State Portal/SSDG Implementation Project - LMK · State Portal/SSDG Implementation Project e-Services User Manual Govt. of Himachal Pradesh Version 1 Prepared by Infosys Technologies

SSDG Himachal Pradesh Portal e-Services User Manual

Copyright © SSDGHP. All rights reserved. 1

State Portal/SSDG Implementation Project

e-Services User Manual

Govt. of Himachal Pradesh

Version 1

Prepared by Infosys Technologies Limited

20 Oct 2011



Contents 1. INTRODUCTION- STATE PORTAL .............................................................................................................. 3

2. HOME ...................................................................................................................................................... 4

2.1 LOGIN ............................................................................................................................................... 5 2.2 REGISTER ........................................................................................................................................... 9 2.3 MY PROFILE ...................................................................................................................................... 16 2.4 WHAT’S NEW AND QUICK LINKS ............................................................................................................ 17 2.5 PORTAL SEARCH ................................................................................................................................. 18 2.6 SEARCH ESERVICES BY TITLE................................................................................................................... 19 2.7 PORTAL IN HINDI ................................................................................................................................ 20

3. E-SERVICES ............................................................................................................................................ 21

3.1 E-SERVICES ....................................................................................................................................... 21 3.2 ONE STOP SERVICE INFORMATION .......................................................................................................... 24 3.3 E-FORM SUBMISSION .......................................................................................................................... 26

3.3.1 Form Submission ....................................................................................................................... 26 3.3.2 Upload Attachments .................................................................................................................. 38 3.3.3 Payments .................................................................................................................................. 40

3.4 PRINT FORM ..................................................................................................................................... 41 3.5 MY SERVICES PAGE ............................................................................................................................. 43

3.5.1 My Recent Transactions ............................................................................................................. 43 3.5.2 Transaction Details .................................................................................................................... 44 3.5.3 View Status History .................................................................................................................... 48

3.6 SEARCH............................................................................................................................................ 51 3.7 ADVANCE SEARCH .............................................................................................................................. 53

4. E-PRODUCT ........................................................................................................................................... 56

5. OTHER MINUTIAE .................................................................................................................................. 57

5.1 ABOUT THE PORTAL ............................................................................................................................ 57 5.2 FAQ ............................................................................................................................................... 58 5.3 HELP ............................................................................................................................................... 58 5.3 TERMS OF USE ................................................................................................................................... 59 5.4 CONTACT US ..................................................................................................................................... 59 5.5 SITE MAP ......................................................................................................................................... 60 5.6 DOWNLOADS .................................................................................................................................... 60 5.7 COPYRIGHT ....................................................................................................................................... 61 5.8 DISCLAIMER ...................................................................................................................................... 61 5.9 PRIVACY STATEMENT ........................................................................................................................... 62

6 ILLUSTRATION ....................................................................................................................................... 63



Revision History

Name Date Reason For Changes Version

Infosys 20 Oct 2011 Created 1.0

1. Introduction- State Portal

State Portal is envisioned to be a single source for the state government for the delivery of informational and transactional services to the citizens.

The objectives of State Portal/SSDG project are

• Service Quality • Easy, anywhere and anytime access • Disseminating notifications & publications

• Increased Transparency • Transforming interaction model from Direct to Online

• Increased Efficiency • Reducing number of Citizens’ visits • Reducing administrative and service time & costs

• Accountability • Enhancing perception & image of the Govt.

• Enhance PPP • Service Delivery through Common Service Centers

Besides fulfilling these objectives, it also provides many other features to the citizen such as allowing the user to fill in the applications offline and upload them at a convenient time in case connectivity to the internet is an issue.



2. Home

The Portal home page is the first page that user comes across. It consists of following major sections:-

1. Login 2. Register 3. My Profile 4. What’s New 5. Quick Links 6. Portal Search 7. Search eservices by Title 8. Portal in Hindi

The screenshot of homepage is shown below:-



2.1 Login

This section provides the details about the logging in to the application. On clicking Login section the control gets navigated to the login page where the username, password along with other details to be entered. A registered user can enter the login credentials.



Alternatively login page can also be reached by clicking “Login to Apply” in the homepage.

The screenshot is shown below:-



In case the registered user has forgotten the password he/she can retrieve it by clicking on the “Click here to retrieve” link on the Login Page.



User can enter the registered User ID , select the secret question given at the time of registration and enter the answer given at that time and click “Go”.

It navigates to Reset Password page which helps to reset the new password where user should enter the user ID, password and confirm password to reset the password. Click “Reset”. New password would be set. On successful login a notification message will be appear on the screen.



2.2 Register

On clicking the “Register” link in the home page the user will be redirected to “Registration Page”.





Alternatively “Registration Page” can also be reached by clicking on the “Click here to register” link on the “Login Page”.




The User Registration page has two sections:

• Personal Details • Login Details

The Personal Details section contains the details of the user. The fields marked with “*” are mandatory.


The Personal Details section contains the details of the user. The fields marked with “*” are mandatory.

The value entered for in the fields is validated against some validations. Following table shows the correct format for filling these fields. In case the value entered in these fields is not in the correct format, error message(s) will be displayed in red colour on the same page itself.



Field Correct Format Error Message (in case correct format is not entered)

Name Name must contain only alphabets and spaces. It should be of maximum 40 characters. Eg:- FirstName MiddleName LastName

Name must contain only alphabets and spaces. Name is mandatory field.(when no value is entered). The name must be of maximum 40 characters(if it exceeds 40 characters).

Sex It must be selected. Sex is mandatory field (when no value is selected).

Address It must be provided. Address is mandatory (when no value is selected).

Mobile No It must be of 10 digits. Mobile number must be of 10 digits.

Landline No It must be of 11 digits Landline number must be of 11 digits. Email Id It must be in the correct format. Ex

: [email protected] Email Id must be in the correct format (Ex [email protected])

Father/Husband It is non-mandatory. However if one of the value is selected then name of father/husband (whosoever is selected) should be provided in the same format as that of “Name” field.

Please provide the name of Father/Husband (if it is not provided). Father/Husband name must be of maximum 40 characters(if it exceeds 40 characters).

Id/Proof Details It must be selected and corresponding to the selected ID/Proof the details should be provided.

Please Select any one Id type(if it is not selected). Provide details of the selected Id type(if the details of the selected ID are not provided).

Pincode It is mandatory field and must contain exactly 6 digits only.

Pincode is mandatory(if it is left blank) Pincode must be only digits(if digits are not entered). Pincode must be of 6 digits(if less than 6 digits are entered).

Is LMK User It is non-mandatory. However if the checkbox is checked then LMK User Id should be provided.

Provide the LMK User Id.

District It is mandatory field and should be selected.

District is mandatory field

Tehsil It is mandatory field and should be selected.

Tehsil is mandatory field

* SMS alerts regarding status updates and other comments will be sent to the mobile number entered in the registration page.



The Login Details section contains the details through which the user will be able to access the e-Forms on the state portal.

All the fields in the “Login Details” section are mandatory. The values entered in these fields are also validated against some validations. Following table shows the correct format for filling these fields.

Field Correct Format Error Message (in case correct format is not entered)

UserName It is mandatory and should not be left blank.

User name is mandatory

Profile Login Password It is mandatory and should be at least 8 characters.

Password is mandatory(if it is left blank). The password must be atleast 8 characters.

Confirm Password It is mandatory and should exactly match the Profile Login Password provided above.

Confirm Password is mandatory(if it is left blank). Confirm Password must match the Login Password(if it is not matching with Login Password).

Secret Question It is mandatory and must be selected.

Please Select one secret question.



Secret Answer It is mandatory and must be provided.

Secret Answer is mandatory.

Checkbox adjacent to the declaration should be ticked after completing the form.

Then click Submit to complete the registration.

If the registration is successful a message “Registration Done Successfully” is shown on the registration page.

Why is Registration Mandatory?

Registration of the applicant is mandatory to avail the services provided on the Himachal Pradesh State portal.

The online submission of the e-forms for applying for various services is possible only if the applicant is a registered user and has successfully logged-in on the portal.

The uploading of the filled e-forms in the offline mode is also possible only if the applicant is a registered user and has successfully logged-in on the portal.

Checking the status of the submitted e-forms is possible only when the registered user is logged in.



2.3 My Profile

The user gets navigated to “My Profile” when he clicks on “My Profile” tab in the “User Home Page”.

The My Profile page contains all the details given during the registration with an “Edit” and “Change Password” tab in case the user want to edit some information given during the registration.

Clicking “Change Password” tab redirects user to Change Password Page (as discussed in the previous section) where in user can change his old password.



2.4 What’s New and Quick links

By clicking on the links given in these sections the user will be prompted that they will be navigating to external website. These links helps the user to know about Government of Himachal Pradesh, Government Departments, Official Telephone Directory, Government Holidays, Himachal District Maps, Himachal Tourism, Himachal Map, Official Calendar, e-Governance Plan and National Portal of India.



2.5 Portal Search This section is used to search the content in the portal. The search is based on the key words.

User can enter the key words in the provided text box and can click on search option to proceed.



2.6 Search eservices by Title The Search with eservices is used to search the eservices with the help of the key word entered.

The user needs to enter the required key words and press on search option in order to get the required details. The screen shot is as shown below.



2.7 Portal in Hindi

The site is provided in two languages namely English and Hindi for the better user understand ability.

The user can switch between the languages by selecting English or Hindi at the top right corner of the portal.

On Selection of the hindi language the portal looks as shown below.



3. e-Services

The e-Services Section in the home page lists the departments, that provides various services through the portal.

3.1 e-Services

When the user selects “e-Services” tab in the home page, the following screen will be displayed. The list of all departments for which the services are provided by the portal will be displayed.



On clicking the department name, user is redirected to department specific page which contains list of all the services covered under that department.

The List of departments and the services available under each department are as follows.

1. Agriculture Department Application for Soil Testing

2. Animal Husbandry Department Application for Poultry farms Application for Ram Centre or Sheep Breeding

3. Election Department Application of Inclusion of Name in Electoral Roll Application for Seeking Deletion of Name in Electoral Roll Application of Transposition of Entry in Electoral Roll Application for Correction to Particulars in Electoral Roll

4. Electricity Department Application for New Connection Application for Power Availability Certificate

5. Fisheries Department Application for Fishing License



6. Food and Civil Supplies Department Application for Issuance of Ration Card for Urban Application for Duplicate copy of Ration Card for Urban Application for Grant of Trade Article License Application for Issuance of Ration Card for Rural Application for Renewal of Ration Card for Urban Application for Renewal of Ration Card for Rural Application for Duplicate copy of Ration Card for Rural

7. Forest Department Application for Export Permit Fee Application for Grant of Timber Distribution Application for Relief for Injury Death by Wild Animals

8. Horticulture Department Application for Grant of License for Registration or Raising Fruit Nursery Application for Renewal of License for raising Fruit Nursery

9. Labour and Employment Application for Principal Employer Registration Employing Contract Labour Application for Contract Labour License Application for Renewal of Contract Labour License Application for Registration of Principal Employer Employing Migrant Workmen Application for License for Inter state Migrant Workmen Application for Renewal of License for Inter state Migrant Workmen Application for Trade Union Registration Application for Motor Transport Work Registration Application for Registration of Shops and Commercial Establishments Application for Renewal of Motor Transport Certificate Application for Renewal of Shops and Commercial Establishments

10. Panchayati Raj Department Application for Birth Registration and Issuance of Certificate Application for Death Registration and Issuance of Certificate Application for Marriage Registration and Issuance of Certificate

11. Revenue Department Application for Issue of OBC Certificate Application for Issue of Caste Certificate Application for Issue of Income Certificate Application for Issue of State Bonafied Certificate Application of Copy of Nakal/Jamabandi



12. Rural Development Department Application for Issuance of BPL Certificate Application for Registration under NREGS Application for work under NREGS

13. Sainik Welfare department Application for Old Age Financial Assistance Application for Gallantry Award Winners Monetary Grant OR Annuity Application for Bus Pass for Award Winners and War Widows Application for Employment of Ex Servicemen

3.2 One stop Service Information Each service associated with the portal has the help info with the description of the service its use and the flow of the form in the government

On clicking the department name, user is redirected to department specific page which contains list of all the services covered under that department.



The screenshot below shows the services covered under Food and Civil Supplies department.

Clicking on any of the Service Title will open a new window on the browser which contains the Service html.

Service html contains the following details and other information pertaining to the service.

Service Description: Explains about the service and its purpose.

How to apply: Explains about the navigation on the portal in brief.

Eligibility criterion: Explains about the eligibility of the person for form submission.

Supporting documents: Explains about the supporting documents required if any for the form submission.

Application Fee: Explain about the application fee to pay if any on form submission.

The screenshot corresponding to “Application for Issuance of Ration Card (Food and Civil Supplies Department)” is shown below:-



3.3 E-form Submission

3.3.1 Form Submission The E-forms can be submitted in three different ways. User has a choice either to submit it :-

Online – User has to log in to the portal, fill the e-form, attach documents (if required) and submit it online.

Offline – User can “Download Form”, fill it by opening it through the Offline client, save it and then ‘Upload’ the saved offline form. User does not require internet for filling the form in offline mode.

Print – User can take the print out of the form through “Print Form” option. He/she can manually fill in the details and submit the form in the nearest office of the concerned department.



3.3.1.1 Online Submission

The user can submit Online E-form by clicking on the “Submit New EForm” tab which is present on the e-Services Page or in the User Home Page (both in case of a logged-in user).

*It is mandatory for the user to log-in, to avail this service of online submission.



When user clicks on “Submit New EForm” tab he/she will be redirected to the following page shown in the screenshot below :-



On clicking the specific department, the services under the department are shown.

The screenshot below shows the services covered under Food and Civil Supplies department.

Click on the Action of the respective service to apply and the e-Form page will be displayed

The e-Forms can be filled online through the Submit Online option.



Fields with “*” and textboxes with orange borders are mandatory fields. Dropdown menus and date pickers are provided to facilitate the form filling.

The “Help” tab provided on the top opens a new window on the browser providing the help content to fill the form. Help html provided for “Application for Issuance of Ration Card”



If the data filled in any field is incorrect then the validation fails and it shows error message below that field. The user can read that error message and can fill the data correctly.



For tables, the “+” sign adds a row to the table, while the “X” sign deletes the adjacent row.

Click Submit after filling in the fields. Before submission of form, the “!” mark is displayed in the left bottom corner of the form.

After clicking the Submit button, a check mark is displayed on the left bottom corner of the form and the PDF icon is also activated.



The form is then validated and an alert box is displayed. Click Upload.

Clicking Upload opens the Upload Attachments Screen.



3.3.1.2 Offline Submission

3.3.1.2.1 Download Offline Form User can download the offline form and can fill it later through the Offline Client. The downloaded file will be an encrypted file with .inf extension. User can fill it through the offline client. Offline client can be downloaded from the ‘Downloads’ section. No internet connection is required for filling the form in offline mode.

Click the “Download Form” link.



A pop-up will appear which will prompt user to save the encrypted file.

After saving this file, user can open it in the offline client and fill the form and save it. Internet connection is not necessary for filling it in offline mode.



3.3.1.2.2 Upload Offline Form

User can upload the saved and filled offline form by clicking this link. Only encrypted file can be uploaded. The saved file to be uploaded must be in the encrypted format for successful upload.

Click on “Upload EForm” link.



User will be redirected to the following page where he can browse the offline form which was filled and saved and upload the selected document.

On successful upload, the user is then navigated to the Upload Attachments Screen



3.3.2 Upload Attachments The upload page contains options to upload documents related to the submitted e-form.

The page may contain the sample formats for some legal documents. The user can upload documents from the computer through “Browse…” button. Click Upload button to complete the uploading of respective documents.



After the document is uploaded, a check mark appears above the text box as an acknowledgement.

Click Complete Submission after uploading all required documents.



3.3.3 Payments Upon clicking the complete submission the amount corresponding to the form is calculated and the amount if any is displayed on the portal page as shown below with the make payment option to the user in order to proceed further with the payment.

E-Forms Successful Submission Page On clicking Successful Submission button, the following page is displayed:

It contains the Receipt number. This number can be used for future references to the submitted e-form.



The e-Form has been successfully submitted.

3.4 Print Form

User can take the print out of the form by clicking the “Print Form” tab. He/she can manually fill in the details and submit the form in the nearest office of the concerned department.

Click the “Print Form” link.



A pop-up will appear which will prompt user to save the file.

The file will be in PDF format. After saving the file, user can open it, fill it manually and submit to the nearest office of the concerned department.

* User may not be necessarily logged in to obtain the print version of the e-form.



3.5 My Services Page

3.5.1 My Recent Transactions The My Services Page contains all the details and the updated status of the e-forms submitted by the user.



3.5.2 Transaction Details

By clicking on any of the Receipt No. present on the “My Services” page the Transaction Details for that particular service is displayed.



The Transaction Details page contains the “Download” tab by which we can download the form which we have filled before, in the PDF format.



The attachment user have uploaded during the Initial Submission of the form can be downloaded by clicking on the tab “Download If yes enclose attested copy of issued by the component authority” present in the Transaction Details page.





3.5.3 View Status History By clicking on “View Status History” tab user can see the application status along with the comments, date and time.



The application status depends on the status of the e-form. It can be in the following status:

1.) Initial Submission: When the user has submitted the form and did not attach any attachments

2.) Submission Successful: After uploading the attachments, when user clicks on “Complete Submission” the application status changes to Submission Successful.

3.) In receipt: User has submitted the form and it is received by the respective department, and the department officer is yet to take some action till then it is In Receipt Status.

4.) Department Specific Officer Reviews: The officers in the specific department, after verifying the filled form and attachments (if any for that form) can either accept or reject the application. He can also notify the user to re-upload the attachments, if the attachments are invalid or improper. In each case the user can view the comments and act accordingly. At any point of time user can see the status of his submitted form.



When the e-form is received by the department, the application status will change to “In receipt”. Then the Soil Officer accepted the application and forwarded it to Soil Lab. The status changed to “Soil Officer Review”. Then the Soil Lab processed the accepted the application, generated the certificate and forwarded to Soil Officer for completion and issuance of certificate. The status changed to “Soil Lab Report”. Finally the Soil Officer completed the application and issued the certificate. The status thus changed to “Soil Officer Review” with appropriate informative comments.



3.6 Search

User can search those forms for which transaction are made through the “Search ” tab present in the e-services .



Search result when the form has been searched through the form title “***”

It shows all the transactions of the forms made till now.



3.7 Advance Search

User has to click the “Advance Search” tab and the window opens which is shown on the next page:



The user can search through any of the fields present in the page. Then click Search.



Search result when the form has been searched through the form title “***”

It shows all the transactions of the e-forms made till now.



4. e-Product

By clicking this tab the user can enter the unique product ID on the certificate and click on Go. The certificate issued by the issuing authority against the entered product ID will be displayed.



5. Other Minutiae

5.1 About the Portal



5.2 FAQ

5.3 Help



5.3 Terms of Use

5.4 Contact Us



5.5 Site Map

5.6 Downloads

User can download the offline client by clicking “Download offline Client” link.



5.7 Copyright

5.8 Disclaimer



5.9 Privacy Statement



6 Illustration

Consider a situation where a new user “Tom” tries to submit an online application. Following screenshots shows the step how he proceeds:

Tom opens the Home-Page. Since he is an un-registered user so he first clicks the “Register Link” to register himself.



Tom enters the details in the Registration Page and click “Submit”.



He will be notified for successful registration. He then proceeds to Login Page.



He will enter the login credentials and click “Login”.



Now he is a logged in user and can submit the E-Form online. He clicks “Submit New EForm”.



He clicks on the concerned department (say Labour and Employment).



He clicks on the selected service for getting details pertaining to the service.



A new tab will be opened containing information about this service.



He clicks the “Action” tab provided against the service.



On the service details page he clicks the “Submit Online” tab.



He will fill the e-Form and submit it.



After submitting the e-Form he will proceed to “Upload” section.



He will browse and upload the required attachment and clicks “Complete Submission”.



A receipt number will be generated notifying “Submission Successful” of the e-Form. He then clicks “Back to Home”.



In the “Your Recent Transactions” the status of the e-Form will be updated. Then, he clicks the Receipt No (101185).



Now he can download the filled application form on the PDF format by clicking on “Download.” He can also download the attachment(s) he has attached at the time of e-form submission by clicking on the links provided in the “Download Attachment ”column.



On clicking the “Download” link he can obtain the filled e-Form in pdf format.



When he clicks on “View Status History” he can see the status of the submitted e-Form with appropriate comments.



When the e-Form is completely processed by the department, he will get the product ID using which he can generate the certificate (if any) for the submitted e-Form.



He visits the URL mentioned , enters the unique product ID and clicks “Go”.



He will get a link to obtain the issued certificate. Clicking on the link, the issued certificate can be downloaded.



The issued certificate will have a Signature and Seal of the officer (or department) concerned.

* In this sample scenario original issued certificate is not shown.

Documents

State Portal/SSDG Implementation Project - LMK · State Portal/SSDG Implementation Project e-Services User Manual Govt. of Himachal Pradesh Version 1 Prepared by Infosys Technologies