Prepared by Anurag Agrawal, ASC, Lucknow
Detailed Project Report –e-Governance Version- 2.1 (Nagar Nigam-Varanasi)
- 1 -
BY AANNUURRAAGG AAGGRRAAWWAALL
((AAPPPPLLIICCAATTIIOONN SSOOFFTTWWAARREE CCOONNSSUULLTTAANNTTSS,, LLUUCCKKNNOOWW))
0088112277229999885522,, 00552222--33005500332255 iinnffoo@@aasscciinnffoo..iinn,, wwwwww..aasscciinnffoo..iinn
Prepared by Anurag Agrawal, ASC, Lucknow
Detailed Project Report –e-Governance Version- 2.1 (Nagar Nigam-Varanasi)
- 2 -
TTTaaabbbllleee ooofff cccooonnnttteeennntttsss
Table of Contents 2 1. GLOSSARY OF TERMS 7 2. INTRODUCTIONS 8 3. JNNURM INITIATVIES 9
3.1. Objective of E-governance 9 3.1.1. e-Governance envisages to 9 3.1.2. Need of e-Governance 9 3.1.3. Environmental requirements for e-Governance 10 3.1.4. Applicability of Policy 11 3.1.5. Automatic processes 11 3.1.6. e-Governance in Municipalities is expected to: 12 3.1.7. Thus for the ULBs/Corporation, the NMMP would: 13 3.1.8. For the Citizens, the NMMP would: 13
4. PROJECT OVERVIEW 14 4.1. Goals 14 4.2. Benefits 14 4.3. Objectives 15 4.4. Scope of DPR 15 4.5. Acknowledgements 16
5. DPR METHODOLOGY 17 6. ABOUT NAGAR NIGAM, VARNASI 18
6.1. Organization Structure 20 6.2. Administrative Wards 21 6.3. Functional Location 22 6.4. Financial 22
6.4.1. Revenue Sources 22 6.4.2. Expenditure Heads 23
6.6. Services provided by NNVNS 24 7. IT INTITIATIVES 25
7.1. Summary of current IT Initiatives 25 7.2. Software 25 7.3. Hardware 26 7.4 Software Licenses 27
8. GENERAL OVERVIEW OF JNNURM E-GOVERNANCE INITIATIVE
28
8.1 Services Delivery Channels 28 8.2 Software Components 28 8.3 IT Infrastructure & Communications 29 8.4 Security 30
9. DETAILED REQUIREMENTS OF E-GOVERNANCE 32 9.1 Complaint/Request Management 32
Prepared by Anurag Agrawal, ASC, Lucknow
Detailed Project Report –e-Governance Version- 2.1 (Nagar Nigam-Varanasi)
- 3 -
9.1.1. Workflow 32 9.1.2. Limitations and Constraints 33 9.1.3. BPR 34 9.1.4. Proposed Workflow 34 9.1.5. Integration with Other Systems 35
9.2 Health Services 36 9.2.1. Birth and Death Certification 36
9.2.1.1. Workflow 36 9.2.1.1.1. Application within 21 days 36 9.2.1.1.2. Application after 21 days 37 9.2.1.1.3. For Duplicate Copy 38
9.2.1.2. Limitations/Constraints 39 9.2.1.3. Proposed Work Flow 40 9.2.1.4. BPR 41 9.2.1.5. Integration with Other System 41
9.2.2. Solid Waste Management 42 9.2.2.1. Workflow 43 9.2.2.2. Limitations and Constraints 43 9.2.2.3. BPR 44 9.2.2.4. Proposed Workflow 45 9.2.2.5. Integration with Other Systems 46
9.2.3. Public Health 47 9.2.3.1. Workflow 47 9.2.3.2. Limitations and Constraints 48 9.2.3.3. BPR 48 9.2.3.4. Proposed Workflow 49 9.2.3.5. Integration with Other Systems 50
9.3. Accrual Based Double Entry Accounting System 52 9.3.1. Workflow 52 9.3.2. Limitations and Constraints 52 9.3.3. Proposed Workflow 53 9.3.4. BPR 55 9.3.5. Integration with Other Systems 55
9.4. Audit 56 9.4.1. Workflow 56 9.4.2. Limitations and Constraints 58 9.4.3. Proposed Workflow 58 9.4.4. BPR 58 9.4.5. Integration with Other Systems 58
9.5. Licensing 59 9.5.1. Workflow 59 9.5.2. Limitations and Constraints 59 9.5.3. Proposed Workflow 60
Prepared by Anurag Agrawal, ASC, Lucknow
Detailed Project Report –e-Governance Version- 2.1 (Nagar Nigam-Varanasi)
- 4 -
9.5.4. BPR 61 9.5.5. Integration with Other Systems 61
9.6. Property Tax 62 9.6.1. Workflow 62 9.6.2. Limitations and Constraints 63 9.6.3. Proposed Workflow 64 9.6.4. BPR 66 9.6.5. Integration with Other Systems 67
9.7. Project Management System 68 9.7.1. Workflow 68 9.7.2. Limitations and Constraints 69 9.7.3. Proposed Workflow 69 9.7.4. BPR 71 9.7.5. Integration with Other Systems 71
9.8. Estate Management 72 9.8.1. Workflow 72 9.8.2. Limitations and Constraints 73 9.8.3. Proposed Workflow 73 9.8.4. BPR 73 9.8.5. Integration with Other Systems 74
9.9. Personnel Information System including PR, Pension and PF
75
9.9.1. Workflow 75 9.9.2. Limitations and Constraints 76 9.9.3. Proposed Workflow 76 9.9.4. BPR 79 9.9.5 Integration with Other Systems 79
9.10. Material and Inventory Management (Stores) 80 9.10.1. Workflow 80 9.10.2. Limitations and Constraints 82 9.10.3 Proposed Workflow 83 9.10.4 BPR 84 9.10.5 Integration with Other Systems 85
9.11. E- Procurement 86 9.11.1. Workflow of AS IS Process 86 9.11.2. Limitations and Constraints 87 9.11.3. Proposed Workflow 87 9.11.4. BPR 88 9.11.5. Integration with Other Systems 88
9.12. General Administration and Municipal Secretariat 89 9.12.1. Workflow 90 9.12.2. Limitations and Constraints 90 9.12.3. Proposed Workflow 91 9.12.4. BPR 92
Prepared by Anurag Agrawal, ASC, Lucknow
Detailed Project Report –e-Governance Version- 2.1 (Nagar Nigam-Varanasi)
- 5 -
9.12.5. Integration with Other Systems 92 9.13. Legal Tracking System 93 9.13.1. Workflow 93 9.13.2. Limitations and Constraints 94 9.13.3. Proposed Workflow 94 9.14.4. BPR 95 9.13.5. Integration with Other Systems 95
9.14. Municipal Payment System 96 9.14.1. Workflow 97 9.14.2. Limitations and Constraints 97 9.14.3. Proposed Workflow 99 9.14.4. BPR 99 9.14.5. Integration with Other Systems 100
9.15. Web Portal 101 9.16. Municipal GIS 103
9.16.1. Proposed Workflow 103 9.16.2. BPR 104 9.16.3. Integration with Other Systems 105
10. BUSINESS PROCESS REENGINEERING PROPOSED FOR E- GOVERNANCE
107
10.1. General BPR 107 10.2. Specific BPR for Departments 109
11. PROPOSED MUNICIPAL E-GOVERNANCE SOLUTION 111 11.1. Overview of System 111 11.2. Software Modules 112
11.2.1. Software Applications and Customized Modules 113 11.2.2. Scalability of the System 113 11.2.3. Integration and Compatibility within modules 114 11.2.4 Data Migration 114
11.4. ICT Infrastructure 114 11.5. Implementation Model: Public Private Partnership 115
12. IMPLEMENTATION TIMEFRAME 118 12.1. Immediate implementation requirement 121 12.2. Roadmap 121
13. E-GOVERNANCE CHALLENGES 122 13.1. Capacity Building for e-Governance 122
13.1.1. Capacity Building for Employees 122 13.1.2. Institutional Strengthening 123 13.1.3. Capacity Building for IT Infrastructure 124 13.1.4. Capacity Building for Private Partners 124 13.1.5. Capacity Building for Citizen 124 13.1.6. Warranty and Annual Maintenance 125 13.1.7. Onsite Post Implementation Team Manpower 126 13.2. Change Management 130
Prepared by Anurag Agrawal, ASC, Lucknow
Detailed Project Report –e-Governance Version- 2.1 (Nagar Nigam-Varanasi)
- 6 -
14. BENEFITS OFFERED BY PROPOSED SOLUTION 132 14.1. Benefits to Stakeholders 132
14.1.1. Citizen 132 14.1.2. Employees, NNVNS and Government 134 14.2. Key Measures against Objectives and Outcomes 136 14.3. Service Level Improvement 138
15. FINANCIAL ESTIMATE FOR E-GOVERNANCE INITIATIVE
142
15.1. Capital Expenditure (CapEx) 142 15.1.1. Summary of Capital Expenditure (CapEx) 142
15.1.1.1. Integrated e-Governance System 142 15.1.1.2. IT Infrastructure – Hardware 143 15.1.1.3. IT Infrastructure- Software 144
15.2. Operational Expenditure (OpEx) 145
15.2.1. Summary of Operational Expenditure 145 15.2.1.1. Application Software 145 15.2.1.2. IT Infrastructure – Hardware 146 15.2.1.3. IT Infrastructure- Software 147 15.2.1.4. Onsite Manpower for handholding to Users 147
15.3. Year wise CAPEX-OPEX Distribution (In Lacs) 148 15.4. Finance Pattern 150
16. ANNEXURE 1- EVALUATION AND GRADING OF CURRENT IT SYSTEM
151
17. ANNEXURE 2 – SPECIFICATIONS OF PROPOSED HARDWARES FOR E-GOVERNANCE
154
17.1. Database / Application Server (1CPU / 2 CPU) 154 17.2. 17.2. External Storage 154 17.3. 17.3. Giga Switch 155 17.4. 17.4. Routers 156 17.5. 17.5. Firewall 157 17.6. 17.6. Manageable Switch 158 17.7. 17.7. Desktops 159
Prepared by Anurag Agrawal, ASC, Lucknow
Detailed Project Report –e-Governance Version- 2.1 (Nagar Nigam-Varanasi)
- 7 -
1. GLOSSARY OF TERMS
Abbreviation
Description
ASC Application Software Consultants
BPR Business Process Re-engineering
CAFO Chief Accounts and Finance Officer
CAG Comptroller and Auditor General
CFC Citizen Facilitation Center
DPR Detailed Project Report
DR Disaster Recovery
FRS Functional Requirement Specification
GIS Geographical Information System
GPS Global Positioning System
ICT Information and communication technology
IITK Indian Institute of Technology, Kanpur
JNNURM Jawaharlal Nehru National Urban Renewal Mission
LAN Local Area Network
MIS Management Information System
NSA Nagar Swasthya Adhikari (City Health Officer)
NMMP National Mission Mode Projects
NNVNS Nagar Nigam, Varanasi
PWD Public Works Department
RBD Registration of Birth and Death
RISC Reduced Instruction Set Computing
RTI Right to Information
RDBMS Relational Database Management System \
SAN Storage Area Network
SDD Software Design Document
SOA Service Oriented Architecture
SRS System Requirements Specification
SWM Solid Waste Management
ULB Urban Local Bodies
WAN Wide Area Network
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 8 - Prepared by Anurag Agrawal, ASC, Lucknow
2. INTRODUCTION The Jawaharlal Nehru National Urban Renewal Mission (JNNURM) was launched by
the Honorable Prime Minister of India on December 3, 2005 with an aim of creating
economically productive, efficient, equitable and responsive cities in an integrated
framework with focus on economic and social infrastructure, basic services to urban
poor, urban sector reforms and strengthening of municipal governments and their
functioning. National Mission Mode Project (NMMP) on e-Governance in Municipalities
envisages covering Urban Local Bodies (ULBs) in 35 mission cities identified.
JNNURM includes introduction of a system of E-governance under mandatory reforms of
Urban Local Bodies (ULB). ULB’s plays primary and important role in management of
cities. The ULB is the first interface between citizens and the government. Introduction of e-
Governance in municipalities will assist in:
Improving quality of service - by reducing the number of customer visits, reducing
time required to request and for provision of services, reducing fees and enhancing
existing revenues, and others.
Improving efficiency and transparency through streamlined processes & information
management system – by improving service delivery mechanism and reducing cost
of processing transactions, etc.
ICT is required for managing complex manual municipal functions and provide quality
services to both citizens and government. This calls for implementing e-governance
solutions for G2C (Government to Citizen), G2G (Government to Government) and G2B
(Government to Business) services.
Effective use of IT applications and information assimilation using GIS and MIS for various
services are proposed under e-Governance system.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 9 - Prepared by Anurag Agrawal, ASC, Lucknow
3. JNNURM INTITIATIVES
3.1. Objectives of e-Governance
“e-Governance in Municipalities” aims at providing quick, efficient and transparent services to citizens at affordable cost to realize the basic needs of the common man, strong leadership in government and awareness amongst the citizens, technology advancements and urge for change are the major drivers of e-Governance initiatives across the nation.
3.1.1. e-Governance envisages to Improve the quality, accessibility and effectiveness of government services for citizens and
businesses.
Speed up processes and improve internal efficiency to provide more efficient delivery of
public services.
Make processes more accountable and transparent.
Encourage citizen participation in decision-making through effective use of ICT.
Reduce costs and increase revenue.
3.1.2. Need of e-Governance Based on the different analysis it has been felt that there is a need to institute and enable
mechanisms for Government to deliver services to improve the overall underlying processes and
achieving high service levels at across implementation of e-Governance would also
Empower citizens and municipalities
Make the processes more transparent
Simplify and automate the complex manual inefficient non-transparent, time consuming and
non-stakeholder friendly process in place.
Make the facilities or services available anywhere and anytime
Create facilities or concerned officers at municipalities for online validation verification and
authentication
Lessen the multiple visits to municipal offices by citizens
Decrease turn-around time increase the quality and efficiency and efficiency and
effectiveness of government services for citizens and businesses
Decrease the workload, cost incurred and time spent by management at municipalities
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 10 - Prepared by Anurag Agrawal, ASC, Lucknow
Deliver more with limited resources and make it easier for internal management of the
municipalities
Increase the confidentiality, integrity availability and security of the data
Integration with related departments for better accessibility and extraction of data
Availability of accurate and updated information in public domain
Make MIS reports available instantaneously
Last but not the least increase the faith of citizens
3.1.3. Environmental requirements for e-Governance There is also a need to have improvements from the over all environment. Environmental requirements
thus in generic terms can be categorized into Input, Process (Back office operations). Better
understanding. Various requirements needed as a part of overall environment has been identified as
below.
Input;
Availability of multiple delivery channels like KIOSK, Internet to supplement existing manual
interfaces and availability of facilities or service in 24X7 basis i.e. facilities should be made
Anywhere and anytime.
Availability of updated and required information and instructions through the website. For
example : Instructions for filling the application list of requisite proofs, list of concerned
authorities along with contact number and other required instructions to be made available
online to case the process for citizens and employees.
For accessing the secured software application system, identification and authentication using
unique user IDs and password should be provide at the registered institutes and municipalities
and citizens where ever required.
Facilities to submit identity online by citizens for submitting the application and required
documents online using appropriate technology like digital certificates etc to be enabled for each
of the identified service areas.
Integration with payment gateways of registered banks to be made available to citizens, kiosks
other facilitation centers for online payment of fees though EFT, credit card, debit card etc.
Process:
Access to users and delegation of powers in case of absence should be intelligently built in
software application.
Online data validation and verification mechanism should be inbuilt.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 11 - Prepared by Anurag Agrawal, ASC, Lucknow
The associated software application should have internally built automated workflows for online
approval and escalation process.
Facilities for ‘Online filing and submission of application’.
Digitization of data implies punching in the data into the software application system and it
should be searchable.
Confidentiality, Integrity and Availability of data is of prime importance.
Output:
Facilities to submit identity online by authorized officer (s) in charge.
Online Print facilities to be made available to the citizens and the concerned authorities for
obtaining duplicate copies of the certificates.
Online Status for the services at all stages of the process
Others: ‘Search’ facility based on one or combination of more than one parameter be made available to
the citizens and concerned authorities to ease the process for querying for required certificate.
For example: Search based on House ID, Mohalla or Bill No. in Property Tax Module.
Generation of accurate and timely MIS.
Integration of inter-department to be facilitated for easy exchange of information and accurate
data available with minimum time and cost.
3.1.4. Applicability of Policy The Policy will be applicable to all systems used for e-Governance. All new E-Government
infrastructure systems (including all inter-department and intra department systems) and Government
to public (including businesses) systems must conform to the Standards based on the Open Standards
Policy given in this document. Even for legacy systems, it must be ensured that data archival and
interface with other systems must conform to the Standards based on the Open Standards policy.
3.1.5. Automatic processes The goal was to automate work processes across all offices and departments, and create a paperless
office culture with seamless information flow. By creating a digital community, Municipalities aimed to
foster personal involvement in the municipal government and to provide citizens with easier access to
information through personal computers, kiosks, telephones, etc. The key areas of the Municipalities
are the property tax department; design a GIS based Property Tax System, water tax, sewer tax,
Double Entry, Complaint Management system, etc. It also wanted to set up a data centre for hosting
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 12 - Prepared by Anurag Agrawal, ASC, Lucknow
intranet applications; PC kiosks and web delivery channels for an Internet payment gateway; and offer
a direct debit facility to the public.
In addition to automating its operations, Municipalities wanted to make all this information available on
its website, rewrite business processes, and strengthen security policies and procedures. One objective of the project was to enable anytime, anywhere access to information. This would mean
making information services available to citizens round the clock, and encouraging the use of non-
proprietary software platforms for application development and the operating system.
A key requirement was to design the network and security architecture, and identify the hardware
requirements. Appropriate standards and policies had to be put in place to ensure the efficient running
of IT infrastructure and the corporation's web portal.
Municipalities will serve as a retainer and implement the project in a phased manner. The scope of the
work also includes the identification and recommendation of possible strategic partners and sources for
specific project components. Municipalities will see significant performance improvement once the
project concludes. FFFooollllllooowwwiiinnnggg SSSeeerrrvvviiiccceeesss /// MMMaaannnaaagggeeemmmeeennnttt FFFuuunnnccctttiiiooonnnsss hhhaaavvveee bbbeeeeeennn ppprrriiiooorrriiitttiiizzzeeeddd fffooorrr iiinnncccllluuusssiiiooonnn uuunnndddeeerrr eee---
GGGooovvveeerrrnnnaaannnccceee fffooorrr ssstttrrreeennngggttthhheeennniiinnnggg ooofff MMMuuunnniiiccciiipppaaalll GGGooovvveeerrrnnnaaannnccceee aaannnddd fffuuunnnccctttiiiooonnniiinnnggg...
3.1.6. e-Governance in Municipalities is expected to:
Focus on clearly identified list of citizen services that would be covered with clearly laid
down service levels and outcomes that would be achieved.
Improve efficiency and effectiveness in interaction between local-government and its
citizens and other stakeholders (i.e. Non-governmental organizations (NGOs),
community based organizations (CBOs), residents welfare associations (RWAs), private
sector, etc);
Improve quality of internal local-government operations to support and stimulate good
governance;
Bring about transparency and accountability in the governance of urban local bodies;
Enhance interface between urban local bodies and citizens; and
Help improve delivery of services to citizens.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 13 - Prepared by Anurag Agrawal, ASC, Lucknow
3.1.7. Thus for the ULBs/Corporation, the NMMP would:
Bring about improvements in efficiency and effectiveness of business
processes/functions of the ULBs/Corporation
Institute a mechanism of result based monitoring and evaluation
Ensure economy (cost efficiency) in the design and implementation of the project
Improve the system for decision making with respect to planning and delivery of
municipal services to the citizen and with in.
Ensure effective project management to track progress.
3.1.8. For the Citizens, the NMMP would:
Significantly improve the Quality of Service provided by the Corporation Transparent,
effective and efficient service delivery to the Citizen.
Provide more service delivery channels for hassle free service for Citizen.
Define service level for timely delivery of services to the Citizen.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 14 - Prepared by Anurag Agrawal, ASC, Lucknow
4. PROJECT OVERVIEW Based on the project background details, the DPR shall define goals & objectives of the
project. Examples are provided in this section for easy understanding and reference purposes.
4.1. Goals Goals are high order objectives/long term outcomes that the project shall contribute. The
general practices of the project are guided by goals. It is critical to set realistic and relevant
goal(s) for the project as it helps to:
Plan an approach for implementing the project
Provide a systematic way for evaluating performance
Ensure greater buy-in through most of the organization
Ensure that results obtained are not erratic in nature
For example: Ensure satisfied citizens and government by developing a hassle free and
transparent e-governance solution enabling increased levels of service delivery to citizens.
4.2. Benefits The JNNURM guidelines have laid down the outcomes that are desired as part of the National
Mission Mode Project for e-Governance in Municipalities. The service levels are desired to
ensure efficiency, transparency and reliability of such services at affordable costs to realize the
basic needs of common citizens. The impact of successfully achieving this vision would be a
more satisfied citizen/ business/ government. Thus, each goal should state the impact in terms
of:
Benefits to Citizens / Community
Benefits to Government
Benefits to Business
General/ Mutual benefits
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 15 - Prepared by Anurag Agrawal, ASC, Lucknow
4.3. Objectives Identify SMART Objectives: Objectives are the specific and immediate outcomes of the
project. S.M.A.R.T refers to the acronym that describes the key characteristics of meaningful
objectives, which are Specific, Measurable, Achievable, Realistic and Time Bound.
Specific (concrete, detailed, well defined): Specific means that the objective is concrete,
detailed, focused and well defined. Objectives must be straight-forward and emphasize
action and the required outcome.
Measurable (numbers, quantity, etc.): If the objective is measurable, it means that the
measurement source is identified and we are able to track the actions as we progress
towards the objective. Measurement is the standard used for comparison.
Achievable (feasible, actionable): Objectives need to be achievable because if the
objective is too far in the future, it will be difficult to remain motivated and strive to attain
it.
Realistic (considering resources): The achievement of an objective requires various
resources, such as, skills, money, equipment, etc. Realistic means that all such
essential resources are available or possible to arrange.
Time-Bound (a defined time line): Time-bound means setting deadlines for the
achievement of the objective. Deadlines need to be both achievable and realistic.
4.4. Scope of DPR The scope of this Detailed Project Report (DPR) is to detail the requirements of NNVS for
effective implementation of e-Governance solutions for:
Service delivery mechanism
Improving Internal operations,
Achieve better information management and transparency,
To enhance citizen interface, and
Improving civic governance.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 16 - Prepared by Anurag Agrawal, ASC, Lucknow
4.5. Acknowledgements We would like to express our special gratitude to Mr. Vijay Kant Dubey, Honorable
Municipal Commissioner, for the e-Governance initiatives undertaken by the Nagar Nigam,
Varanasi.
We would like to thank Mr. Sachidanand Singh, Additional Municipal Commissioner for support and coordination provided during study and preparation of DPR.
We would like to extend our gratitude to the following personnel of NNVNS for providing
required information and patiently explaining the functioning of various activities under their
departments and their participation during the study undertaken by us for the preparation of
this DPR:
Sr. No. Department Name
1. Property Tax / Park Mr. Sachchidanand Singh
2. Health and Sanitation Dr. S.K. Singh
3. Property and Advtg Mr. Yashwant Singh
4. Lighting Mr. Sachchidanand Singh
5. Licenses Mr. Yashwant Singh
6. Legal Mr. Yashwant Singh
7. GAD Mr. K.S. Pandey
8. Udhyan Mr. K.S. Pandey
9. Accounts Mr. M.L. Gupta
10. Audit Mr. Balendu Mishra
11. Transport Dr. B.K. Singh
12. Health Dr. S.K. Singh
13. PWD Mr. Jitendra Ken
14. PWD Mr. Jitendra Ken
15. Computer Cell Mr. Sandeep Srivastav
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 17 - Prepared by Anurag Agrawal, ASC, Lucknow
5. DPR METHODOLOGY
Sr. No Activity
Responsibility
1. DPR Kickoff Meeting
ASC + NNVNS
2. Query Distribution
ASC
3. Departmental Study
ASC
4. Requirement Analysis and response collection
ASC
5. Identification of Limitations and Resolutions
ASC
6. Identification of BPR Areas
ASC/NNVNS
7. System Architecture Design
ASC
8. Design and Sizing of IT Infrastructure
ASC
9. Preparation & Submission of Draft DPR
ASC
10. Review of Draft DPR
NNVNS
11. Preparation and Submission of Final DPR
ASC
12. Approval of DPR
NNVS/SLNA
13. Discussion on DPR
ASC+NNVNS
14. Preparation and Submission of Draft DPR
ASC
15. Review of New DPR Draft
NNVNS
15. Preparation and Submission of Final DPR
ASC
14. Approval of Final DPR
NNVNS
15. Approval of Final DPR
SLNA
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 18 - Prepared by Anurag Agrawal, ASC, Lucknow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 19 - Prepared by Anurag Agrawal, ASC, Lucknow
6. ABOUT NAGAR NIGAM, VARNASI Nagar Nigam, Varanasi was established on 24th Jan’1959 under the act of Uttar Pradesh
Government i.e., Municipal Corporation Act of 1959 as a Nagar Mahapalika. In 1994 it was
converted in to Nagar Nigam under the U.P. Government act -2. Within its jurisdiction are
some of the most densely populated areas in the world. It also has the unique distinction of
providing civic services to rural and urban villages, resettlement colonies, etc.
The total 90 wards are under Varanasi Nagar Nigam. At present total area under NNVNS is
79.79 Sq. Km.
The Municipal Board was constituted for the first time in 1959 with Shri Kunj Bihari Gupta as
Mayor and Shri P.K. Kaul as the Municipal Commissioner. The total length of roads under
NNVNS is 1,170 K.M and it is graded as B1 city. Its total population was 10, 91,918 as of
census 2001 and is currently above 12 lakhs.
The following tables provides a summarized information on Varanasi and NNVNS
Sr. No. Description Quantity (Approximate)
1. Employees at NNVNS Salaried Contracted
3,638 1,404
2. Total Residential Buildings(After GIS Verification) 1,45,000
3. Total Non-residential buildings(After GIS Verification) 20,387
4. Total Births Registrations 2010 27,856
5. Total Death Registrations 2019 8,424
6. Total Licenses Issued in 2010
7. Food Licenses 2010 2,454
8. Total SWM Collection Points 3,24,210
9. Total Vehicles under refuse collection Dumpers, DPC, TT etc Hand Carts Rickshaws
1,925 90
1,700 135
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 20 - Prepared by Anurag Agrawal, ASC, Lucknow
10. Total Dump yard site area 5.212 Ha (12.88A)
11. Total Garbage per day 700 MT
12. Total Employees in Health and Sanitation Dept 3,090
13. Total PWD Chowkies 15
14. Sanitary Wards 14
15. Number of SWM Staff Per 10000 population 28
16. Total number of electrical Poles 31,103
17. Total light points maintained by NNVNS 22,653
18. Total Parks 163
Developed = 50 Undeveloped = 113
6.1. Organization Structure
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 21 - Prepared by Anurag Agrawal, ASC, Lucknow
6.2. Administrative Wards The city of Varanasi is divided into following zones:
1. Adampur
2. Bhelupur
3. Dashaswamedh
4. Kothwali
5. Varunapar
The 5 zones are further classified into wards.
1. Adampur 2. Bhelupur
3. Chetganj 4. Chowk
5. Dashaswamedh 6. Jaitpura
7. Kotawali 8. Nagawa
9. Sarnath 10. Shivpur
11. Sikraul
Other wards/Zones information.
Sr. No. Description
Quantity
1. Electoral Wards 90
2. Sanitary Wards 14
3. Tax wards 11
4. Lighting Zones 5
5. Licenses Wards 10
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 22 - Prepared by Anurag Agrawal, ASC, Lucknow
6.3. Functional Location The functioning of NNVNS is from the 5 Zonal Offices as listed below
6.4. Financial 6.4.1. Revenue Sources Sr. No. Revenue/Income Head Amount In Rs.
2009-2010 Amount In Rs.
2010-2011 1 Property Tax 13,58,21,622 13,83,53,774 2. Vehicle Tax(Rickshaw, Boats etc) 26,63,168 35,97,751 3. Advertisement Tax 96,41,306 1,91,15,598 4. Cinema halls Tax 4,56,355 5,31,450 5. Tourist tax 46,029 1,44,024 6. Land Lease 4,20,593 4,86,215 7. Property Rentals 9,15,309 8,38,136 8. Open Lands 12,69,324 0
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 23 - Prepared by Anurag Agrawal, ASC, Lucknow
9. Sales of Land 0 0 10. Sales of Trees, Grass and Flowers 34,900 16,000 11. Sales of Machinery/Movable Assets 26,64,214 12,18,396 12. Premium on Pattas 0 0 13. Sale of Buildings 0 0 14. Fee from Medical Facilities 1,370 2,501 15. Fee from Schools 3,576 22,847 16. Market and Exhibitions 1,70,01,932 1,33,50,240 17. Abattoir Fees 8,70,933 11,85,501 18. Animal License Fee 5,870 69,050 19. Fee from Electric Crematorium 14,73,000 10,94,500 20. Registration and Stamp Duty 5,75,97,323 9,17,43,533 21. Road Cutting Fee 4,50,47,944 8,49,44,852 22. Drainage fee and tax 0 0 23. Interest on Funds 51,68,214 1,04,83,931 24. Govt Schemes and Grants 1,20,07,25,941 1,48,21,63,312 25. Loans 0 0
6.4.2. Expenditure Heads
Sr. No. Revenue/Income Head Amount In Rs. 2009-2010
Amount In Rs.2010-2011
1. Establishment 40,02,43,566 44,79,64,371
2. Water works, Drainage and Sewage 18,90,21,000 17,42,49,000
3. SWM 30,47,69,731 33,14,56,825
4. Public Health and Sanitation 28,46,158 33,11,832
5. Public Safety and Services 0 0
6. Public Works, construction and maintenance 19,11,36,789 17,22,76,379
7. Training and Education 92,739 77,916
8. Printing and Stationery 7,27,528 10,04,275
9. Legal 15,88,204 14,76,594 10. Miscellaneous 3,00,18,002 10,20,53,631
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 24 - Prepared by Anurag Agrawal, ASC, Lucknow
6.5. Services provided by NNVNS
The following services are rendered by NNVNS
Cleaning/Sweeping of Streets
Solid Waste Management
Lighting of Street Lights
Construction and maintenance of parks
Construction and maintenance of road dividers and utility areas
Public health (Epidemic Control etc)
Registration of Births and deaths
Issue of licenses for plying rickshaw, trolley etc
Issue of Food licenses ( Mithai /Sweet shops, Kirana & general stores,
hawkers etc)
Removal of encroachments
Maintenance of public markets and slaughter houses
Cleansing and sanitation of ghats
.Billing and Collection of Property Tax
Registration & maintenance of advertising boards
Maintenance of Pashu Chikitsalay (Veterinary hospital)
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 25 - Prepared by Anurag Agrawal, ASC, Lucknow
7. IT INTITIATIVES The Nagar Nigam, Varanasi would like to address the following as an outcome of successful e-
governance implementation.
Improve service delivery for obligatory and non obligatory services
Citizen satisfaction through making appropriate information freely available
Improve work culture
Accountability
Better coordination within various departments
7.1. Summary of current IT Initiatives Various IT initiatives have been taken to increase and optimize the service delivery channels.
As of 1st April 2009, the property taxation has been made online. Any citizen who wishes to
pay taxes via www.nnvns.org is provided with a facility to directly pay the taxes using their
bank debit or credit card.
Accounts data is being assimilated for the accrual based double entry system.
The property tax department has initiated a verification survey through GIS and has
succeeded in segregating data. Through this process, 20,000 new buildings have been
identified that have not been taxed before.
Birth and death registration data is available for all records created since 1965.
A VPN between the HQ and the five zonal offices is being setup for the purpose of
sharing the data and applications. All property tax payments received by the zonal
offices can now be synched directly to one common location where the data can then
be collated.
7.2. Software Various software applications have been developed to automate some routine mass data
management functions. Most of the applications have been developed under FoxPro and have
been deployed only on single machines running the applications.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 26 - Prepared by Anurag Agrawal, ASC, Lucknow
Sr. No.
Software COTS/ Bespoke
Technology Platform
Usage Remarks
1. Salary Automation
Bespoke FoxPro Developed In-house In use since 2004
2. Pension Bespoke FoxPro Developed In-house In use since 2004
3. Property Tax Bespoke FoxPro Developed in-house In use since 2007
4. Birth and Death registration
Bespoke Visual Basic Developed and Supplied by NIC, In use since 2006
5. Self
Assessments Bespoke Vb.Net Developed by ASC, in
use since 2011
6. PIS Bespoke Vb.Net Developed by ASC, in use since 2011
7. Online Beat
Attendance Bespoke Vb.Net Developed by ASC, in
use since 2011
8. Online Property Tax
Bespoke Vb.Net Developed by ASC, under implementation stage
7.3. Hardware During the last few years, the corporation has been purchasing computer hardware and
installing them at various departments for computerizing everyday correspondence within the
departments. All computer desktops are fully equipped with UPS and a printer.
Sr. No. Description Specifications Qty.
Usage Remarks
1. Personnel Computers
P-IV dual core 35 Property Tax Module, Complaint System and for letter drafting.
2. Laptop 1 With EDP in-charge, mainly used for presentations.
3. Servers IBM, Xeon
Single Processor
2 + 1
Currently running property tax software.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 27 - Prepared by Anurag Agrawal, ASC, Lucknow
4. Flatbed scanners A4 2 Used at the EDP department for scanning documents.
Dot Matrix
10
Laser (HP1022/15)
25
5. Printers
Line Printer 1 Used for printing tax demands
6. UPS Online 600 VA
1 25
Computer Cell Each of the desktops have a UPS
7. Switch 8 port
1 Used for LAN connectivity within EDP center.
7.4. Software Licenses
Sr. No.
Details
No. of User Licenses
1. Windows 2003 Server 1
2. Windows XP 1 + OEM License with Desktop
3. MS Office --
4. Tally --
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 28 - Prepared by Anurag Agrawal, ASC, Lucknow
8. GENERAL OVERVIEW OF JNNURM E-GOVERNANCE INITIATIVE
The e-Governance initiatives to be undertaken at Varanasi Nagar Nigam (NNVNS) can be
classified into the following three main components:
Defining Service Delivery channels
Application Software Components/Modules
IT Infrastructure and Communication
8.1. Services Delivery Channels The effective availability of Service Delivery Channels for Citizen Centric services plays a key
role in success of an e-Governance initiative, especially in area of G2C and G2B services.
Service Delivery Channels required for improving the G2C, G2G and G2B services at NNVNS
are as follows:
E-Payments through Payment Gateway
E-Filing of applications
IVRS for Citizens
SMS based Information Services
Information Kiosks
Cyber Café based Information Services
8.2. Software Components The software modules required for improving the G2C, G2G and G2B services at NNVNS are
as follows
1. Online Complaint / Request Management 2. Health Services – Birth and Death
3. Health Services – Solid Waste 4. Health Services – Public Health
5. Accrual Based Double Accounting 6. Audit
7. Licensing Management 8. Online Property Tax
9. Project Management System 10. Estate Management
11. Personnel Information System Including Pr, Pension, PF 12. Material Management (Stores)
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 29 - Prepared by Anurag Agrawal, ASC, Lucknow
13. Indent Management 14. E-Procurement
15. General Administration and Secretariat 16. Court Case Tracking System
17. FIR Tracking System 18. Municipal Payment System
19. Web Portal 20. Municipal GIS
The above software components will further be divided in view of Internet and Intranet users.
Grouping of some of the services will form an interactive part of citizen portal.
8.3. IT Infrastructure & Communications The infrastructure and communication required for improving the G2C, G2G and G2B
services at NNVNS are as follows:
Data Center
1. Data Center
2. Servers
3. Server OS
4. RDBMS
5. Application Servers
6. Storage Systems
7. Backup
8. Security (Firewall, IPS, IDS, Antivirus and Antispyware)
9. UPS
10. Load Balancer
11. Management Software
12. Server and Network Racks
13. Rack Mountable KVM
14. KVM Switch
Network
1. Router (Core Router, Location Router)
2. Switches
3. Giga LAN
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 30 - Prepared by Anurag Agrawal, ASC, Lucknow
4. LAN
5. WAN (Leased Lines, ISDN)
6. Network Operation Center (NOC)
Operation Centers
1. Desktops
2. Printers
3. Kiosks
4. UPS
Additionally, NNVNS will also require to commission items and equipment that may not be
directly under the scope of Information Technology. Items and equipment under this
category are office space, civil, air conditioning, raised flooring, false ceiling, electrical,
lighting, Fire detection and suppression, pest repellent, surveillance, access control, furniture,
etc
8.4. Security As the system would handle all data pertaining to the NNVNS and its citizens, the accessibility
to the system applications and data need to be secure. Apart from database login information
a comprehensive security schema involving digital certificates and signatures need to be in
place. The digital signatures will be used wherever proper authorization is required to
approve a record/transaction.
The Information Technology Act 2000 addressed the following issues:
Legal Recognition of electronic documents
Legal Recognition of digital signatures
Offenses and Contraventions
Justice Dispensation System for cyber crimes
The act while giving recognition to electronically generated data on par with paper based
documents, also throws open number of security issues that need to be addressed to make
sure that the computer system is not compromised with data or service.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 31 - Prepared by Anurag Agrawal, ASC, Lucknow
The following are the security concerns that need to be addressed:
Physical security of the data center and its equipment (Guards, BACS, CC
Recordings).
Network security (Bandwidth usage, protocol restriction, port restriction, IP restriction).
Application security (Access, permissions, BACS, DB Locks, malware protection, audit
trails).
Authorization security (Digital signatures, BACS)
A proper framework of rules of access and responsibilities of each of the vendors in case of
security breach need to be documented and implemented diligently.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 32 - Prepared by Anurag Agrawal, ASC, Lucknow
9. DETAILED REQUIREMENTS OF E-GOVERNANCE The requirement of e-governance system can be sub-divided into software components. Each
of the software components can be connected with the G2C, G2G and G2B services to be
provided by NNVNS are described as follows:
9.1. Complaint/Request Management The complaint/request System will be both intranet and internet enabled. A stakeholder
(Citizen/Vendor/Employee), once logged into the system, has to enter specific information like
name, address, ward, nature of complaint/request, NNVNS department, etc.
This is a general system wide accessible service that can be used by various other modules to
log in complaints and requests that need action and escalation of requests.
The Complaint/Request System will primarily focus on the following functionality:
Recording of complaints/Requests received at the various offices
Registration of Complaints/Requests
Prioritization of complaints/Requests
Complaint/Request disposal deadlines
Action taken on complaints/Requests
Escalation of overdue pending complaints/Requests to higher authorities.
Complaints/Requests against Special Notices
Hearing of Complaints/Requests
9.1.1. Workflow Currently all complaints and requests are given on written letters addressed to the particular
departmental heads. A complaint register is maintained, upon which action is taken. There is
no formal way of tracking requests/complaints received.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 33 - Prepared by Anurag Agrawal, ASC, Lucknow
9.1.2. Limitations and Constraints
Sr. No. Limitations/Constraints
Resolution
1. Paper based complaints may not be easily traceable
while Redressal / actions or reply
All actions taken on complaint/requests
are against the specific complaint record,
so easily searchable.
2. A citizen has to address the complaint /
request specific to the departments.
All complaints are recorded as per the
complaint on municipal service. The
software shall decide to which
departments the complaint needs to be
forwarded to and action taken.
3. Citizen/vendor have to personally come
and log in the complaint
All complaints and requests can be
logged in directly from the web portal. All
actions and current status can be queried
from there itself.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 34 - Prepared by Anurag Agrawal, ASC, Lucknow
9.1.3. BPR All complaints/Requests are logged in through a common system service
All actions taken/escalations are recorded and further actions taken in regard to this.
A complaint/Request charter is to be made. A timeframe is to be defined for each type
of complaint/request to be addressed or action to be taken
All actions taken and current status is to be made available on the portal.
9.1.4. Proposed Workflow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 35 - Prepared by Anurag Agrawal, ASC, Lucknow
9.1.5. Integration with Other Systems
Sr. No. Other Systems
Integration Point
1. All departments All departments and software application
services can log complaints and
requests via this service.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 36 - Prepared by Anurag Agrawal, ASC, Lucknow
9.2. Health Services The health Service renders the following modules
Birth and Death Certification
Solid Waste Management
Public Health
9.2.1. Birth and Death Certification Following process must be covered by the RBD system:
Registration of Births/Still Births
Registration of Deaths
Issuing of Certificates (Births/Deaths/Still Birth)
Collection of Fees
Registration of Hospitals/Clinics/nursing homes
Statistical Reports on Live Births / Still Births / Deaths
9.2.1.1. Workflow
9.2.1.1.1. Application within 21 days Application received by registration clerk -> Verification with hospital records ->
Registration by registration clerk -> Preparation of Certificate ->Signature by
authorized signatory -> Certificate dispersal to citizen.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 37 - Prepared by Anurag Agrawal, ASC, Lucknow
9.2.1.1.2. Application after 21 days Application received by Registration clerk -> Document collection (affidavit and DM
permission as required) -> Fee collection as defined-> Verification with hospital records -
> Registration by registration clerk -> Preparation of Certificate ->Signature by authorized
signatory -> Certificate dispersal to citizen.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 38 - Prepared by Anurag Agrawal, ASC, Lucknow
9.2.1.1.3. For Duplicate Copy
Application + fee -> Verification from records ->issuance of duplicate copy.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 39 - Prepared by Anurag Agrawal, ASC, Lucknow
9.2.1.2 Limitations/Constraints
Sr. No. Limitations/Constraints Resolution
1. Registration of Birth, Death and Still
Births are carried out manually at
NNVNS
Provision must be made for e-Filing of
registration over the NNVNS portal. This will
help hospitals, maternity homes, etc. to
register by accessing the NNVNS portal.
2. Search for Birth / Death certificate
requires citizens to be physically
present at NNVNS office.
Search facility must be made available on the
NNVNS portal for free. .
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 40 - Prepared by Anurag Agrawal, ASC, Lucknow
3. Application for issue of Birth /
Death certificate is manual and
requires citizens to be physically
present at NNVNS Head/Zonal
Office.
Applications for birth/death certificate can be
accepted on the NNVNS portal. The payment
for birth/death certificate can be accepted from
citizens through payment gateway. NNVNS
officials can use digital signature certificate to
generate the physical certificates and dispatch
the certificate through courier to the address of
applicant.
9.2.1.3. Proposed Work Flow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 41 - Prepared by Anurag Agrawal, ASC, Lucknow
9.2.1.4. BPR
Online and anywhere services on 24x7 basis through citizen portal
Provision must be made for e-Filing of registration over the NNVNS portal.
This will help hospitals, maternity homes, etc. to register by accessing the NNVNS
portal.
Services through citizen facilitation center
Search facility must be made available on the NNVNS portal for free / nominal fee
(collected through payment gateway).
Computerized document collection and management
Certificate issuance through e-signature once approved by authorized person via digital
signature. 9.2.1.5. Integration with Other System
Sr. No. Other Systems
Integration Point
1. E-filing registration facility through
hospitals.
Birth / still birth / death occurring at
private hospitals.
2. Accounting & Finance System For posting of payments collected into
respective account heads and sub
heads.
3. General Office Automation Dispatch details of the certificates.
4. Payment Gateway Collection of Fee for certificates
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 42 - Prepared by Anurag Agrawal, ASC, Lucknow
9.2.2. Solid Waste Management SWM is the largest section under the health department. It employs the maximum personnel.
The primary duties of the department are to keep the city clean by performing street
cleaning, house to house collection of garbage, community garbage clearance, debris
clearance, dispose the garbage collected to the garbage dumpsites, maintain the
dumpsites.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 43 - Prepared by Anurag Agrawal, ASC, Lucknow
9.2.2.1. Workflow
9.2.2.2. Limitations and Constraints
Sr. No. Limitations/Constraints Resolution
1. Driver scheduling, vehicle scheduling
being done on the basis of driver and
vehicle availability, routine collection
points, special collection request etc. The
permutation computation of information
required make is tedious to generate
A computerized schedule preparation
system is required which will create
schedule on the basis of all
parameters/attributes.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 44 - Prepared by Anurag Agrawal, ASC, Lucknow
schedule, MIS or even tracking of certain
system.
2. Garbage collection points are known only
to the safai nayaks.
All garbage collection points need to be
surveyed for garbage type, bin type,
garbage generation capacity (in T),
number of times the bin is serviced
currently, road metrics, traffic
information etc. along with GPS
locations. These points need to be
represented on a GIS map and to
analyze garbage clearance.
3. Trip planning on the basis of route
needs to be visualized on Map, for
creating minimum possible distance.
Integration with GIS map is required.
4. Monitoring of vehicle travel for ensuring
proper disposal of solid waste is a
constraint.
Vehicle tracking system needs to be
implemented for monitoring the vehicle
movement.
9.2.2.3. BPR Automatic attendance posting of safai nayaks and karmacharis.
Automatic scheduling based on available resources.
Use of GIS and GPS technology to ensure proper service delivery
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 45 - Prepared by Anurag Agrawal, ASC, Lucknow
9.2.2.4. Proposed Workflow
Following are the processes that must be covered under Solid waste Management
System:
Entities of SWM system
o Control Room
o Garages
o Contractor Details
o Vehicle Types
o SWM Vehicle database
o Collection Points (Bins)
o Dumping Yards
o Roads and Road Segments
o Driver List
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 46 - Prepared by Anurag Agrawal, ASC, Lucknow
o Fleet Gang List
o Solid Waste Type
o Solid Waste Generation Sites
Defining Routes and Trip Plan
Issuance fuel coupons for Trip
Vehicle Trip Life Cycle
o Trip Startup Function
o Communication between CCS and GRT
o Real Time Vehicle Location on GIS map
o Vehicle Monitoring for unscheduled action
o Ad-hoc Garbage Pickups
o Garage Disposal Functions
o Trip Closure Functions
Payment to Contractors
Generation of Contractor Payment Details
Approval of Payment Details
Integration with GIS
Reports on fuel consumption
9.2.2.5. Integration with Other Systems Sr. No. Other Systems Integration Point
1. Asset Management and works
monitoring
SWM vehicles are codified in asset
management/works monitoring system.
The codifications will be used for vehicle
scheduling, vehicle repair and
maintenance etc.
2. Material Management system For checking availability of required
parts for vehicle repair and maintenance.
3. GIS Database For route planning
4. Vehicle tracking system(GPS devices) For monitoring vehicle movement
5. PIS Database For daily attendance integration
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 47 - Prepared by Anurag Agrawal, ASC, Lucknow
9.2.3. Public Health The primary duties of the section are cleaning of public toilets and urinals, Emancipation of
dead dogs, selling of degraded / rotten fruits, banning of expired drinks and adulterated
food, Measures to control spreading of contagious / infectious diseases cleaning and
sanitizing of bathing ghats.
9.2.3.1. Workflow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 48 - Prepared by Anurag Agrawal, ASC, Lucknow
9.2.3.2. Limitations and Constraints
Sr. No. Limitations/Constraints
Resolution
1. Activity scheduling and assigning job
takes considerable time because of
manual process.
A computerized system must be
implemented facilitating these activity
based on various parameters and
master records.
2. Reports preparation is a very tedious
process due to multiple registers at
multiple locations.
An integrated database needs to be
maintained for MIS generation.
3. No citizen data Citizen and family Metadata associated
with properties needs to be maintained
4. Data for National Health program
execution is maintained manually and
consolidation is very tedious.
Data on health programs and beneficiaries
need to be maintained for disease
management and epidemic control
9.2.3.3. BPR
Scheduling, job assignment need to be computerized.
Citizen and family metadata associated with properties need to be maintained.
Health programs and missions data, schedules and beneficiaries need to be
maintained along with ICD for proper disease management program
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 49 - Prepared by Anurag Agrawal, ASC, Lucknow
9.2.3.4. Proposed Workflow
The features of the proposed system:
Field worker and section Details
Field Worker Details
Attendance registers of field workers
Assigning jobs to Field Worker
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 50 - Prepared by Anurag Agrawal, ASC, Lucknow
Activity Type Master
Activity Scheduling
Update Field Worker Activity Details
National health programs such as TB malaria IPB 5 epidemics etc
Immunization
International Classification of Diseases
Disease types and disease source
History maintenance of various programs
Dispensaries master
Other data maintenance related to public health 9.2.3.5. Integration with Other Systems
Sr. No. Other Systems
Integration Point
1. Accounting and Finance system Payment to daily wagers will reflect
automatically in accounts and finance
system.
2. Personnel management system For accessing and assigning work to
permanent staff.
3. Property Tax System Citizen metadata information
4. Project management For maintenance of schedules and
programs under national and local
health programs and missions.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 51 - Prepared by Anurag Agrawal, ASC, Lucknow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 52 - Prepared by Anurag Agrawal, ASC, Lucknow
9.3. Accrual Based Double Entry Accounting System NNVNS currently follows single entry accounting using Tally and accruals are recorded in MS-
Excel sheets and are done manually. NNVNS is planning to implement double entry
accounting system from 2009-10. In view of the same, backlog entry is under progress.
For transition from single entry system to accrual based double entry system, NNVNS should
follow standard accounting guidelines for ULBs.
9.3.1. Workflow NNVNS follows manual accounting process. This includes for manual preparation of vouchers,
entry and maintenance of daily cash book, cheques register, general ledger etc
9.3.2. Limitations and Constraints
Sr. No.
Limitations/Constraints Resolution
1. It is very difficult to get exact status of
NNVNS finances in absence of prior
booking of expenditure, once it is
committed.
Many times it leads to overdraft
situation, when expenses already booked
while no budget left in the account head.
2. Reconciliation of multiple bank
accounts,
3. NNVNS planning to use Tally for
accounting. Even though Tally follows
double entry accounting the flexibility
required for municipal accounting and
Integration between departments and
accounts is lacking
NNVNS should implement an
Accrual based Double Entry Accounting
System with integration with all revenue
and expenditure departments’ systems
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 53 - Prepared by Anurag Agrawal, ASC, Lucknow
9.3.3. Proposed Workflow Following process must be covered by the accrual based double entry accounting system:
Accrual based double entry accounting.
Flexible, consistent and a common chart of accounts configuration for all
accounting, management and control activities so that budgeting, actual and
variable tracking can be done on the same chart of accounts
Purchases with asset tracking and management
Budget preparation, control & execution functionalities of public sector.
General ledger
General ledger reporting requirements
Accrual based system for asset tracking and management
Audit and Internal Controls
Asset Management (for fixed and moving assets): This module would cover the
following functions:
o Estate management
o Motor vehicles
o Other assets like furniture & fixtures, plant & machinery, etc
o Asset depreciation
o Asset sale
o Assets reports
Accounts Payable
o General
o Accounting and vendor credit processes
o Payment processing
o Reports
o Provision for entry while cheque generation.
o Provision for cheque printing
Accounts Receivable
o General
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 54 - Prepared by Anurag Agrawal, ASC, Lucknow
o Invoicing and collection
o Reports
Tax accounting: This module would cover all the Tax revenues as well as non tax
revenues, like:
o Tax Revenues House/Property Tax
Trade License Fees (including Rickshaw, Thela)
Advertisement and car parking
Amusement Tax
o Non-Tax Revenues
Building fees
Water charges
Leased properties (land and estates)
User charges
Health service charges (including birth and death certificates)
Solid waste removal fees
Costing
Provision accounting
Loan accounting: Accounting for loans extended to employees under NNVNS policies.
Material accounting.
Grants management
Payroll accounting
Project accounting covering but not limited to the following departments
o Solid waste management
o Dispensaries
o Roads and traffic
o Mechanical and electrical
o City engineering
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 55 - Prepared by Anurag Agrawal, ASC, Lucknow
Investment accounting
Funds management
Cash management
Transaction management
System wide accrual based double entry system need to be followed. Salient Features
Budget preparation
Budget control
Payment module will post appropriate vouchers/entry in respective account heads i.e.
transaction entry at source.
Automatic update of cash book.
Appropriate posting in account heads, voucher generation, on cheque printing.
Automatic update of cheque registers.
Balance sheet can be viewed any time.
All departments’ applications under NNVNS to be integrated so that they post directly
into the accounting system.
9.3.4. BPR Accrual based double entry accounting system needs to be implemented. For a fixed tenure,
both the system may be practiced in parallel, till the new accounting system gets stabilized.
All other associated modules that integrate with accounting for payments/receipts should
appropriately post their data upon transaction completion. The data flow integration has to be
bi-directional.
9.3.5. Integration with Other Systems
Sr. No. Other Systems Integration Point
1. Payment system, and other
systems
Integration between accounts and finance modules
are explained in the respective functional area.
2. Banks for payment gateway For Interface with bank’s payment gateway system.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 56 - Prepared by Anurag Agrawal, ASC, Lucknow
3. Banks for Electronic clearance
system (ECS)
For cheque payment and employee salaries.
4. Project Management and
works
Payments to contractors
5. Banks for reconciliation of loan
amount and installment
Interface with banks data for reconciliation.
6. All application modules that
deal with accounts and finance
All payables and receivables to be directly posted,
while validating budgets.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 57 - Prepared by Anurag Agrawal, ASC, Lucknow
9.4. Audit The Audit department performs following functions:
Tracing of challans /vouchers from account department from income booklets, cash
book (general).
Tracking of income of assessment department
Audit of financial matters of departments
Audit of service matters like pension files, salary bills, service books/personnel files,
Earned/medical leave account, selection grade/promotion scale of employees
Opinion on financial matters like tenders/quotations approval, gratuity/pension/family
pension of employees, selection grade/promotion scale of employees,
Opinion on Service matters: Appointments of new employees, earned/medical leave
account of employees, Appointment of person dependent on dead employee of
NNVNS, appointments on contract-basis, etc.
9.4.1. Workflow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 58 - Prepared by Anurag Agrawal, ASC, Lucknow
9.4.2. Limitations and Constraints
Sr. No. Limitations/Constraints Resolution
1. There may be some issues in physical
availability of all the required
documents/information for audit. Thus
many times the audit department may not
properly asses the entire case.
Persons of Audit department must be
given audit access to all the reports
/output queries of the e-governance
system to be implemented.
9.4.3. Proposed Workflow Audit department need access to all data from all modules of the e-governance
implementation.
This will not be a separate system/service as regards to software to be implemented. The
authorized persons of the audit department will be provided certain access roles to various
systems for auditing and filing comments, and escalation mechanism of the same if required.
9.4.4. BPR All departments should make all data available for free access to audit users.
9.4.5. Integration with Other Systems
Sr. No. Other Systems Integration Point
1. All the services of e-governance system For obtaining reports, queries etc. for
auditing purposes, and facility to enter
comments.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 59 - Prepared by Anurag Agrawal, ASC, Lucknow
9.5. Licensing The license department is responsible for providing licenses for running rickshaws and thelas
other areas that require permission or license to operate.
9.5.1. Workflow Registration and renew licenses of rickshaws, thelas etc.
Issue of permissions for setting up loudspeakers and functions
Scrutiny at site or at the office and Approval of license
Billing and demand generation
Issue of License
Posting to accounts
9.5.2. Limitations and Constraints
Sr. No. Limitations/Constraints Resolution
1. Citizens have to manually apply at
NNVNS for registration and renewal
Citizen should be provided with facility to
apply for license at NNVNS portal and
given a date of inspection.
2. Citizens are required to queue up at Facility for payment through NNVNS
portal
3. NNVNS offices for payment and are
further inconvenienced due the
restricted counter hours for such
payments.
Using payment gateway. Collections of
cash and cheques through ATM, Banks,
Kiosks, etc.
4. The receipts information is manually
sent to accounts for update.
The system should automatically
update the account receipts.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 60 - Prepared by Anurag Agrawal, ASC, Lucknow
9.5.3. Proposed Workflow
The system shall cover function related to billing, accounting and collection of license fee, user
charges etc. Following processes are to be included in licensing system:
Register Application for New / Renew / Cancellation Licenses
Scrutiny of Application
Recording of Inspection Details
Maintaining licenses fee category wise.
Issuing licenses under Food Adulteration Impediment Act.
Issuing licenses under Byelaws
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 61 - Prepared by Anurag Agrawal, ASC, Lucknow
Issuing license to vehicles like Rickshaw, Tanga, Thela etc.
Issue of Duplicate Licenses
Change in Name of Business
Change in Business
Transfer of License
Renewal of License
Cancellation of License
Generation of Show Cause Notice
Hearing
Reminder Notice for Renewal
Cancellation of License by Force 9.5.4. BPR E-Filing of application from the portal
Payment for services (such as permissions) over the portal
9.5.5. Integration with Other Systems
Sr. No. Other Systems Integration Point
1. Payment system For collection of applicable fee.
The payment system will be integrated to
posting of payments / deposit collected
into respective account heads and sub
heads.
2. Complaint Management System User must be able to view complaints
received against any application.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 62 - Prepared by Anurag Agrawal, ASC, Lucknow
9.6. Property Tax The tax department at NNVNS is responsible to assessment and collection of property tax.
The property tax department has developed a property taxation module on FoxPro for
generating yearly tax demands. It has also employed an external agency for doing property
survey and GIS validation. This way, more than 20,000 properties have been discovered that
were not in the current yearly demand database.
The department has also launched the payment gateway solution on the web portal of NNVNS
for online collection of taxes. This service is currently operational and has been well received
by the citizens of Varanasi.
9.6.1. Workflow
New property registrations
Change in tax
Taxation assessment methods
Billing and demand generation
Receipts by wards and through portal.
Posting to accounts
Property Tax workflow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 63 - Prepared by Anurag Agrawal, ASC, Lucknow
9.6.2. Limitations and Constraints
Sr. No. Limitations/Constraints Resolution
1. Citizens have to manually apply at
NNVNS for carrying out assessment of
property.
Citizen should be provided with facility to
enter the property details at NNVNS portal
for Self assessment of property.
2. Citizens are required to queue up at
NNVNS offices for payment and are
further inconvenienced due the restricted
counter hours for such payments.
Facility for payment of property tax
through NNVNS portal using payment
gateway.
Collections of cash and cheques
through ATM, Banks, Kiosks, etc.
3. NNVNS requires a mechanism to ensure
that all properties are assessed and
demand is generated for all the properties
under the jurisdiction of NNVNS.
NNVNS must develop GIS based property
tax system.
The GIS based property tax system
should automatically identify all the
properties in Varanasi that are not
assessed / billed.
The work on this underway and
currently the data has been integrated into
the tax billing system.
The map data is available and
ownership has been given to NNVNS.
Layering work is pending and will be
completed by the end of 2nd Quarter.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 64 - Prepared by Anurag Agrawal, ASC, Lucknow
9.6.3. Proposed Workflow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 65 - Prepared by Anurag Agrawal, ASC, Lucknow
The system shall cover function related to billing, accounting and collection of property tax,
user charges, shops and other tax, fine, transfer of names, fees, summons fees etc. Following
processes are to be included in property tax system:
Assessment
Inspection of residential and non-residential properties
First date of assessment
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 66 - Prepared by Anurag Agrawal, ASC, Lucknow
Assessment of property
Calculation of ratable value
Tax exemptions
Issue of special notice
Accounting and Billing
Demand generation
Printing of demand register
Verification and correction of demands generated
Approval of demand generated
Printing of property tax bills
Issue of demand notice
Issue of distress warrant
Attachment of property
Transfer of property
No objection certificate (NOC)
Disputes and court cases
Presentation of objection/ plea by property owner
Citizen portal
Information on geographical region and properties that are assessed
Information on outstanding on selection of property/property ID
Citizen should be able to enter the property attributes and carry out self assessment of
their properties.
Application for attachment of property
Application for transfer of property
9.6.4. BPR
Online Services on 24x7 basis through citizen portal for property assessment
Application through citizen portal for transfer of property/attachment of property
System to calculate demand against property based on predefined attributes.
All demands generated to be posted directly into accounting module.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 67 - Prepared by Anurag Agrawal, ASC, Lucknow
GIS based data maintenance of properties for verification and validation. Tax data to be made available to other departmental modules for data verification (NOC
validation etc). 9.6.5. Integration with Other Systems
Sr. No. Other Systems Integration Point
1 Payment system For collection of tax, cash and cheque
payment, adjustment of receipt against
outstanding, remittance to bank,
dishonored cheques.
The payment system will be integrated to
posting of payments / deposit collected
into respective account heads and sub
heads.
2. Geographical Information System Properties assessed by property tax
department must be available as a layer
in GIS for MIS purpose.
3. Complaint Management System User must be able to view complaints
received against any property.
4. Legal System User must be able to view status,
hearing date of legal cases against any
property.
5. Other modules Wherever required, the property tax
details need to make available for
proper verification and validation.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 68 - Prepared by Anurag Agrawal, ASC, Lucknow
9.7. Project Management System The primary users of the Project management system will be the public works department.
This system service is a generic project management system that can be used by other
departments as well for managing their schedules, resources and projects.
The core activities of the PWD are:
Execution of civil works: construction, maintenance, & repair of road, drain, footpath,
parks, parking facility, head & zonal offices, ward offices, health depot, Nagar Nigam
hospitals and schools, toilets & urinals, dalao (rubbish depots), crematoriums, traffic
engineering, cleaning of major drains/ nalas etc.;
Assessment of non-residential buildings;
Identification and abolishment of dangerous building in the city
General administration and establishment of engineering department;
9.7.1. Workflow Receipt of work/complaint prepare work schedule. Check inventory with the stores execute
work.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 69 - Prepared by Anurag Agrawal, ASC, Lucknow
9.7.2. Limitations and Constraints
Sr. No. Limitations/Constraints Resolution
1. All work schedules are maintained
manually and difficulty in knowing the
present status of the works.
Implementing the project management
will greatly help in coordinating and
managing resources.
2. No Check or status report on the inventory in
the stores.
Access to stores and inventory will
help in planning required resources for
the current and forthcoming project.
3. No information on budget and
expenditure.
Access to accounting module reports
will give a proper financial situation for
execution of works.
9.7.3. Proposed Workflow Workflow within the department will remain the same excepting availability of data for
budgeting, planning and managing works and schedules.
The Project Management Module has to cover following broad aspects of Projects management:
Project database
Should cover all the projects previously and currently being carried out by the
departments, including but not restricted to: Solid Waste Management;
Engineering works (roads, repair and maintenance of NNVNS buildings, parks,
drains etc.); Hydraulic Engineering; Sewerage Operations/Sewerage Projects,
street lighting etc.
Should have a database, which would maintain the rates of the Bidders in the
past, Bill of Materials, Bidders, etc.
Should also contain a database of all vendors and their previous track record in
terms of timelines and quality of deliverables.
Executive Information System Proposal Preparation
Preparation of estimates covering item code and item description; unit; unit rate;
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 70 - Prepared by Anurag Agrawal, ASC, Lucknow
quantity; total cost
Provision for all additional expenditure including contingencies; escalation;
supervision, etc.
Should have the ability to interact with the GIS systems to enhance the quality of
estimation.
Tender Preparation
Mapping workflows for technical sanctions as per chart of competent authority
Generation of press ads, etc.
Assistance in preparing evaluation matrix (comparative statement) and analysis
based on possible quantity variation.
Mapping workflows for approval as per chart of competent authorities
Award of contracts
Project Monitoring
Defining execution and payment milestones.
Monitoring physical and financial progress of work
Should have the ability to interact with the GIS module to aid monitoring.
In case of litigation in the execution of the contract there will be a direct update in
the
Legal tracking system
Billing
Billing based on monthly progress requests/milestones plus adjustment for
recoveries of advances, penalties, etc.
Escalation process, in case of quantity or price variation.
Project-wise comparison of budgets vs. actual expenditure.
Asset Maintenance
Equipment History / Workshop Maintenance/ Lighting assets/ Drains/building
maintenance etc.
Equipment Asset Register
All municipal assets will be codified (streets, lighting poles, building, drains,
municipal vehicles)
History of maintenance
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 71 - Prepared by Anurag Agrawal, ASC, Lucknow
Preventative Maintenance Schedule
Maintenance Work Requests
Maintenance Work Orders
Schedule of work
Issue of work orders
Corrective/Preventive work
Productive Maintenance
Record work on stand by
Maintain teams and contractors
Maintain Bill of Materials
Reports on repair/maintenance work done on a particular asset
Analyze and Report Asset Performance (MIS)
Entry of work request for encroachment removal from citizen/real estate
department / Property tax/ Public health/ other department. Schedule of work for encroachment removal and intimation to required authorities
including police force 9.7.4. BPR Stores maintained under the various departments need to be under a common material
management module.
9.7.5. Integration with Other Systems
Sr. No. Other Systems Integration Point
1. Accounting and Finance System
To post payments
2. Asset Management
For maintenance, depreciation, etc.
3. e-Tendering
For tendering of works
4. Material management
Material planning for the upcoming projects
5. Personnel Information system
Employee records
6. Project Management
Project status/progress on project id
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 72 - Prepared by Anurag Agrawal, ASC, Lucknow
9.8. Estate Management There are number of properties owned by NNVNS required to be ever vigilant to maintain land
and property records accurately, collect taxes, ground or lease rent, rent for occupation of its
various premises by various types of people and ensure that they are put to proper use.
The assets that form the real estate for the NNVNS are Lands / grounds, Buildings, Flats /
Apartments, Signboards / Billboards, Slaughter House, Environmental Treatment Plant,
Stalls/Licenses and Parking.
9.8.1. Workflow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 73 - Prepared by Anurag Agrawal, ASC, Lucknow
9.8.2. Limitations and Constraints
Sr. No. Limitations/Constraints Resolution
1. Accounting of amount receivables against
property is a very tedious process due to
manual operations
NNVNS must implement real estate
(property) system that integrates
accounting, asset management,
material management, and project 2. Manual multi register maintenance for
contract renewals and periods.
Implementation of contract
management in the application
software.
9.8.3. Proposed Workflow The application module for the property department should provide functionality for
Budgeting processes
Managing rental accounting on the capital assets
Administration and collection of charges
Maintenance of the rental property
Collection of contract amount as per defined cycle
Integration with GIS system and property tax
Integrate with billing and payment module
Integrate with legal module
Integrate with payment gateway on the internet portal
10. Integrate with property tax module for issuing NOC to the beneficiary 9.8.4. BPR
E-filing for lease renewal/application
Computerized demand generation of lease/contract Money
Collection of demands/dues using the portal payment gateway
Direct bi-directional integration with accounting system to post and view posts
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 74 - Prepared by Anurag Agrawal, ASC, Lucknow
9.8.5. Integration with Other Systems
Sr. No. Other Systems Integration Point
1. Accounting and Finance System To post payments received, if any, from
properties
2. Asset Management For maintenance, depreciation, etc.
3. e-Tendering For contracting collection for parking, slaughter
house, environmental treatment plant etc.
4. Payment gateway For collection of payments against raised
demands.
5. Property Tax To verify citizen/Property credentials
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 75 - Prepared by Anurag Agrawal, ASC, Lucknow
9.9. Personnel Information System including PR, Pension and PF The General Administration Department (GAD) takes care of complete employment books and
other matters relating to administration and would be the primary user of the PIS.
9.9.1. Workflow
Personnel Information
Recruitment workflow:
Department/ establishment raises requirement
Publish advertisement in news paper
Receive application forms
Scrutinize applications
Issue written examination/ interview call letters to candidates
Conduct interviews
Prepare selection list and waiting list
Forward selection list to Hon. General Body
Issue appointment letters
Prepare joining report
Prepare service book
Completion of joining formalities
Add name to seniority list
Other Process
Maintenance and update of employees service record
Maintenance and update of employee’s personnel record
Preparation of training plan
Training schedule, training, attendance, feedback and test results
Employee attendance record
Payroll & Pension
Manual Calculation of Employee Pay bill, Pension and PF using predefined
formulas, considering various attributes
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 76 - Prepared by Anurag Agrawal, ASC, Lucknow
9.9.2. Limitations and Constraints
Sr. No.
Limitations/Constraints Resolution
1. Manual record maintenance and fetching
information is a very tedious process.
NNVNS must implement fully
integrated Personnel Information System
2. Attributes like attendance, advances,
departmental enquiry, suspension etc.
needs to be considered during pay bill
generation.
NNVNS must install and integrate
automated BIO Time Attendance Systems at various zonal and ward
offices.
NNVNS must implement integrated
solution that caters to Payroll, Pension,
PF, leave application and management.
9.9.3. Proposed Workflow Streamlined process implementation using standard Personnel Information system.
Computer book record keeping
Automatic Calculation of Employee Pay bill, Pension and PF using predefined formulae,
with details obtained from integrated Personnel Information System.
Personnel Information system would cover following processes:
Personnel Management
Employee Self Service
Handling of loans, etc.
Reporting
Time Management
Organization Management
Funds Management
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 77 - Prepared by Anurag Agrawal, ASC, Lucknow
Manpower Planning
Maintenance of personal files
Disciplinary cases
Performance Appraisal System
Promotions
Confirmation and Transfers
Roster for Reserved Categories
Employee Grievances/VRS/Retirements
Recruitment
Induction placement
Training & Development
Leave Management
Government Reservation Compliance
Reports & Returns / Maintenance of Rosters
Training (In-house / External)
Welfare Services
Union Matters
Employee Help Desk
Non contributed PF
NNVNS Loans, loan borrowings from outside/internal sources and debt restructuring
Investments Employee Self Service will be web-based system for the employees for the following functions:
Access to time and attendance record: View attendance record, submit leave requests,
obtain approvals, etc.
View of salary statements
Personal Information: Employee to enter/update personal information such as
address and dependents.
Application for Loans, Leave Travel Allowance, etc.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 78 - Prepared by Anurag Agrawal, ASC, Lucknow
The HR functionality will also address the functionality of deduction and payment of pension as per NNVNS policies.
The Payroll, Pension and PF must have following functionalities:
Ability to define flexible periods such as day, week, month for pay calculation
Ability to enable multiple payrolls that are generated based on employee’s
assignment
Ability to define payroll for pensioners
Ability to define the employee bank to credit the salary
Bank-wise summary statement
Ability to provide automatic calculation of deductions / earnings based on leave, bonus
declaration, loan, tax deductions, etc.
Ability for rule based pay calculation in case of pay hikes with retrospective effect
Ability to define unlimited pay elements. These pay elements should be classified as
Earnings, Reimbursements, deductions, tax deductions, PF, etc. Pay elements should
be also classified as Recurring & non-recurring.
Ability to apply the payment rules at personal / department / designation / organization
level.
Ability to allow exception definitions at employee / designation / department level.
Ability to define all India specific taxation rules.
Ability to automate increments (based on pre-defined rules – employee / designation /
department / organization specific).
Facility to run payroll processing any number of times before authorization to ensure
accurate pay calculation.
Provision to allow deductions for specific purposes (like earthquake relief fund, CM relief
fund, etc.)
Ability to share information with accounting module of the current e-Governance
solution with respect to payment or receipt related transactions.
Ability to share information with the Accounting module of the current e-Governance
solution for all necessary Double Entry Accounting related information (salary payable
at the end of financial years, etc.)
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 79 - Prepared by Anurag Agrawal, ASC, Lucknow
9.9.4. BPR Implementation of automated attendance such as biometric attendance system at all
zonal offices and chowkies will greatly reduce the data assimilation issues.
Implementation of integrated Payroll, Pension and PF system with Personnel
Information System 9.9.5. Integration with Other Systems
Sr. No.
Other Systems
Integration Point
1. User Administration System of e-
Governance system
Employees (IDs) should be with users to
assign roles for accessing services of e-
governance system
2. Double Entry Accounts and Finance
System
For depositing salary bills, PF and
Pension
3. Works monitoring system and SWM For Work scheduling
4. Personnel information system and
pension/payroll
For obtaining employee leave records,
advance details, etc. for the calculation
of salary and pensions.
5. Security User authorization and accessibility
6. All departments Attendance and leave information
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 80 - Prepared by Anurag Agrawal, ASC, Lucknow
9.10. Material and Inventory Management (Stores) Many stores are operational in NNVNS, which are being managed department wise. For
example Engineering, Transport, Health, Lighting, PWD & Central office are having own store.
Each store is build for the purpose of the said departments to accommodate their requirement
of material. A common store may (is) not feasible as management of the diverse types of
materials will become very cumbersome. Maintaining different stores also leads to stocking
of similar items many times over at several locations, which may lead of overall overstocking of
certain items.
9.10.1. Workflow
Rate Fixing
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 81 - Prepared by Anurag Agrawal, ASC, Lucknow
Acquisition
Distribution Requisition/Indent by staff-> Check for availability in store -> issuance to department->update records
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 82 - Prepared by Anurag Agrawal, ASC, Lucknow
9.10.2. Limitations and Constraints
Sr. No.
Limitations/Constraints
Resolution
1. There are many stores in NNVNS, and are
being managed department wise. For
example, Engineering works, Health
department, Lighting, water works
department, central Office each having its
own store.
Manual management, audit, MIS are
very difficult and resource consuming.
NNVNS should implement single
material management system.
The various stores must be defined as
various locations for material keeping.
All the storekeepers would be given
adequate authority for managing their
location. Thus MIS can be generated
location wise or consolidated.
2. Books of Inventory are currently
maintained manually there by increasing
the workload during reconciliation, stock
audit
NNVNS should implement
integrated material Management
System
3. It is difficult to carry out valuation of
stocks, related MIS and integration with
Accounts and Finance
NNVNS should implement
integrated Material Management System
4. Bills processing, approval and payment
to vendors are manually done creating
inconvenience to suppliers as well as
NNVNS personnel
NNVNS should implement integrated
Material Management System.
At the time of registering the vendor
NNVNS must take bank account details of
vendors. This will help NNVNS to carry
out immediately credit the vendors
account during payments.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 83 - Prepared by Anurag Agrawal, ASC, Lucknow
9.10.3. Proposed Workflow
Material management activities of all the stores will be processed by a material and
inventory management process.
The Material and Inventory Management process should consist of the following activities:
Purchase orders and amendments
e-procurement
Indents
Requisitions
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 84 - Prepared by Anurag Agrawal, ASC, Lucknow
Receipt of goods
Quality control
Returns to supplier: Management of return of rejected material to suppliers.
Scrap management
Capturing supplier bills
Issues to user departments
ABC analysis
FSN (Fast, Slow and Non-moving) analysis
VED (Vital, Essential and Desirable) analysis
Reorder levels
Pending orders
Reminders to bidders
Emergency procurement
Material record management
Vendor management
Inventory management
Reservation management
External services management
Waste materials management 9.10.4. BPR Material Management system should integrate all the stores across departments
Automatic update of registers
Alerts if store item reached minimum availability level.
Alerts about material in other stores(/location)
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 85 - Prepared by Anurag Agrawal, ASC, Lucknow
9.10.5. Integration with Other Systems
Sr. No.
Other Systems
Integration Point
1. Accounting & Finance System For payments to vendor and update of vendor
payment status in the materials and inventory
module.
For valuation stock and inventory. 2. e-Procurement Tender process through e-Procurement
module 3. Project Management and works To get information on material requirement for
stocking
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 86 - Prepared by Anurag Agrawal, ASC, Lucknow
9.11. E- Procurement
The E-Procurement process is as follows:
Registration of bidders/contractors and provide digital signature on chargeable
basis
Registration renewal feel
Maintaining master records of vendors, category wise
Maintaining blacklisted vendor list
Pre-Notice Inviting Tender Approval Process
Facility to authorized personnel of NNVNS for Offline creation of Tender
Documents, multiple Addendum and multiple corrigendum and their Online
Approval & Posting
It should be possible to have a copy of the Tender Document for free online
viewing by prospective suppliers of NNVNS
Bid Preparation and Uploading
Tender Receipt and Storage and Public Tender Opening Event(s)
Award of Contract, posting of contact value under proper account head
Integration with Payment Gateway. 9.11.1. Workflow of AS IS Process
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 87 - Prepared by Anurag Agrawal, ASC, Lucknow
9.11.2. Limitations and Constraints
Sr. No.
Limitations/Constraints
Resolution
1. Bidders have to manually submit the bids
to NNVNS.
Digital Signature and Encryption –
Decryption mechanism to be
incorporated.
Bids to be submitted on-line through
website in secured environment.
2. Bidders have to manually purchase the
tender document from NNVNS in
hardcopy.
Integration with Payment Gateway.
9.11.3. Proposed Workflow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 88 - Prepared by Anurag Agrawal, ASC, Lucknow
9.11.4. BPR Online tender submission by Bidders
Evaluation sheet would be automatically generated by the system
9.11.5. Integration with Other Systems
Sr. No. Other Systems
Integration Point
1. Accounting and Finance
System
For posting of payments receivable/received
though payment gateway to account head and
sub heads
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 89 - Prepared by Anurag Agrawal, ASC, Lucknow
9.12. General Administration and Municipal Secretariat
This service will be used by the GAD attached to the administrative and political wing of
NNVNS. The features:
Management of Inward outward mails
o References from Government and their disposal
o Assembly and Parliamentary question
o Clarification sought from Human Rights Commission
o ST/SC commission
o Minorities commission
o Local Level Commission
o Peoples representatives
Management of meetings
o Meeting type master
o Member details
o Member List against Meeting types
o Preparation of Meeting agenda
o Attendance recording
o Minutes recording
o Entry, update and track action plan
o Circulation of minutes and action plan
General Records room
o Numbering and entry of Records
o Entry, updating physical location
o Record descriptions with key words
MIS
o Reports on minutes
o Reports on Action Plan
o Publishing action plan and status on Web-Portal
o Search facility for records
o Status of inward outward mail
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 90 - Prepared by Anurag Agrawal, ASC, Lucknow
9.12.1. Workflow
9.12.2. Limitations and Constraints
Sr. No. Limitations/Constraints
Resolution
1. Manual searching of documents from
record takes is a slow process.
A computerized record room
maintenance system is must
2. Tracking of meetings and action plans
is a tedious and time consuming task
A directory of members and meeting
types, meeting frequency, agenda,
minutes and action plan must be
computerized.
3. Delay/no Information to Citizen about
meetings’ outcome and action plan
Resolution plan must be displayed on
portal.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 91 - Prepared by Anurag Agrawal, ASC, Lucknow
4. Manual collection of parameters like
statistics of public grievances, budget,
ward wise progress, action on
previous meeting etc. is very tedious
process and many time all of these
parameters may not be considered
while preparation of agenda.
Parameters affecting preparation of
agenda must be available as
computerized information.
9.12.3. Proposed Workflow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 92 - Prepared by Anurag Agrawal, ASC, Lucknow
9.12.4. BPR Tracking of action plans and preparation of agenda must be a computerized process.
9.12.5. Integration with Other Systems
Sr. No. Other Systems
Integration Point
1. Accounts Access for viewing facility for budget
availability
2. Grievance Redressal Access for MIS reports on Grievance
Redressal system
3. Personnel Management For mapping with Members list of
meetings
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 93 - Prepared by Anurag Agrawal, ASC, Lucknow
9.13. Legal Tracking System The Legal cases in Varanasi Nagar Nigam can be grouped into cases for Civil suit,
PFA (for food adulteration act and criminal), Labor Laws, Safai Challan or revenue
cases.
Legal tracking system will cover following process:
Provide advice and assistance to corporation in various legal matters
Engage lawyers for various court case
Keep track of pending court matters, hearing dates
Keep historical data.
9.13.1. Workflow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 94 - Prepared by Anurag Agrawal, ASC, Lucknow
9.13.2. Limitations and Constraints
Sr. No. Limitations/Constraints
Resolution
1. Keeping track of legal cases, fetching
updated information of cases, fetching
information about pending cases etc.
are very tedious work if done
manually.
A computerized record maintenance
with tracking system must be
implemented.
2. Manual verification of property/ citizen
credentials for tax payments and other
dues and demands.
Accessibility to tax and payment
records of the property/citizen.
3. No updated legal data. Maintenance of legal library in digital
format for ready search of similar
cases and resolutions. 9.13.3. Proposed Workflow
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 95 - Prepared by Anurag Agrawal, ASC, Lucknow
9.13.4. BPR Citizen and property metadata including demand/payment information need to
be made accessible
Maintaining a digital legal library
Maintenance of proper contract system with legal advisors and representatives
Tracking of action plans and preparation of agenda must be a computerized
process
9.13.5. Integration with Other Systems
Sr. No. Other Systems
Integration Point
1. Property Tax, Engineering Works,
Public Health, and all other services
At the time of Registration of each
case, the related unique IDs of
various services would also be
entered. Like for filing a case related to
Property tax will be entered.
System of the concerned services
must be able to track the status,
hearing date etc the cases related to
them.
2. Accrual based double entry
accounting system
For recommendation for payments of
Lawyers fee, other fees/penalties
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 96 - Prepared by Anurag Agrawal, ASC, Lucknow
9.14. Municipal Payment System The system service will be available at NNVNS Portal, citizen facilitation centers and
municipal department intranet system. For payment of Taxes, Bills, Utilities, Charges
etc, following process would be covered by this system:
Receipt Posting for various budget heads
o For real estate rental collection for shops, municipal properties: Provision
of automatic recovery in the Real Estate System
o Payment collection against advertisement (hoarding, glow sign boards
etc.): Provision of automatic recovery in the Real Estate System
o Entertainment tax collections: Provision of automatic recovery: Provision
of automatic recovery in the Real Estate System
o Collection of contract money against slaughter house, parking as per
defined payment cycle: Provision of automatic recovery in the Real
Estate System
o For House Tax collection: provision of automatic adjustment of recovery
in the
o Property Tax System
o For Registration of Birth & Death System: provision of automatic
adjustment of recovery in the Birth and Death System
o For License Fee Collection: provision of automatic adjustment of recovery
in the License Recovery Software System.
o For budget head other than the above budget heads, a detailed log and
consolidated report of the payment details from all the locations.
Issuing of Receipts
Daily Collection Statistics (Location wise and manpower wise)
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 97 - Prepared by Anurag Agrawal, ASC, Lucknow
9.14.1. Workflow
9.14.2. Limitations and Constraints
Sr. No. Limitations/Constraints
Resolution
1. Citizen requires being present
physically for bill payment manually.
Bill Payment facilities through Payment Gateway, Kiosks, ATM, Banks, etc.
2. Citizen is required to be present in
office working hours only.
Provision to Citizen for making payments at any given point of time i.e. 24 x 7 basis.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 98 - Prepared by Anurag Agrawal, ASC, Lucknow
3. Citizen requires to be visiting
various offices for various types of
payments.
Provision for single window system for all types of payment collection.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 99 - Prepared by Anurag Agrawal, ASC, Lucknow
9.14.3. Proposed Workflow
9.14.4. BPR Online Services on 24x7 basis through NNVNS portal
Services through Citizen Facilitation centers, single window system.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 100 - Prepared by Anurag Agrawal, ASC, Lucknow
9.14.5. Integration with Other Systems
Sr. No.
Other Systems
Integration Point
1. Property Tax, Birth & Death, License,
estate etc.
To update the payments received against
the outstanding/deposit in the
Departmental Application so that the
next demand / bill cycle is accurately
generated.
2. Accounting & Finance System For posting of payments collected into
respective Account Heads and Sub
Heads.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 101 - Prepared by Anurag Agrawal, ASC, Lucknow
9.15. Web Portal The services and modules of the e-governance will be available though the web-portal service
of the NNVNS. The web portal will be hosted on the server cluster of the NNVNS data center
when the full suite of the services becomes available under the NNVNS e-governance
initiative. Currently it is hosted on a third party server with limited content functionality.
The portal shall have the following features:
Should have public and intranet access.
The intranet and internet data and services are hosted separately, but using the
common service.
Should have facility to upload documents and index them. Should have facility to make
a document accessible for public view/download.
Should have role based accessibility menus and functions and access to functionality
and services.
The content should be easily manageable and preferably come from a back-end
database.
Should have facility to secure specific functional area access via https service
Should have sections for login of employees, registered vendors and citizens.
The portal should seamlessly integrate with payment gateways for payment processing
using debit/credit/cash cards.
The portal should seamlessly integrate with backend messaging services such as SMS
and email gateways.
The general content on the public access portal should be:
Sr. No.
Information and Services
1. Static Information about Varanasi Nagar Nigam
2. Vision, Mission, Objectives
3. City Information
4. City Map with citizen related GIS information
5. Administration Information
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 102 - Prepared by Anurag Agrawal, ASC, Lucknow
6. Information on Elected Representatives, Various Committees
7. RTI
Departments/ Wards: Intro, Objectives, responsibilities, powers & duties of officers,
employees with gross salary, activities, time limit and directory with telephone no.
Committee: Members, purpose, type, freq. of meeting, docs available for public.
Projects/ Activities: Budget head, work activities, allocated amount,
8. Feedback from Citizens and contact facility
9. FAQ’s
10. Application acceptance for various services/certificates
Birth/Death Certificates
Duplicate Bills
Building Permission related services
Water Connection
Application for Licenses
No Dues Certificates
11. Downloading of Forms
12. E-filing
Hospitals to upload RBD records
13. Grievance Redressal
Complaint registration
Status Tracking
14. Status on Applications/Complaints
15. Payment Details, Bill Details
16. Online Payments
17. Self Assessment of House Tax
18. Link to e-procurement for Tenders
19. Employee Self Service
20. Link for GIS
The interactive general purpose digital map with general map navigation
features (like zoom, pan, etc)
General attribute information based on clicking on a feature and simple query
functions (to find a hospital, hotel, government office locations etc).
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 103 - Prepared by Anurag Agrawal, ASC, Lucknow
9.16. Municipal GIS It is envisaged that more than 80% of municipal information contains some sort of spatial
component. Hence a comprehensive Municipal GIS System must be available to provide a
common platform for data collection, storage, authorized and secure access to data. The proposed Municipal GIS System
Is a part of creating an “information infrastructure” needed for providing effective
government services as a decision support system?
Is a solution providing information sharing across multiple departments apart from
bringing in greater efficiency, speedy decision-making and transparency in the
functioning of the corporation?
Municipal GIS Service must facilitate fast and easy access to map and associated descriptive
data in the proposed e-Governance system in the field of Tax assessment, Solid Waste
Management, Engineering development, and in several other key areas.
9.16.1. Proposed Workflow For accessing and retrieving reliable and updated information of the municipality, with
integration of software modules like property tax, water works, project
monitoring, street Lighting etc.
For Engineering works: Retrieval of data for planning, from preliminary planning and
master plans to detailed design and rezoning, including titles and cadastral
information.
For Fiscal Retrieval of data for planning of municipality income from taxes and assets.
For Decision making at all levels of management - strategic and operational.
o Procurement of GIS tool
o Obtain Base Map
o Survey and Creation of database
o Create Digitized MAP
o Development and deployment of GIS application
o Integration with software modules
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 104 - Prepared by Anurag Agrawal, ASC, Lucknow
Sr. No. Layer
1. Administrative Boundaries (NNVNS, Zone and wards)
2. Aerial Photo/High-Resolution Satellite Imagery
3. NNVNS Buildings
4. Property database
5. Water Distribution network(supply points, pumping points, chlorinization plants,
Overhead Tanks, distribution points)
6. Street Lighting points
7. Streets
8. Drains
9. Hospitals, Nursing Homes
10. Dumping area
11. Land and Village Zoning
12. Location of waste bins
13. Location of garages
14. Plot/Parcels
15. Slums
16. Property Value
17. Public utilities
Railway station
Bus Stop
Bus Depot
Parking
Auto Rickshaw stand etc.
9.16.2. BPR Online Services on 24x7 basis through NNVNS portal
Services through Citizen Facilitation centers, single window system.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 105 - Prepared by Anurag Agrawal, ASC, Lucknow
9.16.3. Integration with Other Systems
Sr. No. Interface with
Interface details
1. Property Tax Mapping of houses, properties data.
Modification/edit map in case of property split, merge
etc.
MIS for ward wise property location details.
MIS for demand collection, assessment, ward-wise /
Zone wise Recovery Report.
MIS for occupancy wise, flat-wise reports.
2. Solid Waste Management
Mapping/Edit/Modification of pickup points, bins,
locations, landfill site, routes etc.
Route and location wise staff assignment.
Monitoring of vehicles movement, interface with GPS
based vehicle locator.
Area/locations wise MIS.
3. Health Marking of hospital, address on GIS map, while
registration.
Public health data ( disease prone areas).
Immunization data.
4. Water Works Marking consumer location, distribution points, supply
points, filter plants etc.
MIS for ward-wise/zone wise recovery report,
defaulters report, illegal connection reports etc.
5. Projects and Works Monitoring
Project estimations based on GIS database
Marking/edit road length, width etc.
Location wise MIS generation.
6. Licenses Marking of details like licenses holders address, business
location.
Marking, editing of food places / eateries while issuing
licenses.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 106 - Prepared by Anurag Agrawal, ASC, Lucknow
7. Real Estate Details of municipal property, MIS for defaulters
list, collection information
8. Asset Management Mapping of all municipal assets like marked trees, street
lights, public facilities.
Marking, editing of location of hoarding etc.
Mapping of location of hoardings, municipal properties,
educational institutes etc.
Mapping of parks, gardens, open spaces etc.
9. Ward Wise MIS Ward-wise/zone wise MIS for Complaints, RTI
Applications, Revenue Collections, Expenditure, Civil &
Maintenance work etc.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 107 - Prepared by Anurag Agrawal, ASC, Lucknow
10. BUSINESS PROCESS REENGINEERING PROPOSED FOR E- GOVERNANCE
10.1. General BPR Function wise Business Process Re-engineering is proposed in earlier Section (7). Some of
the major and general Business Process Re-engineering requirements proposed
for e- Governance initiative at NNVNS are as follows:
E-Filing
o Provision must be made for e-Filing of various applications over the NNVNS
portal, kiosks, etc.
o RBD system should provide for online submission of birth and death details
by hospitals and maternity homes
Search Facility:
o Search facility must be made available on the NNVNS portal for free. This will
reduce the workload at NNVNS service counters significantly.
Payment Gateway:
o Payment should be accepted from citizens through the online NNVNS portal
through payment gateway. This will reduce queuing at payment counters
significantly. Currently a payment gateway (billdesk.com) for the property tax is
being used in an off-line data update manner. The same may be extended for
other services with total online integration of data and records.
o Updating payments received against the outstanding must be posted in the
respective departmental application / MIS so that the next demand / bill cycle is
accurately generated.
GIS Integration
o Property Tax application should integrate with GIS system so that leakage of
revenue by un-assessed properties can be arrested.
o GIS needs to be used for development plan, so that future property development
and management becomes easier and happens in a planned fashion.
o NNVNS should integrate the water system to the GIS based Water Network
for obtaining the Feasibility / MIS of the most optimum way to provide
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 108 - Prepared by Anurag Agrawal, ASC, Lucknow
water connection based on analysis of the water distribution network.
o Streets and collection points of solid waste management must be mapped with
GIS database. This will help in route planning.
o Projects and works monitoring system must have the ability to interact with the
GIS systems to enhance the quality of project estimations.
o Complaint management system should be integrated with GIS system for ward
wise analysis and MIS generation.
Integrated Services
o Consumer no. of water works must be integrated / mapped with consumer no. of
property tax system. This will eliminate the need for the applicant to manually
produce the NOC/No dues certificate for the property tax department.
o Similarly, license applicant/license holder must be integrated with property tax,
water tax. This will help in obtaining total dues of municipal services against one
citizen.
E-procurement
o E-procurement system for tendering must be implemented. The access to e-
procurement system must be secured through digital key. Evaluation sheet will
be automatically generated based on pre-defined evaluation criteria.
Material Management
o The material management suite needs to be implemented across departments
and locations, where a common inventory lists can be maintained.
o Provision to be made for internal transfer of material from one store to the other.
Right To Information
o Each of the department should be able to access RTI queries and make the
information available directly from their respective departments.
o Each department should be able to publish RTI information directly on the
NNVNS portal.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 109 - Prepared by Anurag Agrawal, ASC, Lucknow
10.2. Specific BPR for Departments Sr. No Department Proposed BPR
1. Health Department
Citizen must have facility to file application for RBD, food
license through web-portal/kiosk.
Complaints for sanitation, SWM through web-portal.
Hospitals and nursing homes must have facility to upload
RBD data through web portal.
GPS and GIS based SWM system for online tracking of
SWM vehicles. The system will also facilitate
work scheduling and assignment to staff.
Attendance and work scheduling of sanitation staff
through e-governance system.
2. Engineering Works Department
Implementation of standard project management system.
Analysis reports for physical and financial progress of a
project.
3. Property Tax
Online Services on 24x7 basis through citizen portal for self
assessment of property tax.
Application for registration / transfer of property through
citizen portal.
Properties must be mapped with GIS.
The property tax information is to be made available to all
the other modules that would require such information to
issue NOCs.
4.
Property (Estate)
All the municipal building/ properties must be codified and
mapped on GIS system.
E-filing for lease renewal/application
Automatic posting in accounting system on demand
generation of lease/contract Money
5.
Water Works
Assets like ESR, WSR, pumping stations, bore wells;
flow meters etc. assets must be codified and mapped with
GIS application.
End-user points of water distribution must be mapped with
GIS.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 110 - Prepared by Anurag Agrawal, ASC, Lucknow
Water connection database must be mapped with property
tax data.
6. Lighting Asset wise tracking of maintenance and repair work to
facilitate analysis such as frequency of repair, life of a part
etc.
7. Horticulture Activity scheduling, assignment of work, tracking and
monitoring through e-governance system.
8. Education Fund management
MIS for monitoring of services and expenditure on these
services to educational centers.
9. Accounts
Implementation of accrual based accounting system
integrated with other software modules.
Payment facility on 24x7 bases from online portal/kiosk
through payment gateway. Automatic posting in account
heads on receipt of payment or demand generation.
10. Audit Access to other departmental modules for audit purpose.
11. Legal Registration, discharge and tracking of legal cases.
Automatic alert on hearing date to legal department and
concerned department.
12. Advertisement & Entertainment
Demand generation for rent on hoarding at predefined
frequency/timeframe.
Automatic posting on account heads on demand
generation and receipt of payment.
13. Central Office Computerized inward/outward management.
14. Personnel Dept.
Employee service book management must be
computerized.
Employee attendance, leave record and pay bill
generation through e-governance system.
15. Central Office Stores
History of maintenance record, asset wise, part wise must
be maintained through proposed e-governance system
.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 111 - Prepared by Anurag Agrawal, ASC, Lucknow
11. PROPOSED MUNICIPAL E-GOVERNANCE SOLUTION The E-Governance initiative at NNVNS will consist of e-Governance Application Software,
Geographical Information System, etc. These applications should integrate and provide the end-
users with a secure and seamless user friendly experience which is focused on effective service
delivery.
In order to achieve the above mentioned citizen centric e-Governance objectives at NNVNS, A
basic framework should be defined. NNVNS should standardize on the following minimum
components of e-Governance:
Application architecture
Back-end RDBMS
Web browser
Security(User, Server, network and physical)
Digital signature
Audit trial
IT infrastructure
Public private partnership for service delivery.
11.1. Overview of System
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 112 - Prepared by Anurag Agrawal, ASC, Lucknow
E-Governance refers to the use of information and communication technologies (ICTs) to
achieve good governance. For optimizing and proper resource utilization, information is
required and hence applications are required to capture the data at the source. The electronic
data can then be analyzed and better services and resources can be planned.
Keeping in view of the vision of NNVNS and inputs from the key stakeholders of the system,
and to attain its objective, we propose an e-governance system that would include the following
architecture:
A central data centre that has the necessary backend ICT for hosting several
application software and their databases.
All zonal, peripheral and allied offices to be connected to the central data centre via
dedicated network.
Implementing single window system for all citizen transactions through citizen
facilitation centers (CFC).
Internet based delivery of services such as registration entry of births and deaths,
payment of taxes, registration entry of vehicles and filing of complaints
Implementation of robust accounting system, geographical information system, vehicle
tracking system, biometric access control system (BACS), property tax, water tax etc.
It is critical for the success of the project that the ICT and enterprise wide integrated
application software implementations are within the same timeframes, as delay in ICT
infrastructure creation can significantly lead to time and effort escalation over and above the
compatibility issues.
11.2. Software Modules All the e-Governance software modules must be based on Service Oriented architecture (SOA)
for a seamless integrated system. It is recommended that customization should be minimal in
case of packaged software, else as subsequent upgrades may not map to the customized
version.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 113 - Prepared by Anurag Agrawal, ASC, Lucknow
11.2.1. Software Applications and Customized Modules The following are the various system module services of the integrated e-governance
application implementation.
Complaint/Request Management Health Services – Birth and Death Registration
Health Services- Solid Waste
Management Health Services – Public Health
Accrual Based Double Accounting System
Audit
Licensing Online Property Tax
Project Management System Estate Management
Personnel Information System Including PR, Pension and PF
Material management(Stores)
E-Procurement General Administration and Municipal Secretariat
Legal Tracking system Municipal Payment System
Web Portal Municipal GIS
11.2.2. Scalability of the System Scalability addresses the possibilities of enhancing the system in a future date to cater to
increased user / application loads.
The proposed technical architecture is scalable in terms of growth in usage in
proportionate to the growth in transaction volume, database and users. This can be
done by increase in number of servers, bandwidth, and desktop depending on number
of transactions.
The datacenter services can be extended to NNVNS’s various parastatal bodies like Jal
Sansthan, Jal Nigam, and Varanasi Development Authority etc. NNVNS may get the
application software developed for their functions (computerizing them) and bring under
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 114 - Prepared by Anurag Agrawal, ASC, Lucknow
the same umbrella of data center.
The SOA architecture of the proposed online, transparent, integrated services of
NNVNS’s e-governance application will facilitate provisions of integration with new
functionalities developed in future.
11.2.3. Integration and Compatibility within modules The proposed system is based on Service Oriented Architecture where integration within
modules is much simpler process when compared to independently developed client server
application modules. All the integration requirement of each of the modules recommended has
been clearly defined in the module description. SOA facilitates development of functionalities
without effecting the integration.
11.2.4. Data Migration The selected application solution provider shall help migration of the existing data from existing
databases to the new system. This may be done through custom developed tools. The data
migration plan mentioning cutoff date will be prepared by the software vendor during
finalization of lower level design of the database. NNVNS will make all the data available, while
software vendor will do data analysis, data entry / migration and verification.
11.3. Network Topology
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 115 - Prepared by Anurag Agrawal, ASC, Lucknow
11.4. ICT Infrastructure E-Governance implementation at NNVNS involves significant capacity building. One of the key
items is developing IT infrastructure and communication. The key components of IT
Infrastructure and Communication are as follows:
RDBMS Server
Intel Xeon Servers for Application
Intel Xeon Servers for Network Management, Security and Backup
External Storage for Data
Tape Backup Solution
Giga LAN
Routers
Switches
Leased Lines, ISDN
LAN
Desktop & Peripherals
Management Tools
Security (Physical Access Control, NW Firewalls, Server certificates, Desktop
digital signatures and certificates, application and DB access control)
11.5. Implementation Model: Public Private Partnership Public- Private Partnership (PPP) model to implement e-Governance initiatives is a preferred
model by JnNURM. This model requires lesser investment and the government encourages
implementation at every level and is feasible to implement.
In the present trend, government departments are increasingly conducting e-Governance
initiatives with the help of private players. This model is more effective in such cases where
PPP involvement is at the front-end level and the government handles most of the back-end
work through direct investments.
OpEx is generally substantial as compared to CapEx in an e-governance project. Operational
support and resource are critical to success of an e-Governance project. At NNVNS, Public
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 116 - Prepared by Anurag Agrawal, ASC, Lucknow
Private Partnership (PPP) will be an effective method to improve the municipal service delivery
to its citizens at maximum self sustenance of e-Governance operations. If effectively
implemented, the stress on NNVNS to manage and maintain material, manpower and
machines at NNVNS counters can be minimized. This will substantially reduce the budget
requirement and infrastructure requirement for NNVNS for providing over the counter municipal
services to its citizens.
This model will please citizens, since municipal services will be available to them at their
doorstep or across the street kiosks, cyber cafes or on SMS even while the citizens are on the
move.
Following are the recommended methods of implementing PPP models in municipal service
delivery mechanism for G2C services:
Kiosks
Cyber Cafés
Short Text Messaging
Kiosks: A citizen self service kiosk for citizens can be designed and placed at across the
street kirana shops, 24 x 7 medical stores, etc. The kiosk can be a standard desktop computer
enclosed into a kiosk enclosure along with desktop UPS and peripherals like printer, Barcode
reader. The kiosk should have Internet broadband connectivity to access NNVNS Portal for
citizens to avail of municipal services and payments of taxes.
The business model for the private partner will be as follows:
Charging citizens for time intervals of kiosk usage for either NNVNS municipal services
or other services like internet browsing, documentations, etc.
Charging for advertisements on the kiosk enclosure
Charging for advertisements on the computer monitor
Charging for printing services
Charging to Business Community for training on certain operations like Online bidding
for e-procurement, for applications for license renewal/lease renewals, hospitals for e-
filing records for Birth and Death registration etc.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 117 - Prepared by Anurag Agrawal, ASC, Lucknow
Kiosk service will help NNVNS save several Lakhs of Rupees per year on operational
expenditure that are otherwise incurred by NNVNS in providing across the counter citizen
services.
Cyber Cafes: At the time of providing shops and establishment licenses for cyber cafes,
NNVNS can make it mandatory for them to offer NNVNS municipal services to the citizens of
Varanasi at subsidized rates. For example, a citizen who is just logging on to the NNVNS portal
and does not browse any other website can be provided with 20% to 50% subsidization by the
cyber cafés.
Short Text Messaging: NNVNS may opt to setup SMS based municipal service delivery in
collaboration with any/multiple SMS Service Provider to meet the SMS service requirements.
Technology even permits SMS based payments for accepting payments from citizens. NNVNS
should provide citizens with a “Service Number” for SMS based municipal transactions. The
citizen can be charged nominal for per SMS based municipal service transaction thereby the
service can be a revenue source for NNVNS.
Thus, with the help of above PPP models adopted by NNVNS for effective service delivery at
the doorstep of the citizens, e-Governance can help NNVNS to achieve:
Self sustenance through cumulative revenue and savings to NNVNS amounting to
several Lakhs of Rupees per annum
Improvement in civic governance
Increase base of stakeholders to make successful implementation
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 118 - Prepared by Anurag Agrawal, ASC, Lucknow
12. IMPLEMENTATION TIMEFRAME Large e-Governance projects are recommended to be undertaken in a phased and modular
approach as an industry best practice to help achieve better results.
Success of e-governance depends on roadmap design and modularity of the project. A
roadmap needs to put in place by the Nagar Nigam to ensure that there is an overall
direction, uniformity and know-how among staff of the end result to be achieved by each of the
stakeholders.
In view of current IT status and feasibility at Varanasi Nagar Nigam, the implementation of e-
governance initiative may be divided in two phases, Phase I - immediate implementation
requirement, which focuses on creating a backbone infrastructure for e-governance along with
back-office computerization based on software applications, and Phase II – roadmap
covering largely bespoke implementation around the back-office application software along
with up-gradation of infrastructure setup.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 119 - Prepared by Anurag Agrawal, ASC, Lucknow
ID Tasks Name Duration Days
1 JNURM E-Governance NNVNS 815
2 Detailed Project Report 77
3 Order For Modification of DPR 1
4 Study and Data Collection 5
5 Preparation of Draft DPR 10
6 Submission of DPR to NNVNS 1
7 Feedback from NNVNS 7
8 Preparation of Final DPR 7
9 Submission of Final DPR 1
10 Approval of Final DPR by NNVNS 15
11 Approval of DPR by Central / State 30
12 Tender For E-governance Software Department 85
13 Tender Preparation 30
14 Vendor Response Collection 20
15 Evaluation of Vendors Response 20
16 Award of Order to Successful Vendor 15
17 Tender For E-governance IT Infrastructure 85
18 Tender Preparation 30
19 Vendor Response Collection 20
20 Evaluation of Vendors Response 20
21 Award of Order to Successful Vendor 15
22 E-governance Capacitive Building 145
23 E-governance Training to Users 45
24 Site Preparation for E-governance 60
25 Administrative, Legal & Process reforms 60
26 E-governance IT Infrastructure 75
27 Delivery of IT Infrastructure 30
28 Installation of IT Infrastructure 30
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 120 - Prepared by Anurag Agrawal, ASC, Lucknow
29 Acceptance of IT Infrastructure by NNVNS 15
30 E-governance Departmental Software 348
31 Delivery of Integrated E-governance Application Software 7
32 Detailed Study 40
33 Analysis “AS IN” Process 30
34 Preparation of “SRS & TOBE” Process 40
35 Submission of “SRS & TOBE” Process 1
36 Approval of “SRS & TOBE” Process 15
37 Customization of Integrated E-governance Application
Software
100
38 Installation of E-governance Software 15
39 Testing of E-Governance Software 15
40 Go-Live E-Governance Software 7
41 Training to User 30
42 Project Completion of E-Governance Software 3
43 Implementation Support of E-Governance 45
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 121 - Prepared by Anurag Agrawal, ASC, Lucknow
12.1. Immediate implementation requirement Creation of ICT infrastructure with security
Establishing accrual based double entry accounting system.
A citizen portal should be implemented at
o Informational stage, wherein information added to it in form of static web pages
informing citizens about a lot of standard topics and topics relating to RTI. Pages,
which are internal to the government, should also be added and internal content
can be put on an intranet.
o Transactional stage, wherein citizen’s transactions like tax payments, utility bill
payments, etc can be done online and automatic posting in the accrual based
double entry accounting system.
Implementation of modules for Internal government transactions, on the intranet and
then on Internet, like, audit, material management, e- procurement, project
management etc.
GIS database creation and application implementation for property tax, solid waste
management and other identified departments.
12.2. Roadmap Implementation of modules for asset management, licenses, HR and payroll, legal
tracking system, property tax billing, water charges billing and Integration with
accounting system, fleet management, solid waste management, estate management
etc.
Enhancement of data centre for data warehousing requirements.
Enhancement of data centre, keeping in view that it can be utilized for other para-statal
bodies within the city.
This document covers detail project report for the e-governance requirement at Nagar Nigam, Varanasi.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 122 - Prepared by Anurag Agrawal, ASC, Lucknow
13. E-GOVERNANCE CHALLENGES 13.1. Capacity Building for e-Governance Currently only 22 computers are present in the whole of NNVNS including its zonal offices. The
usage of computers is mainly for drafting letters. Even though some computer training was
initiated in 2007, there have been no sustained training sessions. The number of personnel
who can actually use computers is very limited.
Capacity Building is required to bring under operation the e-governance systems across Nagar
Nigam, Varanasi. The capacity building shall focus on achieving the following objectives:
Building personnel capacity, i.e., training to employees
Building capacity to fund the project
Building the physical infrastructure including offices, data centers, hardware, networks,
etc.
Educating citizens through appropriately designed communication programs
To initiate any e-Governance project, the capacities required are much more
comprehensive and holistic than a conventional software development life cycle (SDLC)
project. E-Governance initiatives entail policy development/refinement, financial management,
program management and warrant a higher emphasis on change management. Apart from
this, creation of Institutional structure which brings continuity to a project. Hence while
initiating any e-Governance projects there is need to develop capacities in all these
areas at all the levels of corporation.
13.1.1. Capacity Building for Employees As per the details provided on existing staff strength and IT initiatives above respectively, the
Nagar Nigam, Varanasi needs to give utmost priority for capacity building.
There are only few computer users against staff strength of approx 4000. For driving e-
governance implementation, NNVNS should put some incentive schemes for employees’
initiatives towards IT literacy. A IT training program should be conduct, which should
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 123 - Prepared by Anurag Agrawal, ASC, Lucknow
include employees of all categories. The awareness program for class IV employees, may
lead to emergence of certain employees of good caliber, and their interest factor for
implementation of e- governance could be even more.
Keeping in view of e-governance implementation, approximately 500 users must be
computer literate. This figure is arrived on totaling of number of officers - Class III and above;
and 50 selected persons from class IV category.
The action plan for personnel capacity building is as follows
Prepare an organization chart based on personnel functions and assign appropriately
qualified personnel to identified posts.
Formulate an HR policy incorporating key HR elements for motivation to staff
(rewards, incentives, training and career planning)
Determine the areas of capacity building and training for the staff.
A team of selected personnel would be constituted that will facilitate the process of
training and capacity building.
Preparation of training plan: The training strategy will develop profile of participants,
training design and training modules. The training and development plan must be an
integrated system of the HR development process and must be monitored
periodically to measure progress.
Training of trainers: A critical mass of trainer will be developed at multi-levels. This
group will in turn take care of the training down the line.
Conducting training: Depending on the number of trainers a series of training of trainers
program will be conducted.
Review, reinforcement and continuity: A team of experts and selected beneficiaries will
conduct a mid-term review.
13.1.2. Institutional Strengthening NNVNS requires arranging funding of e-Governance project implementation. The proposed
plan for funding of this e-Governance Initiative is as follows:
Capital Expenditure (CAPEX) will be met from JNNURM funds.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 124 - Prepared by Anurag Agrawal, ASC, Lucknow
Operational Expenditure (OPEX) for first and second year will be met from JNNURM
funds.
Significant OPEX funds should be made available from PPP model from third year
onwards.
Financial Estimates are detailed in later sections of this report.
13.1.3. Capacity Building for IT Infrastructure The action plan for developing physical infrastructure is as follows:
Identification of the data center & disaster recovery site
Identification of the location of CFCs
Site preparation plan for the data center and the citizen facilitation center
Procurement and setup of the physical infrastructure for the data centers, zonal
offices and CFCs
Procurement of supporting IT infrastructure including COTS and hardware
Implementation of the IT infrastructure at the data center, offices and CSCs
Application deployment at the various locations
13.1.4. Capacity Building for Private Partners The action plan for developing capacity building for private partners is as follows:
Identification of sites for kiosk,
Set up operation guidelines for minimum IT infrastructure requirement, service
charges, business plans etc for kiosk operators.
Identification and deployment of the SMS service provider.
Training to private partners for operations, which in turn will be disseminating to
citizens, businessmen etc.
13.1.5. Capacity Building for Citizen The action plan for Capacity Building of Citizens is as follows:
It is important to understand that even if e-Government initiatives are implemented
successfully, it would still be a big challenge to ensure that citizens use the services
effectively.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 125 - Prepared by Anurag Agrawal, ASC, Lucknow
The citizens are needed to make aware about the e-Governance initiatives and how
they can effectively utilize it in their day-to-day affairs.
The capacity building amongst citizens could be done through mobilization of all
relevant tools like Internet, cable TV, kiosks, cyber cafés and the press.
13.1.6. Warranty and Annual Maintenance For the e-governance system, warranty and annual maintenance is recommended for a period
of 5 years. Components require warranty and annual maintenance support may be
categorized as below
Sr. No. Category
Activities under Warranty/ AMC
1. Server, Hardware &
Network
Installation of hardware/peripherals
Configuration
Post installation acceptance test
Troubleshooting of system software like Windows,
MS-Office etc.
Repair and replacement of parts
Transfer of data in case transfer/replacement of
machine
Carry out preventive maintenance
Support on LAN/WAN cabling issues
2. Application software
Supply and installation of upgraded versions
Bug fixing and Installation of patches/upgrades
Modifications and improvement of application
Developing Interfaces with other applications
Supply of patched for performance tuning
3. System Software (RDBMS,
Operating Systems,
Application Server)
Annual Technical Support:
Release of upgraded versions,
Support on version migration
Bug fixing and release of patches for improvement
Performance tuning
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 126 - Prepared by Anurag Agrawal, ASC, Lucknow
Technical support on problems reported and
release of customized patches if required.
13.1.7. Onsite Post Implementation Team Manpower Implementation and maintenance of any e-governance system is as important as design,
development and installation activity. Post Implementation support is crucial for the success of
a well designed system. NNVNS staff, while facing challenge of change management, would
require additional support for smooth running of the implemented e-governance system.
The implementing agency may be offered the managed service for a period of five years. It
may cover all the activities relating to operation and maintenance of ICT infrastructure installed
at the data center and system’s operation. For this purpose various activities forming part of
managed services and maintenance of ICT infrastructure can be logically grouped into various
domains as detailed below.
Help desk support
Server management
Security Audit
Database and storage management
Network management support
Application maintenance
Following are the type of manpower required for Post implementation and operational support.
Post Implementation Support
Sr. No. Resource Requirement
Responsibility
1. Project Manager
Single point of contact from
Implementing agency to NNVNS
Submission of progress reports
Escalation of unresolved Issues to
appropriate authority
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 127 - Prepared by Anurag Agrawal, ASC, Lucknow
2. Database Administrator
Data backup and restoration
Monitoring of database server,
application performance
Database performance tuning
Disk Space allocation
Attend minor faults and rectification
Review and monitor access logs
Creating/modifying/deleting groups and
user accounts
Controlling user access, rights and
respective administration
Grant access privilege as per access
polices.
Modifying login script
Coordinate with helpdesk for resolving
performance, database, and related
issues
3. Server Administrator
Take over the production server
Applying service pack, hot fixes
Routine administrative jobs like
Starting and shut down of Server and
services
Managing server resources (disk space,
volumes, groups, user access)
Setup and configure peripherals
Review and monitor access logs,
application logs
Purging of temporary files
Monitoring of server, application
performance
Attend minor faults and rectification
Coordinate with helpdesk for resolving
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 128 - Prepared by Anurag Agrawal, ASC, Lucknow
performance, and application related
issues.
4. Network Administrator
Coordinate with network operations team
to ensure the network access to all
clients.
Coordination with network
operations team for restoration of failed
networking components to ensure reliable
connectivity of network.
Provide first line support of all
communication devices.
Assign and manage IP addresses.
Patching cables at workstation and
switch panel
Monitoring deployment of Antivirus on
all desktops/servers and
disinfecting as required.
Updating latest anti-virus DATs on
desktops/servers.
Coordinating with anti-virus service
provider for information and support for
virus attacks.
Detect the patches required and alert
technical staff.
Coordinate with helpdesk for
resolving network client problems.
5. Application Help Desk
Logging of end user calls with details
and generating trouble ticket
Application user service support calls
through phone, mail etc.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 129 - Prepared by Anurag Agrawal, ASC, Lucknow
Assigning calls to helpdesk /
technical support engineers
Providing telephonic support to end user
calls.
Providing onsite support to end users
whenever required and resolving the
problem to user satisfaction.
Handing over hardware calls to
concerned team.
Closing the calls and updating of
database
Generating daily helpdesk call MIS
6. Team Leader
Coordinate with helpdesk
Solution to helpdesk issues
Bug fixing and workaround solution
Maintenance of application
7. Software Developer / Software
Company
Modification & customization of
applications
Developed reports for MIS as
necessary
Bug fixing.
8. Data Entry Operator Entry of Data
9. Date Collector Collection of data based on pre-
defined format.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 130 - Prepared by Anurag Agrawal, ASC, Lucknow
13.2. Change Management Change management can be understood as “ensuring continuity” in broad terms, during
implementation of any project. E-governance projects tend to redefine the skills and
utilization of staff and affect all other stakeholders associated with the projects and its
operations/usage. To ensure the continuity of the e-Governance initiatives and its project in the
event of such changes, NNVNS must:
Align the interests of the key stakeholders thereby synergizing various efforts
Catalyze administrative, process and legal changes required.
Provide stronger focus on change management through efficient communication,
workshops, etc.
In order to effectively carry out change management, NNVNS must:
Conduct an in-depth organizational research to study the various vertical and
horizontal levels of hierarchy. To chalk and design the roles and responsibilities at
each level to enable the smooth transition of power when need comes. It would enable
each employee to understand his/her role in clearer terms and carry out the
responsibilities efficiently.
Address the issue of training and capacity building. For smooth functioning and
efficient execution of the assigned tasks, NNVNS should undertake training programs
in the following areas:
o Technical skills
o Up gradation of existing skills
o Knowledge of reforms and innovations
o Behavioral skills
o Employee development
o Success stories and best practices As part of the change management, NNVNS should conduct business process reengineering and reforms as follows:
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 131 - Prepared by Anurag Agrawal, ASC, Lucknow
Administrative Reforms: Implementing an e-governance system would require
organization restructuring. Based on functions, some of the department may get
merged with other departments. While, there are requirement to create a separate IT
department.
Legal Reforms: For the successful commissioning of e-Governance system, it may be
required to make necessary legal and procedural changes. The legal changes may
involve a combination of amendments to existing statutes and creation of new laws. The
functionalities under the scope of project require no legal changes.
Process Reforms: A successful e-Governance project implementation requires
reviewing and simplifying all the processes, wherever necessary to make them
amenable to automation.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 132 - Prepared by Anurag Agrawal, ASC, Lucknow
14. BENEFITS OFFERED BY PROPOSED SOLUTION The success of e-Governance at Varanasi Nagar Nigam can only be measured based on the
benefits realized by the stakeholders. NNVNS’s services to the citizens must not only be
available as close as possible to the doorstep of the citizens but also at a reduced cost of
service delivery for NNVNS in a self sustained and efficient manner. Such good governance
can be achieved by focusing on service delivery to citizens and by transforming processes at
NNVNS
14.1. Benefits to Stakeholders
14.1.1. Citizen
Benefits due to e- Governance Quantitative Outcomes Performance indicators
1. Online availability of NNVNS services to citizens
NNVNS portal available on Internet
for citizens to access.
Information, procedures, process,
rules, acts, application forms, etc.
available and downloadable at
NNVNS portal
Filing of applications directly on
NNVNS portal
Service Request can be generated
directly on NNVNS portal
Grievances can be logged through
Internet
Status of applications, grievance
logged can be obtained from
NNVNS portal.
Payments for services, application,
and service request can be made
at NNVNS portal through payment
gateways.
Service availability on 24x7
bases at portal.
Immediate
acknowledgement on
submission of
application
Immediate
acknowledgement on filing
of complaint
Any time view on
Complaint’ status.
Grievance Handling within
7 days (for specific cases
1 month)
Immediate receipt on e-
payment
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 133 - Prepared by Anurag Agrawal, ASC, Lucknow
2. Maximized reach of NNVNS services closer to the
citizen’s doorstep.
Adopt multimode medium of
service delivery to ensure accessibility
to services by citizens.
Online NNVNS web portal.
Direct access to NNVNS portal at
cyber cafes at subsidized cost.
Direct access to NNVNS Kiosks at
neighborhood Kirana shops, 24 x 7
medical stores, ATMs, etc.
Tie-up with SMS service provider to
provide service requests,
grievances, application status,
payment, etc. facilities over mobile
phones through SMS
% of Citizen using
decentralized service mode.
Number of Kiosks
Cafes facilitating NNVNS
services through portal.
Coverage of such setup
at all wards.
3. Improved Citizen Experience
Service response time and
turnaround times are measurable
and shortened.
Circulate information through
newspapers, pamphlets, TV, Radio,
etc. to citizens on multimode
availability of services.
Complex services and procedures
must be explained at NNVNS portal in
detailed and easy step by step
procedure.
Information on NNVNS portal must be
updated on a daily basis for any
changes.
NNVNS portal must have a
news section to provide detailed
current affairs information on
NNVNS to citizens.
Continuous improvisation in
timelines for service
delivery in Citizen Charter
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 134 - Prepared by Anurag Agrawal, ASC, Lucknow
Encourage public participation by
conducting public polls at the
portal, kiosks, ATMs, cyber cafes,
etc. for obtaining public opinion on
proactive improvement to civic
services.
NNVNS must provide FAQs at the
portal to reduce the need for
citizens to contact NNVNS for just
information.
14.1.2. Employees, NNVNS and Government
Benefits due to e- Governance
Quantitative Outcomes Performance indicators
1. All functions / processes are fully Computerized and IT enabled and available online
Availability of working items on the
dashboard of employees at the click of
button.
Zero time lag between workflow and no
time is wasted in physical transfer of
files and documents between tables
and offices.
Paperless office.
Exception reports and alerts
available to users at preset trigger
points.
No time is wasted by employees in MIS
and report preparation.
All routine and repetitive tasks are
automated and happen without any
user intervention.
Year begin, year end, day begin,
Significant reduction of
time on each process.
Management decisions
based on updated MIS
availability.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 135 - Prepared by Anurag Agrawal, ASC, Lucknow
day end, shift begin and shift end
processing are instantaneous.
Revenue generated by all functions
are integrated for recording in financial
system under appropriate account
heads
2. Decreased cost of service delivery / self sustenance of operations.
Public Private Partnerships for service
delivery to reduce cost of service
delivery
Front-end staff will be
reinforced by private
service provider.
3.Improved employee efficiency
Employees can fully focus on
problem solving and improving service
delivery.
Revenue leakages are sealed.
Revenue generation increases year by
year.
Correct and timely availability of
information from systems, leading to
simplification of complex decision
making processes.
Large number of conventional
decision making is reduced to
immediately actionable alerts and
exceptions.
Staff works proactive in view
of availability of updated
reports.
Fiscal transparency within
NNVNS
4. Better employee
experience and employee esteem
Employees work in paperless and
clutter free environment.
Positive feedback from citizens and
vendors on the prompt and effective
service delivery.
Improvement in working
environment
5. Ease of Service oriented architecture gives the Better and tightly
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 136 - Prepared by Anurag Agrawal, ASC, Lucknow
maintenance and integration of various application services
flexibility and open platform for planning
integration without effecting the caller
and called services’ overall functionality.
New features may be added or re-
oriented without effecting the overall
functionality or integration
integrated application
environment.
More flexibility to add
features and functionality
14.1.3. Vendors
Benefits due to e- Governance
Quantitative Outcomes Performance Indicator
1. Online vendor transactions through NNVNS portal
Availability of tenders, notices for
purchase
Online submission of technical and
commercial details for tenders
Online tender opening.
Transparency.
Online submission of invoice by vendor.
Online status of vendor invoice
approval.
Electronic fund transfer of payment to
vendors.
Exponential Increase in
nos. of traders/ private
vendors using services like
online bidding, e payment
etc.
2. Lower cost of interfacing with NNVNS
Vendors need not physically visit
NNVNS offices for tenders, opening
and payments
Reduced number of staff at
front end services, staff
oriented towards other
civic services.
14.2. Key Measures against Objectives and Outcomes NNVNS shall implement e-Governance to achieve key measures and targets enlisted in the
NMMP guidelines. The NMMP guidelines of key measures and their targets are as follows
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 137 - Prepared by Anurag Agrawal, ASC, Lucknow
Stakeholders &
Objectives
Key Measures Illustrative Targets
Citizens (Quality of Service)
Minimizing the number of customer visits
Reducing the time required to request the
service.
Reducing the time required to deliver a
service.
Reducing the fees and charges associated
with a service.
Reducing the time spent by the customer to
follow-up and racks the progress o
requested service.
Six monthly independent citizen
survey/feedback for a period of five years
from the time of go-live with 95%
satisfaction level with respect to meeting
specified service levels.
95% resolution of grievances received
through the complaint management
module within the defined service level
Municipalities (Process efficiency and effectiveness)
Enhancing existing revenue.
Setting up new revenue streams
Reducing cost of processing transactions
Delivering intangible benefits (boosting image
of municipalities as a service oriented
organization).
Growth in municipality own revenues by at
least 25% on a year-to-year basis for
first three years.
Banning of manual records.
Accrual based accounting system
Service providers / suppliers (Monitoring & Evaluation of Quality of Service)
Service Level Agreements (Internal and
External)
Deployment of a system for meeting th
requirements contained in the right to
information act
Funding agencies / PPP players
(Economy)
Sustainability and Government investment
optimization through PPP models.
Return on Investment (ROI).
Cost benefits
Revenue surplus.
Policy makers (Decision making support system)
Integrated view of performance of
Municipalities at the Central & State Govt.
level
Integrated state wide municipal information
management system
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 138 - Prepared by Anurag Agrawal, ASC, Lucknow
Programme Office (Progress tracking)
%age of customers of each type using e
Governance services.
%age of municipal services transformed into
e-Governance.
%age of municipal service information
published over e- Governance
%age of transactions of each service
executed electronically
Over 75% citizens using alternate channels
for accessing services of ULB’s.
14.3. Service Level Improvement Adequate efforts shall be undertaken by NNVNS to implement the service levels as mentioned
in the NMMP guidelines which are as follows. NNVNS shall measure the entire e-Governance
implementation against these service levels on a predefined periodic basis. The monitoring
mechanism shall be the basic tool for NNVNS to further improve its service delivery through e-
governance:
Key Objectives Key Goals Verifiable Indicators
Means of Verification
Financial
Sustainability Revenue enhancement
Use of PPP
Growth in municipality own
revenues by at least 25% on
a year to year basis for first
three years.
Financial statements
of the municipality
Effective citizen
Redressal System
Operational right to
information
80% resolution of grievance
received through the
Complaint Management
Model within the defined
service level.
Government order Enhanced Transparency and accountability
Operational right to
information.
Deployment of a system for
meeting the requirements
System audit
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 139 - Prepared by Anurag Agrawal, ASC, Lucknow
contained in the Right to
Information Act Banning of
manual records.
Online financial and
management Information
system
Accrual based accounting
system
System audit
Process Reform
Implementation of
standards & guidelines
suggested in the design
document.
Legislative changes Government order
Website / Common state
wide portal for
municipalities
Updated at least every
15 days, time stamp
Time stamp
monitoring and SLA
with hosting agency
Availability of forms,
citizen charters etc.
Online, updated within
24 hours of changes in
forms, rules etc. if any
SLA with hosting
agency (if website
hosted externally)
Online submission of
forms
Online, immediate
acknowledgement
Birth and Death Registration
Registered Hospitals Online and through
service points (<15
minutes).
System audit
Others <5 days
Clearly Defined Citizen Services and Service Levels
Calculation & payment
of Property Tax
Online tax calculator <15
minutes through identified
service points Online
through e-Biz portal.
System audit
monitoring and
evaluation
framework.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 140 - Prepared by Anurag Agrawal, ASC, Lucknow
Payment of utility bills
water supply and
sewerage
E-Bills to be available
online Payment online <15
minutes through identified
service points.
System audit
monitoring and
evaluation
framework.
Building Approvals
Residential <7 days System audit
monitoring and
evaluation
framework.
Commercial and others <15 days
Health Programs
License(New) <5days
Renewal <30 minutes
Financial Accounting
System
Double accounting
finalization of A/Cs within
3 months
System audit
monitoring and
evaluation
framework
Development Projects
Approved projects and
fund allocations by
wards
Online & at service
centers, within 1 day of
project approvals
System audit
monitoring and
evaluation
framework
Physical and financial
progress
Online & at service
centers, updated within
15 days
System audit
monitoring and
evaluation
framework
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 141 - Prepared by Anurag Agrawal, ASC, Lucknow
Request for public
comment before
closure
Online & at service
centers,
7 days after completion
Date of finalization
of accounts
e-Procurement Integration with state e-
procurement module
System audit
monitoring and
evaluation
framework
Grievances Handling
Acknowledge Immediate (through
service points or online)
Online
Resolution Monitoring Online (<7 days for all
other than specified for
which it would be <1
month)
System audit
monitoring and
evaluation
framework
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 142 - Prepared by Anurag Agrawal, ASC, Lucknow
15. FINANCIAL ESTIMATE FOR E-GOVERNANCE INITIATIVE 15.1. Capital Expenditure (CapEx) 15.1.1. Summary of Capital Expenditure (CapEx)
Sr. No. CapEx Categories Amount
(in Rs.) 1. Integrated e-Governance System
4,20,00,000
2. IT Infrastructure – Hardware
2,37,09,000
3. IT Infrastructure – Software
51,00,000
4. Consultancy Charges For Project Reports
30,00,000
5. Cost of e-Governance Consultancy for Project Management and Monitoring
30,00,000
6. Building, AC & Furniture, etc. 1,00,00,000
Total
8,68,09,000
15.1.1.1 Integrated e-Governance System
Sr. E-Governance Software Quantity UOM Unit Rate Amount (in Rs.)
1. Implementation of Integrated e- Governance System
LS 2,50,00,000
2. Data preparation, verification and migration
LS 30,00,000
3. GIS Software and Spatial Data
LS 70,00,000
4. Training and Capacity Building
LS 35,00,000
5. GIS Platform
LS 35,00,000
Total
4,20,00,000
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 143 - Prepared by Anurag Agrawal, ASC, Lucknow
15.1.1.2. IT Infrastructure – Hardware
Sr. Hardware Quantity UOM Unit Rate Amount (in Rs.)
1 Database Server
2 Nos. 3,50,000 7,00,,000 2 Application Server *
4 Nos. 3,50,000 14,00,000
3 GIS Server
1 Nos. 3,50,000 3,50,000 4 External Storage
1 Nos. 20,00,000 20,00,000
5 Giga Switch
2 Nos. 2,40,000 4,80,000
6 Core Router
2 Nos. 6,40,000 12,80,000 7 Location Routers
6 Nos. 1,20,000 7,20,000
8. Firewall
2 Nos. 4,00,000 8,00,000 9 Manageable Switch
10 Nos. 36,000 3,60,000
10 LAN
130 Nos. 1,500 1,95,000 11 Desktops **
** Existing: 35 Total Required: 113
78 Nos. 38,000 29,64,000
12. Mono Laser Printer
20 Nos. 10,000 2,00,000
13. Multi Function Printer Color
11 Nos. 40,000 4,40,000
14. DMP Normal High Speed
30 7
Nos. Nos.
15,000
1,00,000
4,50,000 7,00,000
15. LINE PRINTER 1 Nos. 5,00,000 5,00,000
16. UPS 5 KVA ONLINE 2 KVA ONLINE
10 10
Nos. Nos.
1,25,000
40,000
12,50,000
4,00,000
17. DGSET 35 KAV 7.5 KVA
1
10
Nos. Nos.
5,00,000 1,25,000
5,00,000
12,50,000 18. SBM
** Existing 20 Total Required 125
105
Nos.
22,000
23,10,000
19. BIO-METRIC TA System
110 Nos. 16,000 17,60,000
20. KIOSK
11 Nos. 2,00,000 22,00,000
21. A0 SCANNER 1 Nos. 5,00,000 5,00,000
Total
2,37,09,000
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 144 - Prepared by Anurag Agrawal, ASC, Lucknow
15.1.1.3. IT Infrastructure- Software
Sr. Software Quantity UOM Unit Rate Amount (in Rs.)
1 RDBMS
2 CPUs 16,00,000 32,00,000
2 Server Operating System *
* Existing: 2 Total Required: 6
4 Nos. 1,00,000 4,00,000
3 Management Software including Antivirus, Anti-spyware
1 No. 15,00,000 15,00,000
Total
51,00,000
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 145 - Prepared by Anurag Agrawal, ASC, Lucknow
15.2. Operational Expenditure (OpEx) 15.2.1. Summary of Operational Expenditure
Sr. OpEx Categories Amount (in Rs.)
1. Application Software
2,66,25,000
2. IT Infrastructure – Hardware
1,33,50,040
3. IT Infrastructure – Software
50,00,000
4. Onsite Manpower for handholding to Users
4,00,00,000
5. Cost of e-Governance Consultancy for Project Management and Monitoring
30,00,000
6. Infrastructure (Building, Furniture, etc.)
25,00,000
Total
9,04,75,040
15.2.1.1. Application Software
Sr. Software Items Qty. UOM Unit Rate
Amount (in Rs.)
ATS/AMC Charges
ATS/AMC for 5 Years
1. Implementation Of integrated e- Governance services
LS - - 2,50,00,000 37,50,000 1,87,50,000
2. GIS Application Software
LS - - 70,00,000 10,50,000 52,50,000
3. GIS Platform LS - - 35,00,000 5,25,000 26,25,000
Total
3,55,00,000
66,00,000
2,66,25,000
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 146 - Prepared by Anurag Agrawal, ASC, Lucknow
15.2.1.2. IT Infrastructure – Hardware
Sr. Hardware Qty UOM Unit Rate Amount (in Rs.) AMC
AMC for Additional
2 Yrs*/5 yrs**
1. Database Server*
2 Nos. 3,50,000 7.00,000 56,000 1,12,000 2. Application Server*
4 Nos. 3,50,000 14,00,000 1,12,000 2,24,000
3. GIS Server*
1 No. 3,25,000 3,25,000 28,000 56,000 4. External Storage*
1 No. 2,000,000 20,00,000 1,60,000 3,20,000
5. Giga Switch*
2 Nos. 240,000 4,80,000 38,400 76,800 6. Core Router*
2 Nos. 640,000 12,80,000 1,02,400 2,04,800
7. Location Route*rs
6 Nos. 120,000 7,20,000 57,600 1,15,200 8. Firewall*
2 Nos. 400,000 8,00,000 64,000 1,28,000
9. Manageable Switch*
10 Nos. 36,000 3,60,000 28,800 57,600 10. LAN Points*
130 Nos. 1,500 1,95,000 15,600 31,200
11. Desktops*
78 Nos. 38,000 29,64,000 2,37,120 4,74,40 12. Mono Laser Printer*
20 Nos. 10,000 2,00,000 16,000 32,000
13. Multi Function Color Printer*
11 Nos. 40,000 4,00,000 35,200 70,400
14. DMP* Normal High Speed
30 7
Nos. Nos.
15,000
1,00,000
4,50,000 7,00,000
36,000 56,000
72,000
1,12,000 15. LINE PRINTER* 1 Nos. 5,00,000 5,00,000 40,000 80,000
15. UPS ** 5KVA Online 2 KVA Online
10 10
Nos. Nos.
1,25,000
35,000
1,2,50,000
3,50,000
1,00,000
32,000
5,00,000 1,60,000
16. DG SET** 35 KVA 7.5 KVA
1
10
Nos. Nos.
5,00,000 1,25,000
5,00,000
12,50,000
50,000
1,25,000
2,25,000 6,25,000
17.
SBM** 105 Nos. 22,000 23,10,000 4,62,000 23,10,000
18.
BIO-METRIC TA System**
110 Nos. 16,000 17,60,000 3,52,000 17,60,000
19. KIOSK*
11 Nos. 2,00,000 22,00,000 1,76,000 3,52,000 21. A0 SCANNER* 1 Nos. 5,00,000 5,00,000 40,000 80,000 16. Internet Connection
Leased Line Broad band
6 5
Nos. Nos.
6,00,000 3,00,000
30,00,000 15,00,000
Total
2,37,09,000
1,33,50,040
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 147 - Prepared by Anurag Agrawal, ASC, Lucknow
15.2.1.3. IT Infrastructure- Software
Sr. COTS Qty. UOM Unit Rate
Amount (in Rs.) ATS ATS for 5
Yrs 1. RDBMS
2 CPUs 16,00,000 32,00,000 6,40,000 32,00,000
2. Server Operating System
4 Nos. 1,00,000 4,00,,000 __ __
3. Management Software including Antivirus, Anti- spyware
1 No. 18,00,000 18,00,000 3,60,000 18,00,000
Total
5,40,000
50,00,000
15.2.1.4. Onsite Manpower for handholding to Users
Sr. Manpower Type Amount (in Rs.)
1. Project Manager
2. Database Administrator
3. Network Administrator
4. Server Administrator
5. Helpdesk
6. Team Leader
7. Software Engineer
8. Data Entry Operator
9. Data Collector
4,00,00,000
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 148 - Prepared by Anurag Agrawal, ASC, Lucknow
15.3. Year wise CAPEX-OPEX Distribution
Sr. Category of Items Year
2011-12 Year
2012-13 Year
2013-14 Year
2014-15 Year
2015-16 Year
2016-17 Total
Amount (in Rs.)
CapEx
1. Application Software
42000000 42000000
2. IT Infrastructure – Hardware
23709000 23709000
3. IT Infrastructure – Software
5100000 5100000
4. Consultancy for DPR Preparation
3000000 3000000
5. Cost of e- Governance Consultancy for Project Management and Monitoring
3000000 3000000
6. Building & Furniture, etc.
10000000 10000000
a. Sub Total – CapEx 86809000 - - - - 86809000
OpEx
1. Application software
5325000 5325000 5325000 5325000 5325000 26625000
2. IT Infrastructure – Hardware
2670008 2670008 2670008 2670008 2670008 13360040
3. IT Infrastructure – Software
1000000 1000000 1000000 1000000 1000000
5000000
4. Post
Implementation Manpower Support
8000000
8000000
800000
8000000
8000000
4000000
5. Cost of e- Governance Consultancy for Project Management and Monitoring
600000
600000
600000
600000
600000
3000000
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 149 - Prepared by Anurag Agrawal, ASC, Lucknow
6. Building & Furniture
500000 500000 500000 500000 500000 2500000
b. Sub Total – OPEX
- 18095008 18095008 18095008 18095008 18095008 90475040
a+b
Grand Total
82516000 18095008 18095008 18095008 18095008 18095008
177284040
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 150 - Prepared by Anurag Agrawal, ASC, Lucknow
15.4. Finance Pattern
Centre State NNVNS
Total funding for CapEx and OpEx for 2
Years
NNVNS for 3rd, 4th & 5th year
Total e- Governance
cost including CapEx &
OpEx for 5 years
Funding
%age
50%
20%
30%
CapEx
4,34,04,500
1,73,61,800
2,60,42,700
8,68,09,000
8,68,09,000
OpEx
1,80,95,008 72,38,003 1,08,57,005 3,61,90,016 5,42,85,024 9,04,75,040
Total
6,14,99,508 2,45,99,803 3,68,99,705 12,29,99,016 5,42,85,024 17,72,84,040
For funding from Centre and State OpEx for only 1st and 2nd year is considered.
OpEx for 3rd, 4th & 5th year shall be borne by NNVNS.
The costs mentioned above are excluding all taxes and levies.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 151 - Prepared by Anurag Agrawal, ASC, Lucknow
16. ANNEXURE 1- EVALUATION AND GRADING OF CURRENT IT SYSTEM The existing software modules can be evaluated as per following table and grading system:
Attribute Modules
Attribute Description
Category Attribute weight age
Property Tax
Payroll Double Entry
Account System
Birth and Death
Registration
3-tier or above 5 0 0 0 0 Web enabled 5 0 0 0 0 Multi-user 2 0 0 1 0 RDBMS 5 0 0 0 0
Architecture
Security
3 0 0 1 0
Support to Multiple OS 5 0 0 0 0 Support to Multiple RDBMS
3 0 0 0 0
Data exchangeability with other system
3 1 1 1 1
Adherence to open standards
Integration with Other System
4 0 0 0 0
Integrity of robustness
Transactions and rollback
3 0 0 1 0
Data input validations 5 0 0 1 0 Bug Free 3 0 0 1 0 Exception Handling 3 0 0 1 0
Self Healing
2 0 0 1 0
Role base user Management
5 0 0 1 0
Backup and restore 5 1 1 1 1
Utilities
Ease of administration
3 1 0 1 1
Ability to handle higher workload
4 1 0 1 1
Ability to process huge volume of archived and current data
4 0 0 1 0
Scalability
Ability to handle higher no of concurrent user
4 0 0 1 0
Functional Coverage
All functions covered for the department
3 0 0 1 0
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 152 - Prepared by Anurag Agrawal, ASC, Lucknow
Online Help 3 0 0 1 0 Offline Help 2 1 1 1 1 SRS and Design Document
5 0 0 0 0
User Manual and Administrative Manual
3 0 0 1 0
Acceptance Test Document
2 0 0 0 0
Availability of Source Code
4 0 0 0 0
Documentation
Change Management Documentation
2 0 0 0 0
Total out of 100
17 10 60 17
Prequalification / cutoff mark:
Module obtains > 80 Marks: It is as per DPR requirements with some customization
required.
Module obtains < 80 Marks: Not as per DPR requirements.
As per the above evaluation none of the existing software applications can be used within the
proposed integrated e-governance solution. However they will be retired only after the
proposed solution is ready to go live.
Hardware
Section 5.4 of the DPR document covers details of Existing Hardware. The existing hardware
modules can be evaluated as per following table:
1. Score (1-3), where 1=low/negligible, 2=medium, 3=high
2. Prequalification / cutoff mark:
- Hardware obtains > 80 marks: Usable as per DPR requirements
- Hardware Obtains 60-80 marks: Can be used as Stand-by Items/other utilities
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 153 - Prepared by Anurag Agrawal, ASC, Lucknow
Hardware Obtains < 60: Not usable as per DPR, but will continue to in use as existing.
Attribute
Hardware Type
Desktop Attribute
Description Attribute
weight age Server
P IV and above PIII and 486
Printers
Configuration
9 2 3 1 2
Upgradeability
7 2 2 1 2
Warranty/ Maintenance Support
9 3 3 2 3
Compatibility 8 2 2 1 3
Total Score
75
84
42
83
As per the table above, the current 35 desktops that exist can be utilized for the proposed e-
governance solutions. The requirement already discounts the current systems when procuring
new hardware.
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 154 - Prepared by Anurag Agrawal, ASC, Lucknow
17. ANNEXURE 2 – SPECIFICATIONS OF PROPOSED HARDWARES FOR E-GOVERNANCE
17.1. Database / Application Server (1CPU / 2 CPU) Sr. No.
Specifications
1. Must have 1/2 Nos. x Quad Core Xeon 2.66GHz Processor or latest
2. Must have 1333 MHz Front Side Bus
3. Must have 8 MB L2 Cache
4. Must have 2 x 4GB DDR2 ECC RAM of 667MHz
5. Must have 2 nos. of Integrated Gigabit Ethernet Controllers
6. Must have integrated baseboard management controller
7. Must have 2 nos. of 146 GB Small Form Factor SAS HDD with Raid 0, 1 capability
17.2. External Storage
Sr. No.
Specification
1. Fibre channel based external storage system
2. 2 Nos. RAID controllers with each controller having 1GB or more cache
3. Cache batteries must have 48 hours or more redundant battery life and must be ECC protected and mirrored
4. Must be configured for RAID 0+1 and RAID 5 or equivalent
5. 15 Nos. or more 300 GB 10K RPM Hot Swap HDDs on RAID 5
6. Must provide and configured for Hot Spare along with spare utilization for I/O and throughput
7. Array should have the capability of configuring hot swap disks
8. Must be configured for online capacity expansion and data leveling
9. Must have end to end checksum data and metadata recovery feature
10. Should support 128 host connections and 512 LUNs or mor
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 155 - Prepared by Anurag Agrawal, ASC, Lucknow
11. Support for additional 20 or more disks
12. Must have Dual Interface Ports for connection to SAN Switch
13. Power supplies and Fans must be fully redundant and hot swappable
14. Must be configured in a SAN setup with high available connectivity to additional servers
15. Must be configurable for Windows, Linux, UNIX and Netware
16. System must support and must be configurable on rack. All accessories and hardware necessary for configuration on rack must be supplied
17. Must have and configured on at least 2 host interconnects or more. All interconnects must be of 4Gbps or more FC
18. 2 Nos of 8 Port Fiber Channel Switch with necessary Fiber cables required for this setup
19. External Storage must be configured on SAN along with the Database Server and Backup devices. Storage system and the SAN Switches must have atleast 2 paths between them.
17.3. Giga Switch
Sr. No.
Specification
1. 16 Nos. RJ45 Ports for 10BaseT/100BaseTX/1000BaseT
2. 2 Nos. GBIC ports with support for 1000 Base SX/LX/LH/ZX. Vendor must configure ports for commissioning
3. Should support half duplex, full duplex modes and auto negotiation for 10BaseT/100BaseTX/1000BaseT ports
4. 32 MB SD RAM or more
5. 8K MAC Address entries
6. Must be configured for management through Console Port, Telnet, Web
7. Must support SNMP and RMON
8. Must have LED indicators to display the link status and activity
9. Must have at least FCC Class A, CE Certification
10. System must support and must be configurable on rack. All accessories and hardware necessary for configuration on rack must be supplied
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 156 - Prepared by Anurag Agrawal, ASC, Lucknow
17.4. Routers
Sr. No. Specification
1. Make (to be specified by vendor)
2. Model (to be specified by vendor)
3. Modular Router
4. 2 Nos. 10/100 Mbps Ethernet Port
5. Min 4 Nos. slots for expansions
6. 1 Port Serial WAN Interface Card
7. 1 Port ISDN WAN Interface Card
8. 1 No. Auxiliary Port
9. 1 No. Console Port
10. 32 MB Flash RAM on board expandable to 64 MB
11. 64 MB DRAM on board expandable to 128 MB
12. DSP module slots
13. Must be rack mountable on 19” Rack Chassis
14. Must support hardware assisted VPN encryption modules
15. Must support 64Kbps up to 2Mbps bandwidth
16. Must provide cable for Serial Port
17. Electromagnetic Emissions Certifications EN55022 (CISPR22) Class A, EN55022/EN50082, CFR47 part 15 Class A, ICES 003, issue 2 Class A, VCCI Class A, AS/NZS 3548: Class A, EN55024 (CISPR24) Immunity
18. It is a responsibility of the vendor to quote and provide all required accessories to terminate, connect the lines at all locations wherever required. The price quoted shall be inclusive of all the charges required for the same.
19. Should support Remote monitoring, administration, configuration and troubleshooting
20. Must support for NAT, ACLs, 3DES, IPSEC, L2TP, Integrated Firewall, IDS Support, Time based Access List, CRTP
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 157 - Prepared by Anurag Agrawal, ASC, Lucknow
21. QoS Support
22. Management via SNMP
23. Must support Voice Traffic Prioritization
24. System must support and must be configurable on rack. All accessories and hardware necessary for configuration on rack must be supplied
17.5. Firewall
Sr. No. Specification
1. State full Inspection
2. Must support OPSEC
3. Must have a hardened OS
4. System must support and must be configurable on rack. All accessories and hardware necessary for configuration on rack must be supplied
5. Intrusion Protection
6. Min. 6 Ethernet Interfaces with support for Public, Private and De-militarized zones. Min. 2 ports should support 1000 Mbps of the 6 ports
7. High Availability with no single point of failure
8. Should support Virtual Router Redundancy Protocol
9. AAA Support
10. X.50a Certificate Support
11. Content filtering, URL filtering support, SPAM mails filtering
12. Must support IEEE802.1q VLAN Tagging OSPF Routing (Min. 3 OSPF areas should be possible to configure) Must support Static Routing RIPv1 and RIPv2 routing must be supported
13. DHCP Server
14. NAT/PAT support Advanced NAT support including H.323 applications
15. Web base GUI
Detailed Project Report –e-Governance Version – 2.1 (Nagar Nigam-Varanasi)
- 158 - Prepared by Anurag Agrawal, ASC, Lucknow
16. Remote Management
17. Fast Ethernet Expansion option
18. Failover Support
19. Cleartext Throughput > 800 Mbps
20. Concurrent Connection > 3,00,000
21. Must support 5,000 new sessions per second processing
22. Simultaneous VPN Tunnel > 1900
23. 1 DMZ for Application Servers
24. Must have GUI and CLI interfaces for firewall management and support for both
25.
Windows and Unix Platforms
17.6. Manageable Switch
Sr. No. Specification
1. 1U Rack-Mount 24 Nos. 100/1000Mbps RJ-45 MDI-X ports,
2. 100/1000Mbps Ethernet, 100 Base TX Fast Ethernet auto-sensing Switch
3. 8.8 GBPS back plane support, forwarding rate 3.6 Mbps
4. Full duplex capability
5. Management capability SNMP, TELNET, RMON
6. VLAN Maximum 64port based
7. Standards IEEE802.3u(100Base Fast Ethernet), IEEE802.3(10BaseT Ethernet), IEEE802.1D,IEEE802.3x, IEEE802.1P/Q (Tagged VLAN)
8. System must support and must be configurable on rack. All accessories and hardware necessary for configuration on rack must be supplied
- 159 - Prepared by Anurag Agrawal, ASC, Lucknow
17.7. Desktops
Sr. No. Specification
1. Intel Core I 5 2.8 or latest
2. Min. 3 GB DDR3 RAM
3. Intel 865G Chipset, 1066 or higher Onboard 100/1000 Fast Ethernet LAN, Integrated Graphics
4. 19" or higher TFT/LCD Color Monitor
5. 320 GB IDE HDD, SATA Based
6. 2 Serial (9Pin),One Parallel , One Keyboard and One Mouse Ports, 6 USB Ports
7. 106 Keys Keyboard or equivalent
8. 2 Button PS/2 Optical Scroll Mouse
9. Minimum of 160 Watts with variable speed Fan and with a front power on switch
10. Windows XP Professional or latest preloaded