse button and then select the file that is to be uploaded Date of Inspection Select the date of inspection Remarks(if any) 15. Work Agreement Description Work Agreement Description Menu Detail [e-sanchalan]:: Division Entries (C)orrespondence Branch Work Agreement Description Prerequisite o Entry of Scheme using Scheme description module o Entry of Work using Work Description module o Entry of work implementing offices 15

16 1. Enter Work ID Display the following details: o Online Date o Scheme Code & Name o Work Nature (Original, R/M) o Executing Office o Work Serial Number & Name o Work Awarded to 2. Online Registration Id Display the following Details of Contractor: o Contractor Name o Registration valid upto o Class of Contractor o Present Address o Phone No. 3. Category Select agreement category i.e., civil work, storage tank, pump house, rising main etc 4. Agreement Type Select agreement type i.e., item rate, percentage rate and lump sum tender 5. Manual Agreement No. Enter manual agreement number (if any) 6. Manual Agreement Date Select manual agreement date 7. Agreement By Office Displays the executing office in which the work is awarded to contractor 8. NIT Date Select the Notice Inviting Tender date 9. Date of start Select the date of start 10. Time Of Completion Select the time (in months) in which the work should be completed 11. Terms & conditions Update the terms and conditions (if any) 12. Overall Rebate Enter Overall rebate on the agreement (if any) 16

17 16. Revised Schedule of Quantity Revised Schedule of Quantity Menu Detail [e-sanchalan]:: Division Entries (D)rawing Branch Work Specification Revised Schedule of Quantity Prerequisite o Entry of Scheme using Scheme description module o Entry of Work using Work Description module o Entry of work implementing offices o Entry of Work Agreement Description 1. Enter Work ID Display the following details: o Scheme Code & Name o Work Nature (Original, R/M) o Executing Office o Work Serial Number & Name 2. The following entries are to be made by user Items of Work Details: Item Sr. No Enter Sr. No. of the Item Item Description Enter Description of item of work Quantity Enter the quantity of the item that is to be executed as pr agreement Rate Enter the rate of the item per unit Unit Enter the unit of the item of work Rebate Enter the item wise rebate (if any) Amount Amount is calculated automatically as per the quantity and rate of the item 3. Copy from Master Similar type of items may be copied from other online Agreements, Working estimates or work categories like Rising main, Storage tank or pump house etc. in order to make entries faster 4. Delete selected Items To Delete the selected items if not yet verified 5. Auto numbering Click to auto number the items if not yet verified 17

18 17. Material to issue Material to issue Menu Detail [e-sanchalan]:: Division Entries (D)rawing Branch Work Specification Material to issue Prerequisite o Entry of Scheme using Scheme description module o Entry of Work using Work Description module o Entry of work implementing offices o Entry of Work Agreement Description o Entry of Revised Schedule of Quantity 1. Enter Work ID Display the following details: o Scheme Code & Name o Work Nature (Original, R/M) o Executing Office o Work Serial Number & Name 2. The following entries are to be made by user Material to Issue Details: Item category Select the Item category i.e., Cement, tor steel etc Item Displays the items of the selected Item category i.e., if the selected Item category is tor steel, it displays 8mm, 10mm, 12mm etc Quantity Enter the quantity of the item that is to be issued to the contractor Rate Enter the rate of the item per unit Item Unit Displays the unit of the item of work Store Name Select the Store from which the material is to be issued to the contractor 18

19 18. Issue MB Issue MB Menu Detail [e-sanchalan]:: Division Entries (C)orrespondence Branch Issue MB The following details are to be entered by the user: 1. M.B. Number Enter the MB number to be issued 2. Sub-Division Display the Sub Division of concerned Division. 3. Section Name Display the Sections of Selected Sub Division 4. Issue date Select the issue date of MB 5. Type of MB (I. Old II. New) Select Old if the MB is already issued through manual process and needs to issue in Online MIS for making the department process online Check the Update button to Update or verify the issued M.B. 1. M.B. Number Enter MB number and click the Get button The following details are displayed: Sub Division Section Name Issue Date Type of MB Issue Date 2. Close MB MB may be closed by clicking on Close MB button 19. Work Measurements Offline Work Measurements Offline Menu Detail [e-sanchalan]:: Section Site Entries Measurements Work Measurements (Offline) Prerequisite o Entry of Scheme using Scheme description module 19

20 o o o o o Entry of Work using Work Description module Entry of work implementing offices Entry of Work Agreement Description Entry of Revised Schedule of Quantity Entry of Material to Issue STEP 1: Downloading DTS and Offline File 1. IPH Offline Module.mdb This module (blank file) facilitates the offline entry of measurements for tendered works Click on the IPH Offline module.mbd file to save it in the local computer 2. DTS.zip This is a Data Transformation Service (DTS) to download Agreement details into the Offline Module and to transfer offline measurements to Online System, which can be downloaded once and can be used repeatedly Click on the IPH Offline DTS.zip file to save it in the local computer DTS file offline includes the following details: o Upload Measurements o Download Work Details o Data Location o Select MDB file o Folder Location o File Name STEP 2: Entry of measurements in Offline File To make entries in the offline file, the details of agreement needs to be downloaded using the DTS and offline module file. The process is explained below: 1. Open the Previously downloaded DTS file 2. Select Download Work Details This selection is made for downloading the Work details along with RSQ and Material to Issue 3. Select MDB File Previously downloaded offline Module (blank file) need to be selected from the computer to fill it with the details of Work to be downloaded and submit the details Displays the following details: o Office Name o Folder Location o File Name 4. Enter the Destination Credentials (User Id & Password) The submitted credentials are identified by the Online system and name of the employee, designation and office name are displayed and only JEs of concerned Division may transfer data 5. Work ID Work ID for which measurements are to be entered 20

21 6. Download Work Details On Download Work Details system identifies the Work ID and download the details of that agreement Downloaded Offline file displays the following details o Name of the Division o Work ID o Work to be Executed By o Scheme Code & Name o Work Nature There are 7 different tabs in the file. Each is explained below: Current Measurements The following details are to be entered by user: MB no. Enter the MB number in which the measurements are to be made Entry Date Enter or select the entry date in which the measurements are to be made Entry No. Enter the entry no. of measurement Sub No. Enter sub no. against the entry number Item Sr. No. select an Item from the list of Items of RSQ for which measurement is to be made Measurement Description Enter the description of the measurement e.g., RD 0/0 Measurement (Quantity) Enter the measurement Unit Displays the unit of the selected item Total Quantity Displays the total quantity of the item (auto calculated from the entered measurement) Abstract of Measurements The following details are displayed: Item Sr. No. Display the Item Sr. no. of RSOQ item Description Displays item Description of RSOQ item Total Quantity Displays the item wise sum of entered measurements Unit 21

22 Displays unit of the item Current Material Consumption The following details are to be entered by user: MB no. Enter the MB number in which the material consumption entries are to be made Entry Date Enter or select the entry date in which the material consumption entries are to be made Entry No. Enter the entry no. of material consumption entries Item Sr. No. select an Item from the list of Items of RSQ for which material consumption entries is to be made Select item Serial No. 0 (zero) for penal recovery Material BIN no Displays the material issued in the Material to issue module. Unit Displays the unit of the selected Material BIN No Quantity consumed Enter the quantity of the material consumed for the selected Material BIN no. Abstract of Material Consumption The following details are to be entered by user: BIN no.: Material Displays the material Unit Displays the unit of the Material BIN No Total Quantity consumed Displays the item wise sum of quantity of the material consumed for the selected Material BIN no. Penal Recovery Enter the quantity of the material consumed for the selected Material BIN no. Item wise RSOQ details Displays the detail of Revised Schedule of Quantity: Item Sr. No. Item Description Quantity Unit Rate Schedule Of Material 22

23 Displays the detail of Material to issue: Bin No. material Quantity Unit Rate Store Help This facilitates the user to enter the measurements in computer through offline file. STEP 3: Uploading the measurements of Offline file through DTS 1. Open DTS File 2. Upload Measurements Select upload measurements option to upload the measurements 3. Select MDB file & submit the details This is the Offline file (Work wise) where the measurements entries are entered in the computer Displays the following details: o Office Name o Work ID o Scheme name o Work Name o Contractor 4. Destination Credentials (User Id & Password) The submitted credentials are identified by the Online system and name of the employee, designation and office name are displayed 5. Enter Remarks (if any) 6. Upload data The Measurement entries entered is uploaded into the online system 20. Generate Running Bill Generate Running Bill Menu Detail [e-sanchalan]:: Sub Division Entries Sub Division Generate Running bill 23

24 Prerequisite o Entry of Scheme using Scheme description module o Entry of Work using Work Description module o Entry of work implementing offices o Entry of Work Agreement Description o Entry of Revised Schedule of Quantity o Entry of Material to Issue o Uploading of Measurements through offline module 1. Select one of the following options to generate Abstract of Measurements according to: o Division o Sub Division o Section 2. Section 3. Work ID Displays the following details: Scheme Code & Name Work Nature (Original or R/M) Executing Office Work Serial No. & Name Agreement type (Item rate, Percentage rate and lump sum rate) 4. Running bill number Enter the bill number when bill is generated for the first time online for a particular work id 5. Date of running bill Generated Select the date of running bill entry 6. MB for running bill Entry Select the MB on which running bill is to be made 7. Payment By Select the office to make the payment of the bill 8. Mention whether final bill or not The Is Final Bill option is selected When contractor finishes the awarded work and no more bills can be generated further 9. Actions on Running Bill The following details are to be entered by user: Advance to be Given Enter the advance to be given in the current bill Advance Given Previously Displays the advance given (if any) till previous bill, if previous bills were generated online Deduct advance Enter the advance to be deducted in the current bill Advance deducted previously Displays the advance given (if any) till previous bill, if previous bills were generated online 24

25 Lump sum amount Enter the lump sum amount to be given in current bill (It is applicable only for lump sum tendered works) Lump sum amount Previously Displays the lump sum amount given till previous bill (It is applicable only for lump sum tendered works) With held amount Enter the amount to be held in current bill With held amount previously Displays the with held amount given till previous bill Release from with held amount Enter the amount to be released in current bill, if amount was with hold in previously Amount released previously Displays the amount released in till previous bill Add Duties (VAT & Excise Duty) Enter the VAT/ Excise duty amount Duties added previously Displays the VAT/ Excise duty amount added previously Adjust earnest money Enter the earnest money amount, if it needs to be adjusted in security of the contractor 10. Abstracts of Measurements Display those abstract of measurements which are uploaded after the previous running bill was generated Item Sr. No. Displays sr. no. of items of RSOQ List of Items of Scheme work Displays the items of RSOQ Quantity Measured Previously Displays the item wise quantity measured up to previous bill Quantity Measured Currently Displays the quantity of measurements recorded in MBs of various section(s) pertaining to division/sub division/section, to be included in current bill Amount Released Previously Displays the item wise amount released up to previous bill Amount Released Currently Displays the item wise amount to be released in current bill (calculated on the basis of 25

26 Quantity measured currently and rate of item as pr RSOQ) Withheld amount released previously Displays the item wise amount released from previous item wise withheld amount Withheld amount released currently (item wise) The amount to be released in current bill from previously withheld amount Item wise Withheld amount (item wise) If the amount released currently is modified, the balance amount is automatically added into the Withheld amount column 11. Recoveries: Recoveries are auto calculated, according to the defined fixed slabs and are uniform throughout the Division except Panchayat tax as it is uniform throughout state 7.a.i Royalty of Mining Material: (Sand, Stone and Aggregate) It is the mining material (Sand, Stone and Aggregate) used by the contractor, amount is recovered from the bill and is credited to the head of mining department Display the following Columns: Items of Royalty Quantity recovered Previously Amount recovered Previously Quantity recovered Now Unit Rate (Rs.) of Recovery Per Unit 7.a.ii Panchyat Tax on Royalty : (Truck and Trolley) Display the following Columns: Items Quantity recovered Previously Amount recovered Previously Quantity recovered Now Unit Rate (Rs.) of Recovery Per Unit 7.a.iii Empty Material such as empty cement bags etc. which are not returned by the contractor: Display the following Columns: Empty Material Quantity recovered Previously Amount recovered Previously Quantity recovered Now Unit Rate (Rs.) of Recovery Per Unit 7.a.iv Departmental Machinery Used by contractor for execution of work Recovery is based on: Machinery name 26

27 Remark Quantity recovered Previously Amount recovered Previously Quantity recovered Now Unit Rate (Rs.) of Recovery Per Unit 12. Deductions such as Security, Income Tax, Sales Tax and Labour Cess Deductions are auto calculated on Net Release Amount (A.8 column of memorandum of payment), according to the defined standard slab and are uniform throughout the state. Deduction is based on: o Amount deducted previously o Whether to deduct in current running bill or not o Remarks <Enter> If deduction is not to be done, specify a remark for it ***Security: It is caution money that is kept hold with the department for a specific period of time to minimize the unforeseen risk and is refundable to contractor e.g. 10% on (0-1 lac) 7.50% on (1 lac-2 lac) 5 % on (2 lac- above) ***Income Tax: Tax levied on the income earned by the contractor and may include Surcharge & education cess. e.g. Income 2% Education 3 % on Income Tax ***Sale Tax: Tax levied on the selling price of goods and services by the contractor. e.g. Sale 2% on A and B class contractors on C and D class contractors ***Labour Cess: Charge levied on utilization of labour which is credited in the account of labour department e.g. Labour 1% 13. Miscellaneous deductions such as recovery of Housing Charges, recovery of Energy Charges, Compensation on account of non completion of work etc. Deduction is based on: o Selects the type of deduction o Amount o Add to the list of Miscellaneous deductions 14. Generate Running Bill After entering the above details, running bill is generated 27

28 21. Other Measurements Other Measurements Menu Detail [e-sanchalan]:: Section(Site) entries Other Measurements The following entries are to be made by user 1. Section Name Select the section 2. MB No. Select the MB in which other measurement entry is to be made 3. Chargeable to Scheme Stock If chargeable to scheme is selected, displays the following details : o Scheme Name o Work Nature (Original or R/M) o Measurement Type Entry Number Entry number is generated automatically on saving Entry Date Select the date of entry Entry type Select the entry type, i.e., abstract of muster roll for departmental works, Vehicle repair & maintenance, machinery repair & maintenance bills, furniture repair & maintenance bills, electricity & telephone bills, water supply bills, material testing bills private vehicle hired bills,loading & unloading material payment bills etc Description 4. Amount (in Rs.) 5. Payment By Select the office to make the payment 22. Goods Receipt at Store Goods Receipt at Store Menu Detail [e-sanchalan]:: Section(Store) entries Goods Receipt at store 28

29 The following entries are to be made by user 1. Section Name 2. Select Add New or Update/verify Select Add new option to make the entry of a new GR, otherwise select Update/Verify option to Update or verify already entered GR 2a. If Add new Option is Selected: GR Date Select the date on which material is received Order Number Enter the order number through which order was placed Order Date Select the date on which order was placed Order Placed By Select the order placing authority Supplier Name Enter the name of supplier Remarks (If Any) Office to make payment Select the office to make payment against GR Enter the details of the items of GR: Invoice No. Enter invoice no. Invoice Date Select Invoice date Item category Select the Item category i.e., Cement, tor steel etc Item Displays the items of the selected Item category i.e., if the selected Item category is tor steel, it displays 8mm, 10mm, 12mm etc Quantity as per invoice Enter the quantity of the item as per the invoice Item Unit select the unit of the item as per invoice Item Rate as per invoice Enter the rate of the item per unit Quantity as per department 29

30 Enter the quantity as per departmental unit Unit Displays the unit of selected item Store issue Rate Enter the store issue rate of selected item Add Click to add the item 3. Enter the following Extra Charges (if any) Service Charges Inspection Charges VAT Freight Education Cess Incidental Charges Excise Duty 4. Amount to be Deducted (If Any) 5. GR Amount Item Amount Displays the total amount of material items of GR Extra Charges Displays the total of extra charges amount of GR Amount Deducted Displays the deducted amount of GR Total GR Amount Displays the Net payable of GR amount (Item Amount + Extra Charges Amount deducted) 6. Whether MPSA or PW Misc Advance Check if the GR is to be included in MPSA or PW Misc Advance Schedules If the payment was made in advance, select the payment no. through which payment was made. 23. Goods Receipt / Allocation to site Goods Receipt / Allocation to site Menu Detail [e-sanchalan]:: Section(Site) entries Goods Receipt / Allocation to site 30

31 The following entries are to be made by user 1. Section Name 2. Select Add New, Allocate to multiple work or Update/verify Select Add new option to make the entry of a new GR, or allocate to multiple work if the GR amount is to be allocated among multiple schemes. otherwise select Update/Verify option to Update or verify already entered GR Step 1: Add new GR Date Select the date on which material is received Order Number Enter the order number through which order was placed Order Date Select the date on which order was placed Order Placed By Select the order placing authority Supplier Name Enter the name of supplier Remarks (If Any) Office to make payment Select the office to make payment against GR Enter the details of the items of GR: Invoice No. Enter invoice no. Invoice Date Select Invoice date Item category Select the Item category i.e., Cement, tor steel etc Item Displays the items of the selected Item category i.e., if the selected Item category is tor steel, it displays 8mm, 10mm, 12mm etc Quantity as per invoice Enter the quantity of the item as per the invoice Item Unit select the unit of the item as per invoice Item Rate as per invoice Enter the rate of the item per unit 31

32 Quantity as per department Enter the quantity as per departmental unit Unit Displays the unit of selected item Store issue Rate Enter the store issue rate of selected item Add Click to add the item 3. Enter the following Extra Charges (if any) Service Charges Inspection Charges VAT Freight Education Cess Incidental Charges Excise Duty 4. Amount to be Deducted (If Any) 5. GR Amount Item Amount Displays the total amount of material items of GR Extra Charges Displays the total of extra charges amount of GR Amount Deducted Displays the deducted amount of GR Total GR Amount Displays the Net payable of GR amount (Item Amount + Extra Charges Amount deducted) 6. Allocate all items and amount to single work Select allocate to Tendered Work Enter Work Id and displays the following details o Scheme Code & Name o Work Nature (Original, R/M) o Executing Office o Work Serial Number & Name Material at site Displays the total of extra charges amount of GR 32

33 o Scheme Code & Name o Work Nature (Original, R/M) o Executing Office o Work Serial Number & Name Step 2: Allocate to multiple work o GR Number Enter GR no and display the following details o GR Date o Supplier Name o MB. Number 1. Allocate to Work: o Total Amount for Allocation o Amount Pending for Allocation o Amount Already Allocated o Date o Allocate to (I. Tendered work, II. MAS (Material at Site)) 1.a. If Tendered work option is selected Work ID Enter work id and the following details are displayed: o Scheme Code & Name o Work Nature (Original or R/M) o Work Serial No. & Name 1.b. If MAS option is selected Scheme Code Enter scheme code and the following details are displayed o Scheme Code & Name o Work Nature (Original or R/M) 2. Allocate (I. Amount II. Items) Select Amount to Allocate the amount and Select Items to allocate material Items o Allocate 24. Contractor Registration Contractor Registration 33

34 Menu Detail Prerequisite [e-sanchalan]:: HO/Zone/Circle Contractor Registration Or [e-sanchalan]:: Division Entries (C)orrespondence Branch Contractor Registration Entry of receipt using Receipt Voucher module from sub division (SDC user) or Division (Accounts Branch user) Display the following options to register the contractor: A. Manual to Online (Backlog) B. New/Renewal/Upgrade/Change Other Information C. Black List A. Manual to Online (Backlog) This option is selected when the Contractor is already registered through manual process and needs to Register in online system for making the department process online. 1. Online Registration ID It will be automatically assigned to the contractor 2. Online Date By default display the Current Date 3. Manual Registration No. Need to enter only for the manual registration made first time online 4. Manual Registration Date Need to enter only for the manual registration made first time online 5. Manually Registered by Name of the Office where registration made 6. Contractor Category Display the list of Contractor Categories i.e., Civil, Electrical, Mechanical 7. Class of Contractor Display the list of Contractor Categories i.e., Class A, Class B, Class C, Class D 8. Registration Valid Date Up to 9. Enter the following Personal Details of the Contractor: o Contractor Name o Father s name o Qualification o Present Address o Permanent Address o Nationality o Phone No. o Mobile No. o PAN No. o PPF Account No. o Enter following Bank/P.O. Account Details: 34

35 i. Account No. ii. Select Bank/PO Name Display the Bank names i.e., HDFC, ICICI, State Bank of India, State Bank of Patiala, Others if any iii. Enter Bank/PO Address o Sale Tax No. o Work Experience o Upload Photo 10. Check proofs submitted from the following: o Affidavit from the Engineers o Affidavit of Immovable Property with their current Market Value o Affidavit of Machinery o Bank Balance Certificate o Copy of Electrical License o Copy of Power of Attorney o Attested Copy of Pan Card o Copy of Partnership of Deed o Attested Copy Previous of Registration o Detail of Engineering Staff o Experience Certificate o GST/ CST Certificate o Income Tax Clearance Certificate for latest Assessment Year o Medical Certificate o Police Verification Certificate o Registration Certificates of Machinery o Work done Certificate For Up gradation B. New/Renewal/Upgrade/Change Other Information This option is selected when the Contractor is to be Registered through online process or Renewal, Upgradation or any other information is to be changed. The Contractor deposits the specified amount for this at Sub-Division / Division office 1. Display the details in grid: o Transaction Display transaction types i.e., New, Renewal or Upgradation, for which receipt fee deposited by the contractor o Fee Deposited At Office at which the receipt is deposited by contractor o Receipt Number o Receipt Date o Online Id Online Registration Id of Contractor. Display Online Id- 0, for New Transaction o Contractor Name o Select Click to enter the details On selecting the transaction, displays the following fields to enter 1. Online Registration ID 35

36 2. Online Date By default display the Current Date 3. Manual Registration No. Displays the manual registration no (if any) 4. Manual Registration Date Displays the manual registration date (if any) 5. Manually Registered by Name of the Office where registration made 6. Contractor Category Display the list of Contractor Categories i.e., Civil, Electrical, Mechanical 7. Class of Contractor Display the list of Contractor Categories i.e., Class A, Class B, Class C, Class D 8. Registration Valid Date Up to 9. Enter the following Personal Details of the Contractor: o Contractor Name o Father s name o Qualification o Present Address o Permanent Address o Nationality o Phone No. o Mobile No. o PAN No. o PPF Account No. o Enter following Bank/P.O. Account Details: i. Account No. ii. Select Bank/PO Name Display the Bank names i.e., HDFC, ICICI, State Bank of India, State Bank of Patiala, Others if any iii. Enter Bank/PO Address o Sale Tax No. o Work Experience o Upload Photo 10. Check proofs submitted from the following: o Affidavit from the Engineers o Affidavit of Immovable Property with their current Market Value o Affidavit of Machinery o Bank Balance Certificate o Copy of Electrical License o Copy of Power of Attorney o Attested Copy of Pan Card o Copy of Partnership of Deed 36

37 o Attested Copy Previous of Registration o Detail of Engineering Staff o Experience Certificate o GST/ CST Certificate o Income Tax Clearance Certificate for latest Assessment Year o Medical Certificate o Police Verification Certificate o Registration Certificates of Machinery o Work done Certificate For Up gradation C. Black List This option is selected when an administrative penalty disqualify a contractor (due to certain reasons) from participating in any government procurement for a given period On selection the Blacklist option, displays the details of contractor. The following details are to be entered by the user: 1. Reason for Black Listing Enter Reasons for Blacking the Contractor 2. Black List Confirmation made to Black List the contractor 25. Case Filing Case Filing (Court Cases) Menu Detail [e-sanchalan]::ho/zone/circle Court cases Case filing Or [e-sanchalan]::division Entries (C)orrespondence Branch Court cases Case filing The following entries are to be made by user: 1. Section 1: Case Details: Court Select the court in which the case is being filed, e.g., Supreme court Delhi Nature Select the nature of the case, e.g., OA, CA, CSA Number Enter case number Case Year Enter case year 37

38 Filing Date Select the case filing date Old Appeal no. (If any) Enter old appeal no. (if any) Subject Select the subject of the case, e.g., Land acquisition matter, pay fixation matter, Employee salary Case Title Enter the title of the case Case Description Enter the summary of the case 2. Section 2: Party details Department as Appellant or Respondent If department is selected as Appellant, Enter the following Respondent details: Select type Select the type of Respondent i. e., Employee, Contractor etc. Online Id (If any) Enter the online no. i.e., Employee code for Employee and Online Contractor Id for Contractor Name Enter name of the respondent Address Enter address of the respondent If department is selected as Respondent, Enter the following Appellant details: Select type Select the type of Appellant i. e., Employee, Contractor etc. Online Id (If any) Enter the online no. i.e., Employee code for Employee and Online Contractor Id for Contractor Name Enter name of the Appellant Address Enter address of the Appellant 3. Section 3 :Advocate detail Entry: Respondent Advocate Entry Name Address 38

39 Appellant Advocate Entry Name Address 26. Progress Details Progress Details (Court Cases) Menu Detail [e-sanchalan]::ho/zone/circle Court cases Progressing Details Or [e-sanchalan]::division Entries (C)orrespondence Branch Court cases Progressing Details Prerequisite Entry of case details using Case filing module 1. Section 1: Select case The following entries are to be made by user: Case Year Select the case year and get the entered filed case list in Case nature and number Case nature and Number Select the case for which progress details are to be entered Display the following details of the case Filing Date 39