SRS version 1.17 (22-08-06).doc

Engineering Wing: The department is headed by the Engineer Member and executes all construction related activities, which can

Conceptual System Requirement Specification Ver. 1.17 (22-08--06)

Contents

11.Introduction

22.System Overview

22.1Geographic Information System (GIS)

22.2DDA Information System (DIS)

43.Conceptual SRS for each Department

43.1Planning

63.1.1.Prepare GIS based Master Plans and Zonal Plans (Long Term Planning)

63.1.2.Prepare Annual and Monthly Plans

73.1.3.Monitor/Revise Annual and Monthly Plans

73.1.4.Receive Land details from Land Management department & prepare Layout Plans

73.1.5.Prepare Project Schemes and Development Plans for the Project

73.1.6.Building Section

73.1.7.Provide various Reports as per requirements of the department

83.2Architecture

103.2.1.Receive Project Scheme details from Engineering and Planning

103.2.2.Prepare Architectural Design


123.3Land Management

143.3.1.Existing application functionality

143.3.2.Receive proposal and conduct preliminary survey

153.3.3.Approval and maintenance of records

153.3.4.Land Acquisition information and progress

163.3.5.Compensation

163.3.6.Web-based functionality

163.3.7.Miscellaneous

173.4Engineering Wing

193.4.1.Receive Conceptual / Development Plans from Planning Deptt.

193.4.2.Receive details of Land Acquired

203.4.3.Activities of CRB Cell

203.4.4.Monitoring of Pre-construction Stage

203.4.5.Prepare Feasibility Reports for detailed plans

213.4.6.Preliminary Estimates, Administrative Approval & Expenditure Sanction

223.4.7.Prepare detailed estimates and technical sanction

233.4.8.Works Execution and Monitoring

243.4.9.Works Budgeting and Finance related functionality

253.4.10.Project Accounting

253.4.11.Arbitration, Encroachment Monitoring and Demolition Plans

263.4.12.Web based access


273.5Land Disposal


293.5.2.Integration with other departments

303.5.3.Float Scheme for residential, commercial and/or institutional allotment

303.5.4.Receive Application form and Registration Money from Banks

313.5.5.Allotment of Land/Shops by auction, tender, computerized draw, reserved price

313.5.6.Allotment of Land as compensation to Rohini Registrants and GH Societies

313.5.7.Allotment of shops under reserved categories and staff orders

323.5.8.Monitoring and Disposal of Petrol pumps, gas godowns, CNG station sites

323.5.9.Monitoring and Disposal of commercial built up properties and licensed units

323.5.10.Issue of demand letter

333.5.11.Receive Payment Details from Banks

333.5.12.Payment, Possession Letter, Conversion to Freehold

343.5.13.Perform transfer of property and mutation related activities

343.5.14.Relocation/Redevelopment of Commercial Areas

343.5.15.Maintain records of Legal cases and Applications received from citizens

353.5.16.Web-based functionality


363.5.17.

363.6Housing


433.6.2.Receive details of flats available from Engineering

433.6.3.Float a Housing Scheme

443.6.4.Receive Application form and Registration Money from Banks

443.6.5.Conduct Computerized Draw

443.6.6.Prepare Consolidated Refund Cheques Bank wise

443.6.7.Calculate Housing Cost and Demand

453.6.8.Issue Demand Letters to Allotee


453.6.10.Issue Possession Letter

463.6.11.Intimate Hand Over of Possession to Housing

463.6.12.Execute Conveyance Deed

463.6.13.Receive Application for Conversion to Freehold from Banks

463.6.14.Verify Outstanding Dues


473.6.16.Approve Conversion and Issue Conveyance Deed

473.6.17.Receive Complaints of Violations from Public

473.6.18.Check Violation and Issue Show Cause Notice

473.6.19.Receive/Approve application for Regularization

483.6.20.Issue Orders for Demolition/Cancellation of Lease

483.6.21.Receive Application form and documents from applicant

483.6.22.Verify Documents and Approve/Reject the Application


493.7Landscape

513.7.1.Receive Zonal Plans from Planning

513.7.2.Conduct preliminary survey and identify encroachment areas

513.7.3.Conduct detailed survey and prepare landscape plans

513.7.4.Modify Landscape Plans based on Feasibility study

523.8Horticulture

543.8.1.Database development and Information

553.9Legal Department

583.9.1.Legal Case Monitoring System

583.9.2.Lawyers Fee Bill Processing System

593.9.3.Receive summons/notice from court and open case file

593.9.4.Forward Case file to HOD for opinion

593.9.5.Monitor Case Progress

593.9.6.Receive Judgment and Opinion from Panel Lawyer

603.9.7.Take Decision to Appeal/Close the Case

603.9.8.Receive Lawyer Fee Bill

603.9.9.Calculate fees as per policy

603.9.10.Issue Payment Cheque

613.9.11.Reports

623.10Finance Department

623.10.1.Chart of Accounts

633.10.2.Journal Entries

633.10.3.Budgeting

633.10.4.Reporting

643.10.5.Customer Information

643.10.6.Billing

653.10.7.Cash Receipts/Processing/Reconciliation

653.10.8.Reporting

653.10.9.Invoices

663.10.10.Vendor/Contractor Information

663.10.11.Bank Reconciliation/Error Checking

663.10.12.Reporting

663.10.13.Land

673.10.14.Housing

673.10.15.Fixed Assets maintenance

683.10.16.Residential Lands

683.10.17.Commercial Lands

693.10.18.Institutional Lands

693.10.19.Pre Determined Rates for Projects (Cost Benefit Analysis)

703.10.20.Housing Cost

703.10.21.Demand and Collection Register

713.10.22.Preliminary Cost estimates

713.10.23.Compilation of Monthly / Annual Accounts

713.10.24.Payroll Maintenance

723.10.25.Payroll Processing


733.11Personnel Department


743.11.2.Integration and Functionality enhancement

753.12Website Functionality

753.12.1.Existing Information on website

763.12.2.Interface to Customers

773.12.3.Interface to general public

773.12.4.Interface to Contractors

773.12.5.Interface with Service Providers like Banks, online auction sites

783.13Other System Requirements

783.13.1.Vigilance System

783.13.2.Public Relations

793.13.3.Postal Mail/Correspondence Receipt and Dispatch at Reception Counter

79Monitoring System Requirements

803.13.4.File Tracking and Receipt and Dispatch System Requirements

803.13.5.VC Office

813.13.6.System department

813.13.7.Office of the Principal Commissioner cum Secretary

1. Introduction

The Delhi Development Authority (DDA) was created in 1957 with the objective to promote and secure the development of Delhi as per the provisions of the Delhi Development Act. Thus the primary objective of DDA is to promote planned development of Delhi.

Delhi has been growing at a rapid pace and the situation will remain the same in the near future. For DDA, to ensure meeting of its objective and delivery of quality services to its stakeholders, it becomes imperative that the processes are efficient, and suitably enabled by technology. The recent strides in Information Technology present new opportunities for process improvement and efficiency enhancement within an Organization. With this aim in mind, DDA has undertaken a project for Integrated Management System with the following main objectives:

Re-engineering and Integration of various existing applications/modules

Development of new applications

Development / Implementation of applications like Geographic Information Systems (GIS)

Providing adequate software training, handholding and post-implementation support to concerned users on the software

This document contains a brief of the conceptual requirements of all the departments of DDA to be covered under the proposed Integrated Management System and the main processes within each of the departments. The objective of this document is to ensure that the vendors understand the functioning of DDA and get a grip of the requirements of each department for the proposed Integrated Management System to aid in the formulation of their effort and time estimates for implementing the requirements. Based on the conceptual SRS a detailed SRS document will have to be prepared by the vendor, which would lead to software development. It is important to note here that modifications/improvements generated during the preparation of the detailed SRS will have to be incorporated with the Integrated Management System.2. System Overview

At present DDA has various applications running in its departments and these applications are not fully integrated with each other. A description of these applications has been provided under the respective department description and conceptual software requirements specification section. It may be noted that wherever feasible and efficient, the proposed system would incorporate the current application in the Integrated Management System. In case it is not feasible, then these applications will have to be suitably modified to integrate into IMS or redevelop as the case may be.

Also, all users in DDA should be able to use the system over intranet without the need to have client software loaded on their machines.

The proposed Integrated Management System has 2 components A GIS component and A DDA Information System (DIS) component. The application has been so designed that there is an interface between the two components for exchanging information so that user requirements are met.

2.1 Geographic Information System (GIS)

GIS is a tool capable of storing, processing and analyzing geographic information, obtained through various map surveys of different sources, including remote sensing and topographic data. The GIS will enable DDA to develop an updated and correct spatial land database and use this spatial database for better planning and land development activities. Access to updated and correct land information will lead to efficient management of all activities of the departments.

The core user departments for the GIS application are Planning, Land Management, Architecture, Landscape and Horticulture. These core departments will be able to use the GIS application for viewing spatial data, prepare plans and schemes, use spatial data modeling for analysis and also track project progress.

The other main user departments of GIS application are Engineering, Housing, Land Disposal, Finance and Legal. These departments will be able to view spatial information and also edit attribute data relating to a plot of land.

2.2 DDA Information System (DIS)

The main objective of the DDA Information System (DIS) is to automate the business processes within each department and also integrate the processes across departments for seamless information exchange between departments. Accordingly, the system has been designed based on the study of the business processes of each department and information flow across departments.

In addition to specific modules for each department, a postal mail and file tracking system has also been envisaged along with website functionality.

Web based functionality has been identified to ensure better manageability and better citizen service levels and better integration with banks and other utilities.

3. Conceptual SRS for each Department

3.3 Planning

The Planning department at DDA is headed by Commissioner (Planning) who reports to the Vice Chairman of DDA. The planning department is responsible for the long term planning and development plans of DDA. The department is also responsible for the planning of project schemes. The department also plays a regulatory role relating to planning permissions and

developmental control norms.

The structure of the department is as below:

1. Master Plan & Policy Preview Headed by an Additional Commissioner and performs activities related to preparation of the Master Plan for Delhi

2. Area Planning Section This section is headed by an Additional Commissioner and performs activities relating to planning in developed zones of the city.

3. Traffic and Transportation Section An Additional Commissioner looks after this section. Planning of traffic and transportation networks is handled by this section

4. Projects This section handles planning activities for large projects such as Dwarka, Rohini and Narela. Each project is headed by a Director who reports to an Additional Commissioner.

5. Developmental Controls This section handles all regulatory functions of the department. This section is responsible for ensuring that all development takes place as per the developmental control norms specified in the Master plan. This section is also the basic co-ordination unit for the department

The business process map for Planning department is given in the following page. From the process map it can be observed that the main interaction for planning department is with Land Management (for obtaining Land Acquisition information), Engineering (which utilizes the layout plans for land demarcation and development) and Architecture (which utilizes the layout plans project scheme plans for preparing architecture design)

SYSTEM REQUIREMENTS

3.3.1. Prepare GIS based Master Plans and Zonal Plans (Long Term Planning)

i. The system should allow the user to prepare master plans and zonal plans for Delhi

ii. The system should be able to show the details of the same area at the master plan level, zonal plan level and the layout level.

iii. The system should be able to define the various zones and indicate the manner in which the land in each zone is proposed to be used.

iv. The system should have the provision of classification of various land uses as per the Master Plan Norms.

v. The system should be able to show the land use classification zone wise.

vi. The system should be able to integrate the Projects i.e., existing and targeted by Delhi Development Authority, both in land use plan and policy proposals.

vii. The system should enable the Planning of new road network in such a manner as to prevent possibilities of future congestion by modifying road sections to accommodate road side parking, and space for widening, expansion and provision of grade separators, etc.

viii. The system should enable development of an integrated relationship between the road, rail and metro-system to provide for seamless multi-modal transport.

ix. The system should enable transportation network analysis to facilitate efficient planning

x. The system should facilitate the planning of physical and social infrastructure including sewage and solid waste disposal

xi. The system should incorporate the development control regulations, zoning regulations for a particular area to facilitate better planning

xii. The system should be able to incorporate the building byelaws so as to keep a tab on unauthorized developments.

xiii. The system should enable planning of drains and waterfront to be landscaped in the form of interconnected parkways.

3.3.2. Prepare Annual and Monthly Plans

i. The system should allow the user to prepare annual and monthly plans

ii. The system should ensure that the plans and programs are in line with the master plan

iii. The system should enable the creation of specific project proposals and categorization of the proposals into short and long term.

iv. The system should enable the categorization of proposals into mandatory and optional projects

v. The system should have the provision for incorporating information such as implementing agency, development cost and resource usage for each proposal

vi. The system should allow the user to view the planned proposals for each area.

3.3.3. Monitor/Revise Annual and Monthly Plans

i. The system should allow the user to enter the status of each proposal.

ii. The system should allow the user to revise a proposal.

iii. The system should enable the user to view status of each proposal.

iv. The system should generate appropriate reports on project progress etc as defined by the user.

3.3.4. Receive Land details from Land Management department & prepare Layout Plans

i. The system should allow the user to view the map of the land acquired by LM

ii. The system should allow the user to overlay the master plan and zonal plans over the land acquired for planning purpose

iii. The system should allow the user to link the plot with a particular zonal plan.

iv. The system should allow the user to develop layout plans for the land acquired in conformance with the zonal plan/master plan.

v. The system should allow the user to view all the related plans for a plot of land and vice versa.

3.3.5. Prepare Project Schemes and Development Plans for the Project

i. The system should allow the user to define specific project proposals for a plot of land.

ii. The system should ensure that the project is in conformance with the master plan/zonal plan and land use specification

iii. The system should ensure that the project proposal is as per the annual plan

iv. The system should allow the user to develop the development plan for the project. The system should allow the user to use the layout plan developed for this purpose.

v. The system should allow the user to view all the related plans for a project. The system should allow the user to drill down from the master plan to specific project development plans.

3.3.6. Building Section

i. The system should allow the user to monitor building construction details

ii. The system should allow maintenance of building construction records as per requirements

3.3.7. Provide various Reports as per requirements of the department

3.4 Architecture

A Chief Architect heads the Architecture department at DDA. The architecture department is responsible for

Developing the Urban Design / Architectural Schemes (residential and hierarchical & non-hierarchical commercial projects) and their Development Control Norms.

Heritage and Conservation projects; Sports related projects; Miscellaneous Projects (community facilities, upgradation, etc.)

Conduct and co-ordinate Screening Committee Meetings for approval of all projects of Planning, Architecture and Landscape departments

Approval from DUAC for urban design / architecture schemes ; approval from DUHF for all conservation projects; Approval from SMB of all sports related projects; approval from other authorities like CFO, Airports Authority, Environmental Clearances, etc.

The department is divided into 5 Zones, each zone handling projects under their area. Work in the zonal section is monitored by two Additional Chief Architects who report to the Chief Architect.

A co-ordination, directly unit under the Chief Architect, conducts and coordinates Screening Committee meeting for approval of all projects of Planning, Architecture and Landscape Depts.; Overall coordination and compilation of projects of all units of HUPW; preparation of annual administrative report and annual action plan and other administrative activities.

The business process map for Architecture department is given in the following page. From the process map it can be observed that the interactions for architecture department is with Engineering (for obtaining project scheme details and physical land survey details), Planning (for obtaining the layout plans and project development plans), Land Disposal, other bodies like SMB, DUAC, DUHF, CFO, Airport Authority, Environment Pollution Control, etc.

EXISTING APPLICATIONS

The Architecture department currently uses manual drafting and a very limited application of Auto CAD software for designing purposes, the reason being inadequate training of personnel and unavailability of adequate infrastructure. The Auto CAD application and other packages like Architectural desktop, Rewitt etc. will have to be integrated with the Integrated Management System. Usage of the Auto CAD application is to be increased through proper training.

SYSTEM REQUIREMENTS

3.4.1. Receive Project Scheme details from Engineering and Planning

i. The system should allow the user to view the layout plans for the area on which the project is being developed.

ii. The system should be able to view the land map and its information on which the project is being developed

iii. The system should allow the user to view the project scheme structural and service details prepared by engineering

iv. The system should allow the user to update the status of the project (during architecture design phase).

v. The system should allow the user to link an outsourced agency (to whom the design has been outsourced fully or partially) to a particular project

vi. The system should allow the user to view the status of the project (including the architectural drawings).

vii. The system should maintain status of part/full disposal of projects in the Land Disposal wing

viii. The system should allow the user to drill down to a project from the layout plan.

3.4.2. Prepare Architectural Design

i. The system should be able to integrate with a standard CAD package in order to link the architectural design drawings with a particular project.

ii. The system should have the facility to link the architectural drawings with the layout plans

iii. The system should have the facility to import designs prepared by external agencies into a project. The system should allow linking of the drawings with the basic drawings prepared by the department for the project.


3.4.4. Process map of Architecture Department

3.5 Land Management

The Land Management department at DDA is headed by Commissioner (Land Management) and executes activities related to the acquisition of land from the Central Government, protection of the acquired land from encroachment and taking suitable actions in case of unauthorized constructions.

The structure of the department is as below:

6. Land Management I: Headed by Director and performs activities related to encroachment protection and demolition of unauthorized construction

7. Land Management Head Quarters: Headed by Director and performs activities related to acquisition of land and dealing with Government of India departments for the same

8. Zonal Offices

Dy. Directors for Zones of South East, North, Rohini, South West, East

Dy. Directors for Enforcement, Co-ordination, Nazul Lands I & II

As can be seen from the process map on the next page, the main interactions of the department are with Planning department within DDA and with the Government of Indias Land and Building department. The Planning department hands over the approved proposals and layout plans to the Land Management department for acquisition of land. On these proposals and plans then, the Sajra maps, showing the original Khasra numbers of each unit piece of land, are superimposed. On the basis of this, a list is prepared of the Villages and their respective Khasra Numbers, which need to be acquired and processing for the same is initiated.

After acquisition, the land management department transfers the land to the user department within DDA for development purposes, which is usually the Engineering Wing.


At present the Land Management department has a Land Management Information system, which is a GIS and Oracle 8i based application with the following broad level functionality:

3.5.1. Existing application functionality

i. Details

Digitized maps

Clearly showing lines and demarcations of khasra no.s / plots

ii. Notification: Display of notifications related to the different stages of acquisition

iii. Award: Details of award of compensation

iv. Comparison:

Intelligent maps wherein users can build and run queries, like area under a particular stage of acquisition

v. About: Information on the land management system

The Land Management Information System will have to be enhanced or suitably recoded / modified as per requirements specified in this section and will have to be integrated with the Integrated Management System

SYSTEM REQUIREMENTS

3.5.2. Receive proposal and conduct preliminary survey

i. The system should have the facility to receive data pertaining to proposals for development like objective, current land use, future land use, benefits, etc. prepared by the Planning department

ii. The system should be able to display information as per the development / layout plans made in the Master Plan

iii. The system should provide the facility to overlay other maps (like Khasra maps) on the Master Plan layouts

iv. The system should have facility to capture information received through preliminary surveys

v. The system should have the facility to capture field information for surveys entered by the users though GPS technology

vi. The system should allow categorizing of physical survey information as per requirements of DDA

vii. The system should maintain physical survey observations area wise

3.5.3. Approval and maintenance of records

i. The system should maintain status of approval of each proposal

ii. The system should generate automatic reminders on approvals, which are due with a reason for a delay in receipt of approvals

iii. The system should be able to capture comments in the case of approvals not being granted to certain proposals

iv. The system should maintain a history of unapproved proposals with comments and reasons for the same

v. The system should generate custom reports to monitor the details of each proposal along with relevant fields like date of approval, approving authority, proposed date of land acquisition, proposed date of works completion, etc.

vi. The system should maintain audit trail of exchanges of information with Land and Building department

vii. The system should allow maintaining a list of villages and khasra numbers, area of each coming under the proposed development / layout plan

viii. The system should allow users to attach / link textual information to graphical maps

3.5.4. Land Acquisition information and progress

i. The system should capture information related to land surveys

- Actual area

- Name of personnel performing the survey

- Any other relevant information

ii. The system should maintain records of draft notifications issued for approval

iii. The system should maintain standard formats for issue of notifications

iv. System should capture the status of issue of notifications

v. System should display maps of land areas with the corresponding status of issue of notifications for that area

vi. The system should maintain status of approval for each notification

vii. The system should capture unapproved notifications with reasons for the same

viii. The system should allow web based receipt of objections from general public to notifications issued

ix. The system should maintain detailed records of compensation to be paid

x. The system should maintain records of unresolved compensation cases along with reasons for the same

xi. The system should allow categorization of unresolved compensation cases

xii. The system should be able to display maps of areas with the categories of unresolved cases in each, in different color codes

xiii. The system should be able to provide Layout wise and if required Khasra wise status of acquisition with color codes

3.5.5. Compensation

i. The system should be able to capture the compensation paid by DDA against each land area / plot under relevant heads as defined by DDA

ii. The system should allow access to finance department to the compensation paid

iii. The system should have the facility to capture details of acquired area, notifications issued, perceived roadblocks, legal cases if any etc. during handover of land to DDA

iv. The system should maintain records of transfer of land by Land Management to user departments

3.5.6. Web-based functionality

i. The system should allow web-based access to acquired and non-acquired land

ii. The system should display information on the web for area under DDA for development purposes

iii. The system should capture information on compensation paid to land owners and display it on the web

iv. The system should maintain, if required, information on future land acquisition plans

v. The system should allow display of gazette notifications on the web

vi. The system should allow web-based receipt of objections to notifications issued

3.5.7. Miscellaneous

i. The system should be able to provide a layout wise and if required khasra wise regularization status with color codes

ii. The system should display layout wise and if required khasra wise cluster view

iii. The system should be able to capture city survey number, khasra number and sheet number

iv. The system should be able to generate custom reports based on user defined criteriav. Provide various Reports as per requirements of the department

3.6 Engineering Wing

Engineering Wing is headed by the Engineer Member and has the following structure:

1. Zone Level:

Chief Engineers for each Zones: Rohini, Dwarka, South West, South East, North and East Zones

Chief Engineers of Electricity, Design and Quality Control

Director (Material Management) and Project Manager (Flyover)

2. Circle Level:

Each Zone is further divided into Circles with a Superintending Engineer in-charge of the circles. There are around 20 Circles (15 Civil, 3 Electrical, 2 Flyover) and 45 Superintending Engineers, out of which 20 are field engineers.

3. Divisions:

There are around 80 field divisions and 140 Executive Engineers.

The Land, which has been acquired by the Land Management department and is under the possession of DDA, is handed over to the Engineering Wing for development purposes. The Engineering conducts physical surveys of the land covered in the plans to identify actual conditions on the ground like mounds, pits, High Tension lines, etc. and prepares a feasibility report.

The main activities of the Engineering Wing can be divided into the following categories:

1. Pre-Construction activities: Staring from physical survey of land and fencing to preparation of Detailed Estimates and Notice Inviting Tender

2. Tender related activities: Preparation of notice Inviting Tender, Evaluation and Award of Contract

3. Works in Progress activities: Project Execution and Monitoring

4. Post Construction Activities: From calculation of actual costs incurred in the works to handing over property to the allotee


The Engineering wing currently uses STAAD package in a limited way for structural designing. The current applications will have to be integrated with Integrated Management System. Usage of the STAAD application is to be increased through proper training.

SYSTEM REQUIREMENTS

3.6.1. Receive Conceptual / Development Plans from Planning Deptt.

i. System should allow access to the proposal details prepared by the planning department on the basis of which the project has been decided to be executed

ii. System should allow access to development plans / layout plans made by Planning department

iii. The system should allow marking of observations made by the Engineering Wing during physical survey of the Land on the development / layout plans

iv. The system should allow Engineering Wing to send the development / layout plan to Planning along with the physical observations

v. The system should maintain an audit trail of comments made by Engineering users

vi. The system should enable the observations on the development plan to be viewed by the Planning

vii. The system should maintain records of exchanges of layout / development plans made between Engineering Wing and Planning department in terms of dates on which sent, changes made, etc.

viii. The system should be able to trace the status of approval of the plans at each stage The system should allow linking of plans wherein a plan may be defined as the parent plan having multiple plans linked to it

ix. System should allow access to development plans, maps made by Planning department in the past

3.6.2. Receive details of Land Acquired

i. The system should have the facility to capture information related to observations made during the physical survey of land performed during acquisition by Land Management department

ii. System should capture information like maps, area and location of land handed over to Engineering Wing in each phase by Land Management department for development purposes

iii. System should allow select users to view information related to the status of Land Acquisition under progress on the basis of land acquired, total land in proposal, issues related to pending acquisitions, etc.

iv. System should be able to capture textual information on the reasons of extensions in Land Acquisition dates like legal proceedings, likely dates of acquisition, etc.

v. System should allow need based access to this information on reasons for extensions

vi. The system should have the facility to capture status of Fencing of Land

vii. The system should maintain records of date of handover, officer in-charge from Land Management department, officer to whom handed over, etc. each time the land acquired is handed over to the Engineering Wing for development purposes

viii. System should enable Chief Engineer (Zones) to maintain Soil Investigation reports of the Land acquired

3.6.3. Activities of CRB Cell

i. System should maintain status of firm registration, renewal, pending action, etc. as per details of registers

ii. System should be able to maintain progress of cases in pipe lines

iii. System should digitize the diary / movement register

iv. System should be able to maintain a list of correspondences received

v. System should be able to maintain list of policies / decisions taken in pastvi. System should be able to maintain the details of suspended, blacklisted, debarred contractors3.6.4. Monitoring of Pre-construction Stage

i. System should have the facility to maintain the status of approvals from Chief Fire Officer

ii. System should have the facility to maintain the status of approvals from Delhi Urban Arts Commission

iii. The system should have the facility to maintain the soil investigation report

iv. System should allow maintenance of agenda items for

a. Water supply

b. Structural arrangements

c. Sanitary services

d. Electrical services

v. The system should allow CDO to upload the structural details in the specified format

3.6.5. Prepare Feasibility Reports for detailed plans

i. The system should be able to maintain maps of the following scales at a minimum and more depending on the requirements and as defined by the appropriate authority

1:500

1:1000

User defined Scale

ii. The system should be able to capture foundation system reports on the basis of recommendations in the Soil Investigation reportiii. The system should allow capturing and tracking of requirements for External Consultants for technical help on preparation of Foundation Systems

iv. The system should generate automatic reminders on approval of Layout plans

v. The system should have the facility to allow access to the concerned personnel in the Engineering Wing to access the Layout Plans as and when they get approved

vi. The system should be able to overlay the circle, division distribution on the land to be developed

vii. The system should allow division of work circle wise and division wise based on decision made by the Chief Engineer of the concerned Zone

viii. The system should be able to maintain standardized formats of feasibility reports System should allow preparation of multiple versions of feasibility reports keeping records of changes made in each version

ix. System should allow marking of observations on the Layout plan

x. The system should be able to allow users to enter history information for each Layout Plan based on standard formats

xi. System should capture date of dispatch of layout plan with comments and history sheet to Planning department

xii. The system should allow access to the altered layout plans made by planning.

xiii. The system should maintain a final version of layout plan after all changes have been incorporated, which is totally locked from editing.

xiv. System should maintain the policies and building bye laws like FAR, coverage, etc. as fixed by DDA from time to time

xv. The system should allow plans to be maintained under separate categories like:

Phase Plan

Sector Plan

Specific Projects like shopping complex

User defined categories

3.6.6. Preliminary Estimates, Administrative Approval & Expenditure Sanction

i. The system should maintain a database of architectural drawings, detailed structural drawings and related data

ii. The system should allow preparation of preliminary cost estimates by the engineers based on area use and plinth area rates for each type of land use

iii. The system should maintain a pre-defined list of Plinth Area Rates and Cost Indices as defined by DDA from time to time

iv. The system should allow simple mathematical calculations and formulas to arrive at the cost estimates

v. The system should allow workflow review and approval of preliminary estimates across more than one location

vi. The system should maintain a checklist of tasks to be done during preparation of Preliminary Estimates

vii. The system should allow work packages to be exchanged between different locations and officers during the review process with the packages having both spatial and non-spatial data

viii. The system should have the facility to capture the comments made by reviewers under each category or specific section of the work package like observations on cost index, assumptions on area calculations, etc.

Chosen Cost Index

Assumptions on area calculations

Assumptions in total cost calculations

ix. The system should maintain the following indicative documents in the Work Packages related to Preliminary Estimate for each project

Conceptual Plan (showing map and location for which estimate is being prepared)

Salient Features of the project like Title; Location; Owner; Architect; Current Land Use; Plot 3.4.10 Area; Regulations of area, height, FAR, Proposed area, green, etc.

Details of the scope of work of the Project along with a brief history

A sample format for Administrative Approval and Expenditure Sanction

Feasibility Report (availability of services, dimensions, structures, telephone lines, HT lines, 3.4.11 Setback with respect to boundaries, North point, Encroachment details, etc.

Agenda for structural arrangements, water supply, sanitary services, electrical services, etc. should be maintained for approval

References to approvals of Screening Committee and Delhi Urban Arts Commission and Chief Fire Officer, if applicable Layout Plans

Any other documents related to preliminary estimate calculation

x. The system should maintain a schedule of material quantities required for the project

xi. The system should automatically calculate the final amounts for each quantity based on Plinth Area Rates and the Cost Indexes as defined and approved for the project

xii. The system should capture schedule of quantities for works not included in the Plinth Area Rates as a separate from the requirement mentioned in point above

xiii. The system should maintain development costs per sq. m. as defined by DDA from time to time

xiv. The system should allow maintenance of an abstract of all costs

xv. System should have the facility to drill down from the abstract of costs to the schedule of quantities

xvi. The system should maintain standard formulas used for area calculations

xvii. The system should allow workflow based approval of the Work Packages

xviii. The system should maintain approval details and status of each project from Screening Committee and Delhi Urban Arts Commission and Chief Fire Officer, if applicablexix. The system should maintain a database of Administrative Approvals and Expenditure Sanction for reference

3.6.7. Prepare detailed estimates and technical sanction

i. The system should allow preparation of a detailed cost estimate

ii. The system should have the facility to compute quarter wise quantity of stipulated materials to be issued to contractor

iii. The system should maintain approval hierarchy for technical sanction as per DDA norms

iv. The system should allow workflow based Technical sanctions based on project value

v. The system should maintain standard formats for Notice Inviting Tenders, Bid Comparisons, etc.

vi. The system should capture information for comparison of bids received from various vendors according to pre-defined formats

vii. The system should allow access to Finance for scrutiny of the comparatives of tenders

viii. System should capture the status of award of work

3.6.8. Floating of Tender

i. The system should provide the functionality of e-tendering and/or e-procurement

ii. The system should be able to seamlessly integrate with third party e-tendering and/or e-procurement engines

iii. The system should be able to generate reports as required from the third party e-tendering and/or e-procurement engine

3.6.9. Works Execution and Monitoring

i. The system should have the facility to capture the project plans and proposals submitted by the prospective contractors, if required

ii. The system should be able to capture the details of material (other than stipulated for issue) required for completion of work

iii. The system should be able to capture the details of labor (other than stipulated for issue) required for completion of work

iv. The system should be able to capture the services plan with the status of each

v. The system should monitor progress in specified reporting formats

Works in preconstruction stage

Works in progress

vi. The system should support user defined reporting formats as per DDA requirements

vii. The system should send automatic communication to the Housing / Land Disposal on completion of Project

viii. The system should be able to display the areas on which development works are being carried out or have been completed

ix. System should have the facility to maintain financial records such as validity of securities, Earnest Money Deposits, etc. for contractors / agencies

x. The system should be able to display the areas on which works have not been completed within the contract period

xi. The system should be able to display development agency and users for plots in the layout with color codes

xii. The system should have the provision to capture the change of users for a given land area and maintain the history of change of users

xiii. The system should have a provision to maintain Inventory / Utilization of Lands

xiv. The system should have a provision to print the layout plan of an area with index and in the required format

xv. The system should be able to generate the total quantum of work done after completion such as

Length of road

Length of water pipeline laid, etc.

xvi. The system should allow preparation of actual works expenditure at the end of the work

xvii. System should capture the information on work types in hand under each zone, circle and division

xviii. System should have the facility to display location wise work types in hand

xix. The system should have the facility to display prevalent market rates of various building materials

xx. System should be able to maintain quality control elements

xxi. System should be able to maintain records of instructions issued by EM, CE(QC), CTE and any other authority as specified

xxii. System should have the facility to display Engineers incharge of various works / pockets

xxiii. System should be able to maintain details of commercial property

3.6.10. Works Budgeting and Finance related functionality

i. The system should allow budgeting activity to be carried out on an annual basis with a mid-year review

ii. The system should allow maintenance of scheme wise budget under expenditure and receipt heads

iii. The system should aggregate budget received from divisions into Circle wise

iv. The system should automatically generate reminders and allow select users at Headquarters to access Zone wise estimates

v. The system should allow engineering department to access approval details and status of budget for each work / scheme

vi. System should allow a mid year review of budget and preparation of a revised estimates

vii. The system should allow re-appropriation of budget based on revised requirements

viii. The system should allow scrutiny of justification of financials / comparative statements, prepared after opening of tenders submitted by contractors for each scheme

ix. The system should allow access to tender rates for similar works executed in other zones by DDA

x. The system should support workflow based approvals of budgets by Head Office

xi. The system should allow recommendations for changes from Head Office to be cascaded down to zones, circles and divisions

xii. The system should be able to calculate the revenue that has been generated from a layout

xiii. The system should allow aggregation of details of court cases from divisions, circles into zones

xiv. The system should allow sharing of these details with the head office

xv. The system should maintain a list of division wise pending cases, contempt cases and cases where some action is pending from DDA side

xvi. The system should maintain list of audit paragraphs with comments from external auditors and status of responses to these comments made by divisions

xvii. The system should allow the user to monitor the expenditure against budget allocation for individual budget schemes

3.6.11. Project Accounting

i. The system should allow complete monitoring of works costing above Rs. 10 Lakhs up to finalizing of bill

ii. The system should maintain records of bills approved and paid to contractors

iii. The system should allow preparation of actual and estimated project expenditure for each scheme / work

iv. The system should allow recording of information on expenditure incurred on maintenance of colonies

v. The system should maintain records of handing over of services to Civic agencies

vi. The system should capture the expenditure on salaries of employees for each zone

vii. The system should maintain records of General Provident Fund accounts of all employees for each zone

viii. The system should automatically calculate the Income Tax liabilities for employees and include it in the salary calculations

ix. The system should maintain a monthly account of all expenditures incurred within a zone

x. The system should generate settlement of bills, having the following types:

First and Final settlement (for works, which require one time payment)

Running account bill (for on-going works)

Final bill (final settlement for on-going works)

xi. The system should maintain audit trail of bill approvals granted and the approval authority for each

xii. The system should allow aggregation of bills paid under a particular work / scheme at any point in time to arrive at the total cost incurred in that work / scheme

xiii. The system should automatically make deductions like Sales Tax from payment being made to contractors

xiv. The system should maintain details of material bills

xv. The system should maintain records of approvals granted to the material bills

xvi. The system should generate a list of pending bills with reason for the same

xvii. The system should be able to capture the expenditure incurred on each work / scheme

xviii. The system should be able to display the progress of works layout plan wise with different color codes

xix. The system should have the facility to maintain annual theft and losses as per user defined formats

xx. The system shall maintain the GIS/details of all underground services with complete particulars of levels, sizes, etc.

xxi. Working of justification of rates on the basis of Delhi Analysis of Rates (DAR) of CPWD & current rates approved in DDA.xxii. Working of Estimate cost on the basis of DAR of CPWD & DSR revised from time to time, not earlier (than One Year).3.6.12. Arbitration, Encroachment Monitoring and Demolition Plans

i. The system should monitor court cases relating to arbitration matters, matters of administration and other issues not directly related to project

ii. The system should support monitoring and disposal of observations of Quality Control cases

iii. The system should maintain records of replies to Audit Paras of the Internal / External audit of works in Zones

iv. The system should be able to maintain records of receipt / disposal of Public Grievances referencesv. The system should capture reports, photographs received from engineers, patwaris, etc. on land encroachment, misuse of properties, unauthorized construction, etc.

vi. The system should capture the standard formats for preparation of demolition plan

vii. The system should allow automatic communication to concerned officers on receipt of an encroachment report

viii. The system should maintain standard formats for preparing request letters as preparation for the demolition plan

ix. The system should maintain a list of third party contractors and the standard equipment required for the demolition

x. The system should capture information on status of legal proceedings, main points of contention, etc. on cases made by owners / encroachers in response to eviction / demolition orders circulated by DDA3.6.13. Web based access

i. The system should allow display of Notice Inviting tenders on the internet

ii. The system should allow prospective vendors to download forms through the internet

iii. The system should display results of award of work on the internet if required

iv. The system should allow web based access to all current schemes / works being carried out under each division

v. The system should allow web based access to relevant details of each of the schemes / works being carried out

vi. All users in DDA should be able to use the system over intranet without the need to have client software loaded on their machines


3.7 Land Disposal

The Land disposal department at DDA is headed by a Commissioner (Land Disposal) and performs activities related to allotment of land and post allotment activities. It receives information from the engineering wing on availability of land for allotment, both on completion of development activity and as and when any vacant property comes to their notice.

The structure of the department is as follows:

1. Residential Headed by Director and looks after residential properties

2. Commercial Headed by Director and looks after commercial properties

3. Institutional Headed by Director and looks after Institutional, Industrial and Old Scheme Branch (Karol Bagh, other old Delhi areas) properties

The Land disposal department based on the information received from the engineering wing from time to time, acts accordingly to ensure allotment of property as per policy. The department also performs post allotment activities related to issuance of possession letters and execution of the lease deed and conveyance deed. Another major responsibility of the department includes works related to mutation of the property.

The main transactions of the department are related to residential lands, wherein both the availability of accurate information on plots for allotment and the reduction in cycle time for possession letter issuance, leasehold to freehold conversion, etc. are paramount. Thus the Land disposal department is a customer facing department, dealing directly with the public at large for activities like receipt of applications, resolution of issues, allotment to Co-operative Group Housing Societies, alternate allotment as compensation, mutation cases and this point has to born in mind at the time of proposal formulation.

As has been depicted in the process map on the next page, the Land Disposal department interacts mainly with the Engineering Wing on one side and with the Finance Department on the other. The interactions with Finance department are mainly related to verification of payment, calculation of ground rents, composition fee, conversion charges, subletting charges, etc.

EXISTING APPLICATION


At present the Land Disposal department has a stand-alone application called Bhoomi, which is a Visual Basic and Oracle 8i based application having the following broad functionality:

i. Allotment, with following steps

Attach program

Attach Scheme

Attach property

After doing the above three, get a Program No.

Define draw parameters

Perform draw

Program Completion

ii. Allotment Rohini

iii. Lease

Lease / Conveyance deed form

Auto capture of data to fill up form

This module is used to a lesser extent

iv. Registration

v. Cash Management

vi. Demand

vii. File data loading (to import files)

viii. Property

ix. License

x. Master

xi. Online

xii. Post allotment

xiii. Security

The Allotment module of the Bhoomi application has been brought into use and the application will have to be enhanced or suitably recoded / modified as per requirements specified in this section and will have to be integrated with the Integrated Management System

SYSTEM REQUIREMENTS

3.7.2. Integration with other departments

i. System should ensure receipt of information from engineering wing on availability of plots and shops for disposal for commercial lands, residential lands and commercial estate branch

ii. System should allow access to reports on encroachments/unauthorized construction made by Engineering Wing or Land Management department from time to time

iii. System should allow access to reports on misuse of properties received from Land Management department (Enforcement Branch).

iv. System should maintain records and status of clearances received from the Land Management department for upcoming notifications:

No encroachment clearance

Results of physical surveys performed

Details of disputed land areas

v. System should ensure receipt of information from engineering wing on availability of shops and plots for disposal

vi. System should allow access to calculation of ground rents, misuse charges, etc. made by Finance department

vii. System should allow access to progress status of calculation of charges made by Finance department

viii. Standard Cost prepared by Land Costing should be available on the system

3.7.3. Float Scheme for residential, commercial and/or institutional allotmenti. System should maintain standard formats for Scheme Notifications with details like Scheme Name, Date of Inception, Date of Allotment, Date of closure etc

ii. Provide for associating a plot/commercial property with a particular scheme. Ensure that a particular plot/commercial property is associated only with one scheme at a time

iii. Provide for reservation of a plot/commercial property for a particular category of applicants as per government rules for allotment

iv. Provide for associating a priority number for each plot/commercial property in the scheme based on list of waiting registrants, reservation of the plot/commercial property, etc

v. System should ensure that records of scheme notifications are maintained

vi. System should be able to maintain list of banks associated with the scheme along with bank details

vii. System should be able to maintain details of brochures issued for a particular scheme including brochure cost

viii. System should be able to maintain details of number of brochures issued to various sales counters/banks for a particular scheme

3.7.4. Receive Application form and Registration Money from Banks

i. Maintain standard formats of application forms for housing schemes

ii. Provide for importing soft copy of applicant data received from banks

iii. Maintain check list and status of documents submitted by applicants

iv. Maintain list of documents to be supplied by allottee for issue of possession letter

v. Generate letter of deficiencies on the basis of check list of documents submitted by alottee

vi. Provide for verification and correction of applicant data (with physical application forms)

vii. Maintain applicant details for each scheme such as Applicant Name, Application Form No., Scheme Name, Address etc

viii. Maintain details of registration money received applicant wise/bank wise/scheme wise

3.7.5. Allotment of Land/Shops by auction, tender, computerized draw, reserved price

i. System should have the policy of auctions, allotments, etc. available for access on the computer to internal users of DDA

ii. System should ensure receipt of information from engineering wing on availability of plots for disposal

iii. System should generate notifications for inviting applications according to pre-decided eligibility norms normally and through the website

iv. System should have the facility for automated check printing

v. System should allow tender/auction of plots and shops based on random location as and when information is received from Engineering Wing

vi. The system should generate reports of plot wise/applicant wise allotments

vii. The system should maintain details of plots/commercial allotted against each successful applicant

viii. The system should maintain list of un-allotted plots/commercial properties scheme wise. These should be available for disposal under a different scheme and method of disposal

ix. The system should allow for generation of a soft copy of successful/unsuccessful applicant details for hand over to banks

3.7.6. Allotment of Land as compensation to Rohini Registrants and GH Societies

i. System should allow for registration for allotment under the alternate allotment scheme

ii. System should allow for allotment of land as allotment recommendation from L&B department and database of all Group Housing Societies registered in Delhi and all Rohini registrants based on approvals by appropriate authority

iii. System should allow receipt of information from Planning & Engineering department on availability of plots for alternate allotment under Rohini schemes and Group Housing Society categories

iv. Perform allotment through computerized draw with priority based on the rules laid down for the three schemes

v. System should allow of the alternate allotments only in new upcoming schemes

vi. System should ensure further processing through the usual process

x. System should allow for payment of Ground rent in case of societies under:

a. By societies

b. By allottees

3.7.7. Allotment of shops under reserved categories and staff orders

i. System should be able to allow allotment of shops based on pre-defined rules as per reservation policy made for special categories

ii. System should maintain a list of special categories and the amount of reservation allowed against each category

iii. System should be able to update the reservation policy from time to time

iv. System should maintain the status of allotment made under registration with details of numbers allotted against numbers available

3.7.8. Monitoring and Disposal of Petrol pumps, gas godowns, CNG station sites

i. System should be able to maintain records of petrol pumps disposed with names of party currently operating the petrol pump, date of disposal, demand, etc.

ii. System should be able to maintain records of disposal of CNG station sites and gas godowns with details of current agency handling the operations, date of disposal, etc.

iii. System should be able to maintain records and details of field visits to ascertain the actual operation in the disposed land

iv. System should be able to maintain the records of future sites shortlisted for usage as petrol pumps, gas godowns and/or CNG stations.

3.7.9. Monitoring and Disposal of commercial built up properties and licensed units

v. System should be able to maintain records of disposal of commercial built up properties like shops, restaurants, offices, etc.

vi. System should be able to segregate records of commercial built up properties on the basis of types of usage

vii. System should be able to maintain records of Parking contracts, taxi stand sites and licensed units in market complexes

viii. System should be able to generate reports on license fee due, received and date of payment, for licensed units and properties

ix. System should be able to maintain records of agencies handling the operations of licensed units with details of manager in-charge of the location, his contact numbers, etc.

x. System should be able to maintain records through user-defined parameters

xi. System should be able to capture relevant details of an entire market area, including details of shop owners, past records of performance, any encroachments, etc.

3.7.10. Issue of demand letter

i. System should generate demand letters to the successful allottee

ii. System should maintain standard formats for Demand Letters, Possession Letters, Conveyance Deed, etc.

iii. System should have the facility to enter ground rent payment and lease execution in case the allotment is made to societies

iv. System should have the facility to categorize allotee into One time payees, Installment Payees, etc.

3.7.11. Receive Payment Details from Banks

i. The system should have facility to import soft copy of payment details received from banks

ii. The system should be able to generate discrepancy report allottee wise against payments received from banks

iii. The system should allow for manual verification and correction of discrepancy cases with proper safeguards

iv. The system should track payments received allottee wise and generate exception reports

v. The system should have facility to generate notifications to appropriate users in case of late payment or non payments

vi. System should automatically update information for each allotee related to his past submittals of installments and verification of payments

vii. System should maintain complete history of payments made by allotee at all times

viii. The system should have facility to generate defaulter list and generate e-mail/print notifications to appropriate users

ix. The system should have facility to generate reminder letters for defaulters.

x. The system should generate reports on payments received/balance allottee / agency wise

xi. The system should have provision for cancellation of allotment in case of default.

3.7.12. Payment, Possession Letter, Conversion to Freehold

xii. System should allow entry of data related to receipt of payments according to conditions in Demand Letter

xiii. System should generate alerts on any irregularities (installment missed, wrong amount paid, etc.) for each allotee

xiv. System should ensure issue of possession letters on complete payments made by allotee

xv. System should be able to generate information on missing payments, fines, etc. to be imposed on the allotee

xvi. System should have facility to enter application details for execution of Conveyance deed

xvii. System should have the facility to enter application details for conversion from leasehold to freehold and update the status of each conversion application with reference to milestones

xviii. System should be able to capture the lease administration process for land disposal

xix. System should be able to generate the outstanding dues of allotee

xx. System should have the facility to verify whether the allotee has made all payments

xxi. System should allow the user to approve conversion only after receipt of all dues from the applicant / allotee

xxii. System should have inbuilt checks and verifications to ensure all conditions related to execution of deed have been met

3.7.13. Perform transfer of property and mutation related activities

i. System should incorporate the mutation process under different categories:

Change of ownership

Sale of Land

Death of the owner

Other categories

ii. System should allow receipt of application for mutation

iii. System should maintain standard formats for notifications, letters, etc. and be able to print copies of the same

iv. System should allow for maintaining the records of progress of legal proceedings

v. System should maintain the final record of mutation performed with details of:

Reason for mutation

Resulting Change

vi. System should allow for performing construction related activities, like time extension, conversion to free hold, etc.

3.7.14. Relocation/Redevelopment of Commercial Areas

i. System should be able to maintain records of rehabilitated markets / industries, old location, current location, date of shifting, duration of shifting, agency, etc.

ii. System should be able to capture complaints, grievances received from concerned parties on the rehabilitation process

iii. System should maintain records of court orders, committee orders passed in relation to rehabilitation of industries, markets, etc.

iv. System should have facility to enter rehabilitation plans

v. System should be able to capture details of execution against plan and reasons for delay in execution if any

vi. System should have facility to enter redevelopment plans and details

vii. System should maintain records for monitoring of consultants appointed for drawing redevelopment plans with relevant details of past performance, financial data, etc.

viii. System should be able to generate reports on rehabilitations executed within a specific period as defined by the user

3.7.15. Maintain records of Legal cases and Applications received from citizens

i. System should maintain records of Legal cases with details of status, last update, subject of case, relevant dates, etc.

ii. System should be able to classify cases according to user defined subject matters for easy reference to case decisions

iii. System should be able to generate reports on current cases, cases disposed off, etc.

iv. System should be able to maintain entire case history based on user defined parameters

v. System should be able to generate alerts /reminders on case meetings to appropriate personnel responsible for attending the case hearing

vi. System should be able to maintain records of applications received from citizens

vii. System should be able to display the current status of each application, which officer is handling the application, reasons for delay based on pre-defined deadlines for disposal

3.7.16. Web-based functionality

viii. System should allow receipt of complaints from general public on misuse of residential premises for other purposes

ix. System should allow forwarding of these complaints to appropriate department / authority within DDA for further action

x. System should maintain the policies related to auction, allotment of land available to the general public for download through the Internet

xi. System should display notifications for general public and allow download of notification from the internet

xii. System design should make adequate arrangements for integration with online auction sites for auction of plots

xiii. System design should make adequate arrangement for integration with bank databases for online updating of information related to deposit of money (challans) made by allotee

xiv. System should allow complete one to one matching with information available with the Banks on money deposited by Allotee

xv. System should allow creation of new schemes as per requirements of Land Disposal department

xvi. System should maintain the updated records of applicants for all schemes

xvii. System should ensure that any changes made in the applicants data are informed automatically to appropriate authority

xviii. System should ensure that periodic alerts are generated to appropriate authority for maintenance of data

xix. System should allow generation of new schemes as defined by DDA from time to time

xx. System should ensure that a list of applicants is maintained for transfer of unsuccessful applicant names to upcoming schemes

xxi. System should allow generation of alert and automatic cancellation of applicant name from list on allotment

xxii. System should provide appropriate authority with the facility to delete applicant names from the list

xxiii. System should maintain audit trail on any changes made in the applicants database

Provide various Reports as per requirements of the department

3.8 Housing

The Housing department is headed by Commissioner (Housing). The main activity of housing department is to dispose and provide associated services for houses/flats constructed by DDA. The Housing department floats schemes for allotment of houses/flats. Other main activities of the department include enforcement of housing regulations (prevention of unauthorized construction, misuse of houses etc), conversion of flats from leasehold to freehold and providing housing related services such as mutation, change of address etc.

The Housing department is divided into the following sections:

Housing Schemes Sections: There are separate sections for each scheme category. These sections are MIG, LIG, Janta, SFS and EHS. Each section handles the entire scheme management for the schemes floated by the concerned section.

Lease Administration Branch: This section is responsible for processing applications received for conversion of leasehold flats to freehold. This section also handles services such as transfer of property, mutation and inclusion of name.

Housing Finance: This section is responsible for handling all finance related activities of housing department. These activities include calculation of demand and EMIs, verification of payments received and calculation of outstanding dues.

Housing Enforcement: The main activity of this section is to ensure that housing regulations are followed by allottees. The section enforces these regularizations and takes punitive action against defaulters.

The business process maps for housing are given in the following pages. Four processes have been defined for the department. These are:

1. Housing Scheme Management

2. Lease Administration

3. Housing Enforcement

4. Housing Services.

From the process maps it can be observed that the main interaction of housing is with Engineering department (for obtaining housing project status and possession status) and external entities such as customers (for all housing scheme and services) and banks (for application processing and payments) .


At present the Housing department has a Housing Management Information system also known as AWAAS, which is a Developer 2000 and Oracle 8i based application with the following broad level functionality:


1. AWAAS has the following modules:

a. Registration

b. Master Maintenance

c. Payment Maintenance

d. Post Allotment Activities

e. Draw of Lots

f. Demand letter module

g. Compactor module

h. Query module

2. The following activities are handled by Registration module of AWAAS:

a. Data Entry of application received from applicants for allotment

b. Maintenance of application form (addition/deletion of fields, etc)

c. Entry of Amount deposited by applicant

d. Printing of Checklist of application forms for verification and correction of application forms

3. Payment Maintenance module handles the following activities of Housing Finance:

a. Entry of challans received from banks by Cash section

b. Accounting of the payments received (challans). There is no allottee wise accounting.

c. Verification of the challans by concerned sections

d. An option for costing of flats is available in this module which is not being used by Housing Finance

e. 18 reports are available in this module such as Discrepancy report, scheme wise report, bank wise report etc.

4. The Master maintenance module is used for maintaining all masters of AWAAS. There are about 400 masters in AWAAS.

5. Draw of lots module of AWAAS is used for allotment of houses through a Lucky Draw process. The procedure followed for draw of lots is given below:

a. The system appends an 8 digit random number to each flat being allotted.

b. The flats are sorted and reshuffled.

c. A Cross-Reference table of flats is generated. A random serial number is assigned to each flat. The table is printed. (These flats are also flagged in the database)

d. The same procedure is followed for applicants and a cross-reference table of applicants is generated and printed. The preferences of the applicants are also mentioned against each applicant in the cross-reference table.

e. A lucky number for both flats and applicants is manually drawn and entered in the system.

f. The Draw program is run and the system allots the flats to applicants. The allottee trail and the final allotment list is printed.

6. Post Allotment Activities module of AWAAS handles the following activities of housing:

a. Cancellation of allotment

b. Addition/Deletion of names (in case of joint holding etc)

c. Change of mode of payment from Hire Purchase to Cash Down

d. Mutation

e. Updation of refund of money (not used for accounting purpose)

f. Conveyance Deed (CD) execution (not being used currently)

g. CD Execution module for monitoring stage of execution.

h. Printing of CD (not being used currently)

i. Issue of possession letter (not being used)

7. The Query module of AWAAS is used to search using pre-defined queries.

The application will have to be enhanced or suitably recoded / modified as per requirements specified in this section and will have to be integrated with the Integrated Management System

SYSTEM REQUIREMENTS

Housing Scheme Management

3.8.2. 3.8.3. Receive details of flats available from Engineering

i. The system should maintain complete list of flats which are available/under constructionii. The system should maintain all details of a flat like zone, address, flat category etciii. Interface with engineering module to obtain status of a flat and relevant detailsiv. The system should enable the user to estimate the likely available date of a flat (date of completion of construction of the flat)v. Provide various Reports as per requirements of the department

3.8.4. Float a Housing Schemexi. Scheme Name, Date of inception, Date of Draw, Date of closure etc

xii. Provide for associating a flat with a particular scheme. Ensure that a flat is associated only with one scheme at a time

xiii. Provide for reservation of a flat for a particular category of applicants eg ground floor flats for physically challenged applicants

xiv. Provide for associating a priority number for each flat in the scheme based on list of waiting registrants, reservation of the flat etc

xv. Maintain list of banks associated with the scheme along with bank details

xvi. Maintain details of brochures issued for a particular scheme including brochure cost

xvii. Maintain details of number of brochures issued to various sales counters/banks for a particular scheme

3.8.5. Receive Application form and Registration Money from Banks

ix. Maintain standard formats of application forms for housing schemes

x. Provide for importing soft copy of applicant data received from banks

xi. Provide for verification and correction of applicant data (with physical application forms)

xii. Maintain applicant details for each scheme such as Applicant Name, Application Form No., Scheme Name, Address etc

xiii. Maintain details of registration money received applicant wise/bank wise/scheme wise

3.8.6. Conduct Computerized Draw

xviii. The system should allow conducting of computerized random draw for allotments

xix. The system should allow pre-defined criteria for the draw

xx. The system should allow sorting and random shuffling of flats and applicants and generation of cross-reference tables prior to conduction of the draw

xxi. The system should allow for use of lucky number as the starting number for the draw.

xxii. The system should generate reports of flat wise/applicant wise allotments

xxiii. The system should maintain details of flats allotted against each successful allotee

xxiv. The system should maintain list of un-allotted flats scheme wise. These should be available for allotment under a different scheme

xxv. The system should allow for generation of a soft copy of successful/unsuccessful applicant details for hand over to banks

3.8.7. Prepare Consolidated Refund Cheques Bank wise

i. The system should automatically calculate the refund amount for each scheme bank wise for all banks associated with the scheme

ii. The system should provide for automated cheques printing facility with proper authorization

iii. The system should generate reports of refund money bank wise and applicant wise.

iv. The system should allow generation of a soft copy of refund amount bank wise and applicant wise for hand over to banks

3.8.8. Calculate Housing Cost and Demand

i. The system should interface with costing module for obtaining relevant costing data

ii. The system should import land premium and housing construction cost data from costing module

iii. The system should be able to calculate plinth area rates on a half yearly basis by using average housing cost data (standard costing)

iv. The system should maintain plinth area rates for the current year and previous years.

v. The system should be able to calculate the housing cost using the plinth area rates and multipliers specified by the user

vi. The system should allow calculation of demand for two types of payments Cash Down and Hire Purchase

vii. For cash down, the system should be able to calculate the cash down payment for each flat allottee wise and scheme wise

viii. For Hire Purchase, the system should be able to calculate the first installment and EMIs.

ix. The system should allow the user to specify pre defined criteria such as first installment amount (% of total cost), interest rate, no of installments etc for calculating the first installment amount and EMIs for Hire Purchase schemes

x. The system should maintain the payment terms (demand) for each allottee

3.8.9. Issue Demand Letters to Allotee

i. The system should maintain standard formats for demand letters

ii. The system should automatically generate demand letters for each allottee based on the demand calculated

iii. The system should allow for bulk and individual printing of demand letters for each scheme

iv. The system should maintain the date of printing of demand letter allottee wise. The system should not allow duplicate printing of demand letter without authorization.

v. The system should maintain the date of issue of demand letter.


ix. The system should have facility to import soft copy of payment details received from banks

x. The system should be able to generate discrepancy report allottee wise against payments received from banks

xi. The system should allow for manual verification and correction of discrepancy cases

xii. The system should track payments received allottee wise and generate exception reports

xiii. The system should have facility to generate notifications to appropriate users in case of late payment of first installment

xiv. The system should have facility to generate defaulter list and generate e-mail notifications to appropriate users

xv. The system should have facility to generate reminder letters for defaulters.

xvi. The system should generate reports on payments received/balance allottee wise

xvii. The system should have provision for cancellation of allotment in case of default.

3.8.11. Issue Possession Letter

i. The system should generate reports of allottees eligible for issue of possession letter (ie all payments have been made by allottee)

ii. The system should allow issue of a reminder letter asking for the allottee to apply for possession along with details of documents required

iii. The system should provide a checklist of supporting documents required for allotment

iv. The system should allow generation of possession letter only if all payments are made and all documents are received

v. The system should maintain standard formats for possession letter

vi. The system should generate reports on possession letters issued date wise, scheme wise etc.

vii. The system should maintain date of issue of possession letter for each allottee

3.8.12. Intimate Hand Over of Possession to Housing

i. The system should allow authorized users in Engineering department to view the possession letter issued to an allotee

ii. The system should allow engineering users to input date of hand over of possession of flat

3.8.13. Execute Conveyance Deed

i. The system should maintain pre defined formats of Conveyance Deed

ii. The system should allow for printing of Conveyance Deed allottee wise

iii. The system should allow printing of CD only if intimation has been received from engineering on hand over of possession

iv. The system should generate reports on CDs issued allottee wise/scheme wise

Housing Lease Administration

3.8.14. Receive Application for Conversion to Freehold from Banksi. The system should have facility for entering applicant details such as applicant name, address, flat address, scheme under which allotment was made etc

ii. The system should provide for status monitoring of each application received

iii. The system should have the facility to update status of each conversion application with reference to milestones

iv. The system should have facility to retrieve applicant and flat details from the database by applicant name, flat no etc

v. The system should have facility to view all matching applicant/flat data and select the correct applicant/flat manually

3.8.15. Verify Outstanding Dues

i. The system should allow the user to view all payment details for the selected flat

ii. The system should incorporate pre defined rules for calculating outstanding dues for each scheme, flat category etc

iii. The system should be able to calculate and display the outstanding dues for the selected flat

iv. The system should generate demand letter for the selected applicant/flat. The system should have facility to print the demand letter.

v. The system should maintain date of issue of demand letter

vi. The system should have facility to export demand details to hand over to banks


i. The system should have facility to import soft copy of payment details received from banks

ii. The system should be able to generate discrepancy report of payments not received/partial payments received applicant wise against payments received from banks

iii. The system should allow for manual verification and correction of discrepancy cases

3.8.17. Approve Conversion and Issue Conveyance Deed

i. The system should allow the user to approve conversion only after receipt of all dues

ii. The system should display details of outstanding dues/payments received etc

iii. The system should maintain pre defined formats for CD

iv. The system should allow generation and printing of CD

Housing Enforcement

3.8.18. Receive Complaints of Violations from Public

i. The system should have facility to maintain details of complaints received such as complainant name, flat details, flat owner details

ii. The system should generate an automatic complaint no for each complaint

iii. The system should provide for status monitoring of each complaint

3.8.19. Check Violation and Issue Show Cause Notice

i. The system should allow the department user to view the complaint details

ii. The system should allow the user to view all the flat details from the database

iii. The system should allow the user to enter the report on the violation

iv. The system allow the user to print show cause notices under section 30/31

v. The system maintain pre defined formats for show cause notices

3.8.20. Receive/Approve application for Regularization

i. The system should allow inputting of application details

ii. The application should be related to the complaint number

iii. The system should maintain list of supporting documents required for regularization

iv. The system should allow approval of regularization only after all supporting documents have been confirmed

v. The system should update regularization details against the concerned flat

3.8.21. Issue Orders for Demolition/Cancellation of Lease

i. The system should allow users to generate and print demolition/cancellation orders

ii. The system should generate e-mail notification to users in LAB section for cancellation of lease

iii. The system should allow users to enter action taken report

iv. The action taken and status should be linked to flat no/complaint no

v. The system should generate reports complain wise/period wise etc

Housing Services

3.8.22. Receive Application form and documents from applicant

i. The system should maintain list of services provided by housing department

ii. The system should generate an automa