First Draft IT Gap Assessment 14.09.2020 1.0

GIAC – ADB Project IT Gap Assessment Report 2020
IT GAP ASSESSMENT REPORT

ABBREVIATIONS
GoTN – Government of Tamil Nadu
ADB – Asian Development Bank
AMRUT
TNUIFSL
MAWS
GIAC
GIC
CMA
ULB
CMSE
JNNURM
TNUFIP
@Akshat: Please review the document and add the remaining abbreviations.
EXECUTIVE SUMMARY
The Government of Tamil Nadu (GoTN) requested support for a Governance Improvement
Component (GIC) under the ADB supported Tamil Nadu Urban Flagship Investment Program
(TNUFIP), which is a $500 million financial assistance through a Multi tranche Financing Facility
(MFF) to support Tamil Nadu Government achieve the objectives of urban development as
envisaged in the GoTN 12th Five Year Plan, Vision Tamil Nadu 2023 and National Flagship Urban
Programs such as - AMRUT, Smart Cities Mission and Swachh Bharat Mission. The Municipal
Administration and Water Supply Department (MAWS) through Tamil Nadu Urban Infrastructure
Financial Services Limited (TNUIFSL) is the state-level Executing Agency for the program.
This investment program aims to achieve three outputs-

1. Climate resilient sewage collection and treatment, and drainage systems in at least 8 cities
developed;
2. Access to reliable water supply systems in at least 5 cities improved with smart features, and
3. Institutional capacity, public awareness, and urban governance strengthened.
As a part of ADB’s “finance plus feature,” the program will include a performance-based governance
improvement component to achieve Output 3. All the ULBs shall be incentivized to carry out priority
governance improvements through performance linked incentives. This is in line with the objective
to advance the urban reform agenda in the State. Output 3 is implemented through the
Commissionerate of Municipal Administration (CMA).
ECORYS Pvt. Ltd Page 1

The CMA is the Implementing Agency for the urban governance improvement Component,
participation, gender equality, awareness and capacity building components of TNUFIP. In order to
support various activities of CMA as an implementing agency particularly those related to Output 3,
a consultancy firm, Ecorys Nederland BV in Joint Venture with Ecorys India Private Limited has
been hired as Governance Improvement and Awareness Consultant (GIAC, the Consultant).
GIAC team has been mobilized on 16th December 2019. This consultancy assignment is for a period
of about five years starting from December 2019 to December 2024. GIAC team is located within
CMA office at 5th Floor and is currently functioning under the overall guidance, supervision and
direction of the Commissioner of Municipal Administration. The consultant mobilized local
staff/consultants at the PIU level, for field level implementation, coordination and reporting.
Adequate provisions for field level functionaries are established for effective and timely
implementation of activities. To ensure seamless coordination, the GIAC team has prepared work
plan with timelines in close coordination with CMA, PMU, PIU, and the Contract Management &
Supervision Consultant (CMSC), the team has submitted the “Inception Report” on 14th January
2020 and is following the work plan submitted in the same.
This GIAC project scope and tasks are further divided into five components: Out of these five
component, one IT component where we have to plan and implement Urban Data and Governance
Improvement Cell for CMA to take care of IT related activities of CMA and all the ULBs and all the
stakeholders’ associates with CMA/ULBs. This report is mainly concerned with the IT Component to
plan, prepare and submit IT Gap Assessment Report to CMA including all the IT Infrastructure,
Applications, standalone software, supported application and UTIS modules etc. (existing and
proposed in ULBs and CMA).

Chapter - 1
1 INTRODUCTION
1.1 Project Overview

The Governance Improvement Component is an ADB funded project of Government of Tamil
Nadu (GoTN), which aims to incentivize Urban Local Bodies (ULBs) to improve key areas of
urban governance through performance-based grants. The objectives of GIC projects are as
follows:
a) to assess the status of urban governance reforms in Tamil Nadu,

b) to identify key bottlenecks and issues in urban governance,
c) to summarize the State’s priorities in relation to past achievements, and
d) to elaborate the design features of the GIC to incentivize governance improvements
of ULBs in Tamil Nadu.
In past reform programs led by the Government of India’s Ministry of Urban Development,
Tamil Nadu performed well compared to other states in India. Under the national Jawaharlal
Nehru National Urban Renewal Mission (JNNURM) and Atal Mission for Rejuvenation and
Urban Transformation Mission (AMRUT), the state scored high (nearly 100% of compliance
with reforms). Areas of good performance include accounting; systematic devolution of
functions to urban local bodies; mobilizing commercial finance for urban infrastructure; and
building a professional municipal cadre.
However, there are urban reforms still to be completed or are underperforming in Tamil Nadu,
and smaller ULBs have gotten left behind in past reform programs. Key areas requiring
improvement include:
a) to strengthen the water supply and sewage at the ULB levels where many ULBs rely on
parastatal agencies for delivering municipal services,
b) financial management,
c) revenue mobilization, and
d) to fill municipal vacancies.
To achieve a more balanced development of ULBs across the state, the GoTN proposed a
governance improvement incentive system through the program, applicable to all 135 urban
local bodies in Tamil Nadu. The proposed Governance Improvement Component (GIC) of the

program will support the GoTN in providing performance-based grants to achieve priority
governance reforms of the State.
The investment program will primarily focus on water supply and sewerage sub projects in
project cities for enhanced ‘livability and climate resilience’ in at least 10 cities in priority
industrial corridors.
Tranche 1 of the MFF will be implemented in 5 major city corporations of Tamil Nadu-
Chennai, Coimbatore, Trichy, Vellore, Tirunelveli – and 1 municipality - Rajapalayam.
The Tranche 2 of the MFF will also be implemented in 5 major city corporations of Tamil Nadu-
Coimbatore, Trichy, Vellore, Madurai, Tiruppur – and 1 municipality – Ambur. The project
ULBs are designated cities for AMRUT and are included under the Smart Cities Mission except
Rajapalayam & Ambur.
Priorities of Governance Improvement Component: The state has identified Key areas for
improving urban governance. The identified measures described below deepen the progress
made by the state under previous initiatives. It also aligns with on-going AMRUT reforms by
setting additional or stricter targets. The urban governance priorities identified by the state
government are as follows:
a. Financial Management
 Preparation of accounts;
 Setting local fund audit (LFA) audit objections; and
 No dues on statutory and institutional payments-debt, electricity, bulk water supply
and contributory pension scheme.
b. Revenue Improvement
 Collection efficiency of user charges for underground drainage; and
 Increase in the number of professional tax assessments.
c. Administration
 Filling vacancies in sanctioned posts.
d. Project Management
 Achieving targeted number of new household connections for water and underground
drainage projects; and
 Timely completion of projects.

e. New Initiatives
 Sale of treated wastewater/ use of treated wastewater (applicable to all ULBs with
functioning wastewater systems); and
 Fecal Sludge Management in areas not covered by underground drainage.
1.2 GIAC Objective

The objective of the GIAC consultancy is to support TNUFIP in achieving its output of
strengthening institutional capacity, public awareness, and urban governance with proper
gender focus and social inclusion. The scope broadly includes:
a) establishing an Urban Data and Governance Improvement Cell with new urban database;
b) developing and successfully implementing a performance-based incentive program with

state specific target and goals and ensuring at least 50% of the 135 ULBs under CMA
receiving such grants;
c) designing and carrying out various awareness campaigns specifically those related to
water conservation and Hygiene;
d) imparting knowledge on approaches in integrating gender and social inclusion in urban

governance, implementing the gender action plan already prepared and monitoring and
reporting on gender equality results;
e) preparing policy notes related to municipal finances and other urban governance issues;
providing support to project implementing units in matters related to project accounts
and audits;
f) monitoring and reporting the implementation of resettlement plan prepared for various
sub projects under the program and preparation and/or updating of resettlement plans in
ULBs where Tamil Nadu Water Supply & Drainage (TWAD) Board has established PIUs for
supporting sub project implementation
g) imparting training to CMA and Municipal staff in matters related to the above mentioned
tasks.

1.3 Purpose
As part of IT Component deliverables, GIAC IT team shall review and prepare an IT Gap
Analysis Report of existing system, hardware, software, UTIS, trainings and other IT
infrastructure in the ULBs and CMA highlighting the shortcomings and new requirement and
changes in the existing systems, UTIS modules and other IT infrastructure to improve
efficiency of the officials and submit to CMA for review.
1.4 Report Structure

This report consists of six chapters. (To be edited after completion of Report)
Abbreviations
Executive Summary
Chapter-1 - Introduction
Chapter-2 - Gap Analysis Techniques
Chapter-3 - Approach & Methodology
Chapter-4 - UTIS – FRS Analysis
Chapter-5 - UTIS – SRS Analysis
Chapter-6 - ULBs Hardware’s & Software’s
Chapter-7 - Capacity Building or Trainings
Chapter-8 - Findings & Recommendations
Chapter-9 - Way forward
Chapter-10 - Annexures

Chapter - 2
2 GAP ANALYSIS TECHNIQUES
2.1 Objective of IT Component:

Overall objective of the IT Component is to establish UDGIC (Urban Data & Governance
Improvement Cell) within CMA by engaging IT professionals from within the Government or
external sources to plan, improve and implement various Govt projects and programs in ULBs.
Following are the activities of the cell:
 To be a nodal point for all urban data required for evaluating the problems and
performance of ULBs.
 To coordinate and Implement all the guidelines and the Government Improvement
Component of TNUFIP.
 To review all the existing hardware & software purchased and implemented by TN
Government under e-Governance program.
 To suggest and procure any gap or changes or up-gradation for the purpose of
establishing a functional UDGIC.
 To assess and procure if any other software is required for UDGIC.
 To build a Database generated through accessing the various E-Governance initiatives and
Urban Tree Software and share its own database with other stakeholders.
2.2 Tasks as per ToR:

These objectives of IT Component can be implemented through different tasks as mentioned
in the Terms of Reference are:
I. Prepare baseline information as on March 31, 2018 for all 135 ULBs; identify
shortcomings in data availability, reporting requirements and E Governance/IT systems.
II. Develop methodology and timelines for initial data collection, desk verification with
access to the relevant E Governance modules and (sample) field verification.
III. Study the various sources of urban data as available and develop methods /mechanisms
for capturing these for developing the proposed database. The consultant shall develop

methods and build data base by extracting data from the E Governance modules and
where necessary through additional information from ULBs and seeking data from other
agencies (such as Local Fund Audit (LFA), TNUIFSL, electricity utilities etc.)
IV. Prepare and submit required questionnaire to various related agencies and collect
additional data wherever necessary
V. Study related E Governance programs and the Urban Tree software and prepare ways
for seamlessly operating these with the UDGIC through mutual data capture and sharing.
VI. Take a survey of the computer hardware and software already available, find the gaps,
prepare list of additional requirements and assist in procuring and deploying the same
through the funds available under the provisional sum.
VII. On approval from the client, prepare the estimates and bidding documents for
computers and software’s, etc. as required, with detailed specifications. The consultant
will assist the client in the bid process management of procurement of the same as per
ADB guidelines.
VIII. The consultant in discussion with the client shall study and suggest requirements on
asset management and transfer and insurances for all the items covered in this project.
IX. Identify the positions and required qualification of staff to be deployed and support CMA
in identifying suitable staff from within government to fill the positions.
X. Prepare a concept paper on establishing, operating and maintaining the UDGIC with all
necessary guidelines for data collection and management. The paper should include
successful case studies and propose an appropriate model specifically suitable for Tamil
Nadu.
XI. Through the computers and software deployed help generate standard templates and
procedures for dissemination of data.
XII. Support in all aspects related to developing and maintaining the cell as a nodal center
for all urban data.
As per task (I), (II), (V) & (VI) GIAC IT team has to identify the shortcomings in existing data,
reporting requirements, E-Governance/IT Systems like UTIS (Urban Tree Information System)

and Computer hardware and software available in CMA and ULBs. So this report consist of
CMA & ULBs IT Applications and Infrastructures Gap Analysis.
2.3 GAP Analysis/Assessment:

A gap analysis is a method of assessing the differences in performance between a business
information systems or software applications to determine whether business requirements
are being met and, if not, what steps should be taken to ensure they are met
successfully. Gap refers to the space between "where we are" (the present state) and "where
we want to be" (the target state). A gap analysis may also be referred to as a needs analysis,
needs assessment or need-gap analysis.
In information technology, gap analysis reports are often used by project managers and
process improvement teams to figure out how to allocate resources.
In software development, gap analysis tools are used to document which services and/or
functions have been accidentally left out, which have been deliberately eliminated, and which
still need to be developed.
Diagram to prepare and paste
2.4 Gap analysis Process:

The first step in conducting a gap analysis is to establish specific target objectives by looking
at the project’s mission statement, strategic goals and improvement objectives.
The second step is to analyze current business processes by collecting relevant data on
performance levels and how resources are presently allocated to these processes. This data
is collected from a variety of sources involved in the process analyzed, such as by looking at
existing documentation & manuals, conducting interviews, brainstorming and observing
project activities. Lastly, after a GIAC team compares its target goals against its current state,
it then draws up a comprehensive plan outlining specific steps to be undertaken to reach its
target objectives by filling the gap between its current and proposed states.
 Current state: A gap analysis template starts off with a column that might be labeled
"Current State," which lists the processes and characteristics under the specific gap
analyses that needs improvement using factual and specific terms. Areas of focus can be
broad, targeting the entire business or may be narrow, concentrating on a specific

business process, depending on the agency/project's outlined target objectives. The

analysis of these focus areas can be either quantitative or qualitative depending upon the
requirements of the Project/Agency activities.
 Future state: The gap analysis report also includes a column labeled "Future/Desired
State," which outlines the target condition the agency or organization wants to achieve.
Like the current state, this section can be drafted in concrete, quantifiable terms, such as
aiming to increase the number of benefited customers by a certain percentage within a
specific time period; or in general terms, such as working toward a more inclusive office
culture.
2.5 Gap description:
This column should first identify whether a gap exists between a company's or organisation
current and future state. If so, the gap description should then outline what constitutes the
gap and the factors that contribute to it. This column lists those reasons in objective, clear and
specific terms. Like the state descriptions, these components can either be quantifiable, such
as the difference between the number of currently fielded calls and the target number of
fielded calls; or qualitative, such as a lack of workplace diversity programs
2.6 Bridging the gap:
This final column of a gap analysis report should list all the possible solutions that can be
implemented to fill the gap between the current and anticipated states. These objectives must
be specific, related to the factors listed in the gap description above, and be put in active and
compelling terms. Some examples of next steps include hiring a certain number of additional
employees to field customer calls; instituting a call volume reporting system to guarantee that
there are enough employees to field calls; and launching specific office diversity programs and
resources.
2.7 Advantages of Gap analysis

 It ensures that the project requirements have been met as desired.
 It gives insight into the areas which require improvements such as products, efficiency,
processes, profitability, performance, customers’ satisfaction, competitive advantage and
participation.

 It helps in determining the areas which are weak and have shortcomings and to address
those weaknesses and shortcomings.
 It helps in uncovering the difference between perception and reality.
 It helps in determining the best places to deploy focus energy and resources.
 It provides information to make a better decision, which further helps in improving
performance.
 If Gap analysis is performed the outcomes of gap analysis rightly can be understood clearly
and easily.
2.8 Disadvantages of Gap Analysis

 Gap analysis unleash the causes of some problems. But if it does not go deep enough, then
the real cause of the problem can be left unresolved, and various complexities behind
them can be missed.
 The success of Gap analysis highly depends on the persistence and knowledge
of people involved in the gap analysis process.
 There are high chances that the outcomes of analysis can be wrong as the grounds
frequently changes, especially in large organizations.
 Some organization keep the guidelines that can be followed to perform a gap analysis.

Chapter - 3
3 APPROACH & METHODOLOGY
3.1 Approach
3.1.1 Overall Approach:
GIAC IT team followed a consultative approach, wherein the entire assignments were
divided into various phases; and experts and other team members at each stage were
involved for information gathering/ analysis of information/ preparation of report and
delivery of the stated objective. This would enable better clarity to the client and help in
better execution of assignment. The end of execution of every stage would result in a
deliverable to explain the outcomes of a particular stage and its relevance on the next stage
of the execution and way forward.
Various stages of execution as depicted in the below given diagram, their scope and generic
outcomes are explained in subsequently.
Diagram to prepare and paste (by RS)
I. Review & Assessment
a) The consultant’s team shall review and understand the existing situation and collect
information and data which would help in planning and preparing the Gap Analysis
Report.
b) To review and assess the ULBs IT functions, process, information flow and Problem
areas of new modules implemented and in use other than UTIS in ULBs to understand
the workflow of the processes identified for the automation / computerization. This
study must feature all existing networking/ICT components in the ULB/CMA and/or
to be proposed in near future.
c) Assessment of As-Is Process of modules and working, IT usage, level of

computerization, will be done through structured questionnaire, performance
reports/development plan and discussion with Key Personnel.

d) Review any existing networking/ICT component in the ULBs and/or to be proposed

in near future, Network architecture, to ensure availability of hardware, system
software and application software at the various divisions and sections of ULBs.
e) Review existing software, hardware, and IT infrastructure of division and sections of

CMA
f) Detailed Study of the operation of CMA's departments in relevance to IT – ICT.
g) Detailed Study of CMA’s departmental requirements of Software Modules

functionalities, interdependencies and IT infrastructure.
h) The software tools being used or the requirement of Domain specific IT tools as part
of e-Governance initiatives of the State Government shall be considered to maintain
inter-operability mode of application and integration issues.
i) Review and assess any trainings undertaken or scheduled to be undertaken for

different levels of staff members. Requirements include trainings need analysis,
training modules and syllabus for different levels of staff members, training
methodology, schedule and evaluation process, aimed at improving overall IT-ICT
capacity amongst the staff at all levels in the ULBs and CMA.
j) Estimation of resources required for basic awareness level IT training need

identification, curriculum design, courseware development and training execution
with the help of GIAC Training Expert.
k) Identify the maintenance requirements of the implemented system, and discuss a

sustainable plan for maintenance of the entire Software, Hardware and Network
infrastructure in discussion with CMA.
l) Possibility of developing or improving an IT department/cell within the ULBs and

CMA or similar initiatives to build internal capacity to lead and manage the IT-ICT
responsibilities in the ULBs and CMA.
m) To improve and enhance the quality and successful & timely implementation of
project components, the consultant shall discuss and meet the team members of
other projects undergoing in CMA like World Bank, AMRUT etc.
n) Review & Verify, if any, report submitted by other consultants regarding Existing
Software, Hardware, and IT infrastructure of CMA & ULBs.

o) Detailed Study of UTIS's requirement of Software Modules functionalities,

interdependencies and ICT hardware infrastructure installed at State Data Center.
3.2 Methodology
3.2.1 Overall Methodology:
A collective approach methodology was adopted to study IT Gap Assessment through

meetings, focused group discussions with ULBs & CMA IT and other department’s head and
data/information collection through structured questionnaires to understand the existing
hardware and software delivery mechanism of the services/processes along with personnel
and participants involved in service delivery of ULBs for their citizens. In addition, this will
establish the inputs and outputs at various working steps.
All documentation and information flow captured during the process/IT Gap Assessment
Study would be analyzed to establish data requirement at process steps of UTIS. In addition,
present level of automation along with IT infrastructure and Human Resource/Staff
capacities pertaining to ICT intervention will be captured to establish the areas of concern
and hence develop suitable strategy through IT infrastructure planning and enhancement of
HR capabilities.
GIAC IT Team will follow the following steps/work stages for this IT-ICT formulation project
in all the identified phases of the assignment. The stages are
a) Objective setting
b) Data Capture
c) Analysis of data
d) Prioritizing
e) Synthesizing
f) Roadmap
Diagram to prepare and paste (by RS)
3.3 Methodology Adopted for Gap Study

3.3.1 Identification of ULB Services
On a broad level, there are two categories of services, Core Services and Non-Core services,
as per the ULB guidelines. The various Core and Non-Core services which are rendered
exhaustively under the ULBs’ ward level has been identified and listed in order to discuss
with ULBs IT Officer and other related team members.

3.3.2 ULB’s Process Analysis

As part of this stage, exhaustive data capturing exercise has been undertaken keeping in
view of 3 major elements - People, Process and Technology. Meetings & discussions were
conducted with various sections and departments coming under the ULBs Administration
and also with the process owners to understand the vision, objectives and major functions
of the department and also to understand the key processes at a macro level. Subsequently
a detailed process study has been conducted at ULB offices.
 To discuss and study the workflow of UTIS modules
 To discuss the change in Process Work Flow and any other change to enhance user
friendliness.
 To study the IT readiness and the existing IT infrastructure
 To identify the Concerned areas like new modules or hardware upgradation and
Documentation and validation.
3.3.3 Data Collection
Following data collection methods were adopted by the GIAC IT Team to achieve detailed
collection of information / data required to meet effectively the stated objectives of the IT-
ICT project.
1. Focus Group Discussion
2. Process Discussion
3. Personal Interviews
4. Questionnaire to capture
5. Checklist for gathering process information
3.3.3.1 Focused Group Discussion:

Focused Group Discussions were conducted with ULB & CMA departmental officials
and resource persons of various departments. This helped to understand the
gradation of the existing process and deviation of the process from stated standard
process flows for the service.
3.3.3.2 Process Discussion:

ULB Activities Process was discussed with all the ULBs departmental heads and key
resource personnel to identify the problem areas and the required improvement in
the existing process to provide better service delivery interface to the citizen.
Discussions with the resource personnel was also used as a medium to assess needs
for changes in UTIS modules and requirement of new modules.

3.3.3.3 Personal Interviews:

Personal interviews were conducted at various level of ULBs departmental
hierarchy. The interviews were conducted with a view to understand the existing
operational context of service delivery of the selected services.
3.3.3.4 Questionnaire & Check-list:

A standard questionnaire was developed for the purpose of collecting all required
information related to service. All related documents, copies of Acts, Rules,
Government, Departmental and Local Orders, existing forms and formats, etc were
collected for reference and review.
3.3.3.5 Process Checklist:

A process checklist within the team was used for vetting the information captured
during the entire exercise and to ensure complete information collection during the
field study.
3.3.4 Gap Assessment Documentation Approach
The data collected at the field level is organized in to meaningful information in IT Gap
Assessment Report. Approach followed is given below:
1. All discussions and collected data were documented and re-organized in discussion
with the team who visited the ULB to confirm the details.
2. Prepared a detailed visit report and the persons or officer met with during the visit.
3. All the documents and information collected was verified over phone with the
concerned ULB officer for confirmation.
4. Organization structure was discussed for the identified departments.
5. Documented manpower details department wise.
6. Entered Hardware and software details for each department.
7. Documented service wise, As-Is Process of new modules suggested.
3.4 Gap Analysis Activities/Component:

As per the GIAC project’s IT Component to prepare and implement UDGIC for CMA can only
be possible when a detailed study of existing hardware and software along with UTIS modules
and Data Center hardware’s is done to identify the gaps for improvement to provide effective
and timely services to citizens in a digital environment. To do this Gap Assessment, GIAC IT
team has to study the following in details:

3.4.1 ULB’s Hardware / Software
Through World Bank Project & funding, UTIS was developed and implemented in all the 135
ULBs of Tamil Nadu State. ULBs need hardware and basic software to be implemented in
ULBs for effective use of these modules for the benefit for their citizens. GIAC IT Team under
GIAC project have planned to review all the existing hardware’s and software’s of all the 135
ULBs to assess the functionalities of existing hardware and supported software to use these
UTIS modules and also to support the ULB’s other activities for delivery of the services.
Moreover, GIAC team also studied and collected information about the personnel’s profile,
skills and trainings on working efficiently with UTIS modules. GIAC team would analyze all
collected information regarding the hardware, software, UTIS skills, trainings and
requirements to recommend their findings to upgrade the existing system or need to
purchase new infrastructure (hardware and software), trainings required to upgrade their
skills regarding UTIS and other related software or depute new skilled persons for improved
service delivery as per recommendations.
3.4.2 CMA – IT Department Hardware / Software’s
The Commissionerate of Municipal Administration (CMA) is the apex authority of Municipal

Administration Department of Government of Tamil Nadu (GoTN), which provides guidance
to Municipal Corporations and Municipalities in performing their day to day activities in
adherence to the policies, procedures and guidelines provided by Municipal Administration
and Urban Development Department to achieve effective civic administration.
CMA administers through the Office of Commissionerate of Municipal Administration

(DMA), Regional Offices (RDMA) and Urban Local Bodies (ULBs) spread across the State.
CMA, in its supervisory role, monitors the functioning of the ULBs against key parameters
such as the tax collections, project and civic works execution, the implementation of the
schemes of the Government etc. It also includes the supervision of the regulatory and
developmental functions of the ULBs. CMA interacts with several other departments such
as Public Health Engineering Department, Town and Country planning department, State
Audit Department, Urban Developmental Authorities, Municipal Corporations, and Water
boards etc. to enable seamless delivery of urban civic services to the citizen.
GIAC IT Team has also planned to review existing hardware, software, servers and other IT
infrastructure of the CMA IT department and other CMA departments to identify the gaps
and suggest improvements to better monitor and control ULB’s services by CMA officials.

Not only hardware software, GIAC IT Team will also collect and review following points to
assess CMA IT Infrastructure.
 CMA Hardware (including Desktops, Laptops, Printers, Plotters, Scanners and other
devices in use)
 CMA Software (other than Urban Tree modules like AutoCAD, Engineering Software’s
(like STADPro, GIS, Water Management & Road Designing Application, etc.)
 CMA Server Details (both old and new). Scope for improvement with Reasons to
change.
 CMA Network Details Document like how many Switches, Hubs, Router, Modem, Access
Point, etc. Internet Service Provider, make and Speed etc.
 CMA Internet Connections: How many Internet Service Providers are providing the
internet? Speed of all the internet connections, switching over in case of failure of one,
is done etc.
 CMA IT Policy & IT yearly budget.
 CMA AMC vendor details, responsibilities, and scope of work along with the yearly
fee/expenses.
 CMA IT Consumables policy (Purchase of Cartridges, Pen-drive, Mouse etc.)
 CMA hardware and software purchase policy for ULBs Hardware and Software?
 Budget approved by CMA for ULBs hardware and Software.
 IT Training policy of CMA and ULB
 CMA IT department’s personnel list along with their work profile or designation.
 GIS Expert or consultant working for CMA
 For ULBs, who controls the Urban Tree modules passwords from CMA, and If there is
any existing policy to assign and create the passwords.
 Any APP used by CMA for day to day work. If there is any PMIS (Project Management
Information system) portal in place for monitoring project performance and progress.
GIAC IT Team will analyze all the above information to assess the gaps and shortcomings in
the present infrastructure and working and suggest improvements, changes in the
infrastructure for effective monitoring of ULB services.
3.4.3 Urban Tree
Urban Tree information System (UTIS) is nothing but a name given to all the 29 modules or
applications developed, integrated and implemented for ULB services. UTIS is implemented
in two phases- Phase-1 and Phase-2. Modules are as follows:

3.4.3.1 Phase – 1 Modules

 Birth and Death Registration
 Property Tax
 Water Supply
 Profession Tax
 Non-Tax Items
 Under Ground Drainage
 Trade License
 Financial Accounting
 Citizen facilitation Center
 Citizen Portal
 Grievance Redresser
 System Administrator
3.4.3.2 Phase –II Modules

 Agenda
 Assembly Questions and Answers
 Integrated Personnel Management System
 Legal
 Asset Booking Asset Management
 Audit
 Building Plan
 Employee Self Service
 E-office
 Hospital Management
 Procurement
 School Management
 Solid Waste Management
 Vehicle management
 Ward Works
The timely and successful implementation of these modules will help ULBs to provide
effective services to their citizens in a timely manner without any harassment. UTIS
implementation will benefit citizens in many ways which are:
1. A transparent system with visible accountability from the Department, Convenience in

interaction with the Department
2. To get timely services and accurate information about citizen’s queries in relation to
services provided and participation in matters relating to them.
3. Minimum turnaround time in receiving a service
4. Availability of a virtual interface (anywhere, anytime interface like internet) with the
department than a physical interface

5. Efficient mechanism for Grievances redresser and filing appeals

6. Speedy disposal of appeals
7. Elimination of discretionary human interface in the decision-making processes while
dealing with the public.
3.4.3.3 FRS (Functional Requirement Specification)

A Functional Requirement Specification (FRS) is the document that describes all the
functions that software or module has to perform. In fact, it's a step-by-step sequence of all
operations, depicted in flow chart, required to develop a module from very start to end.
UTIS developers prepared FRS of all the 29 modules and got it approved by ULBs and CMA,
so that modules can be developed. GIAC team will procure all the 29 modules from CMA for
review. GIAC IT team will review FRS all the 29 modules for any missing function and to
suggest if any functionality can be included in the modules to make it more user friendly. FRS
study and suggestions are detailed in next chapter of the IT Gap Assessment Report.
3.4.3.4 SRS (Software Requirement Specification)

Software Requirement Specification (SRS) is nothing but a requirement specification for a
software system. It is a complete description of the behavior of a system to be developed
and may include a set of ‘use cases’ that describe interactions between the users and the
software. In other word, it is a structured document setting detailed descriptions of the
systems services in the form of a contract between client and contractor (Developing
Vendor). SRS features are (a) Accurate (b) Complete (c) Consistent (d) Modifiable (e) Correct
(f) Clear (g) Verifiable (h) Traceable (i) Testable (j) Unambiguous (k) Design Independence.
Due to these features of a good SRS, it is known as BLACK-BOX specification and it mainly
concentrates on what needs to be done and carefully avoids the “how to do” aspects.
GIAC Team will also try to collect the SRS from CMA for review for improvements or some
logical changes for continuance of modules functioning, outputs and deliverables. CMA
didn’t share SRS documents with GIAC team. GIAC will review and give their comments
related to SRS through modules functioning and outputs received from ULBs or as viewed
during ULB visits.
3.4.3.5 Hardware Infrastructure at SDC

To implement UTIS modules in all the 135 ULBs, hardware infrastructure like servers along
with accessories, SAN (Storage Area Network), Operating System, Database server and
Database software, Antivirus, Server RACK, tape drives, Internet Lease line and other
hardware are required to install UTIS at State Data Centre. SDC was chosen because CMA

does not have any data center where this hardware can be installed. So, through this project,
we are planning to implement Urban Data Center in CMA for installation of UTIS and other
applications used and to be used in future for ULBs and other stakeholders of CMA.
GIAC IT Team visited SDC to collect information and review servers and other hardware
installed for UTIS. GIAC team will analyze existing hardware procured for UTIS for sufficiency
and scope for increment in data load capacity. GIAC Team will also analyze if the same servers
and hardware can be recommended for new UDGIC. UDGIC design report shall include all
recommendations regarding hardware to be procured or upgraded for planning and
implementation of UDGIC at CMA for ULBs modules and other related applications. GIAC
team will also review the UTIS system platform and database for any change requirement
and scope of improvement in the UTIS delivery mentioned under the heading ‘Findings’ in
this IT Gap Assessment Report.
3.4.3.6 Disasters Recovery Plan (Security Arrangements)

A disaster recovery plan (DRP) is a documented process or set of procedures to execute an
organization's disaster recovery processes to protect and recover any IT process or data
through installed IT infrastructure in the event of any mishappening. It is "a comprehensive
statement of consistent actions to be taken before, during and after a disaster".
DRP is an important and required document for protecting and recovery of live public data
and payments and to save the impact of data loss or corruption due to hardware failure,
human error, hacking or malware attacks. A well planned DRP is required for data backup
and restoration of electronic information. Recovery strategies should be developed
for Information technology (IT) systems, applications and data. UTIS vendor has developed a
disaster recovery site in Triuchi.
CMA/UTIS Vendor implemented the site servers and other hardware procured and installed
at Triuchi Disaster Recover Site for temporarily relocation following a security breach or
disaster. This DRP site contains equipment and infrastructure that safeguards a
CMA/ULB’s/UTIS Vendor to continue operations until it is safe to resume work at its usual
location or a new permanent location. This DRP is connected online with Data Center and
data is backed up online simultaneously and can be recovered in case of any disaster.
GIAC IT Team have collected all information related to DRP hardware, software, data backup
devices, networking devices procured from CMA IT Department and vendor to review its
shortcomings. GIAC team also studied and analyzed existing hardware and software, their
viability life and if sufficient and capable of increasing data load or not. GIAC Team will also
analyze the servers and hardware for future recommendation for new UDGIC. If there is any

need for hardware procurement or upgradation, it will be mentioned in the UDGIC design
report so that UDGIC can be effectively implemented at CMA for future development of ULBs
modules and other related applications. GIAC team will also review the UTIS system platform
and database and document any modification required to improve the working of UTIS, in
the form of findings in this IT Gap Assessment Report.
3.4.3.7 User Manuals of UTIS

The User Manual contains all essential information for the user to make full use of the urban
tree information system. This manual includes a description of the system functions and
capabilities, contingencies, alternate modes of operation, and step-by-step procedures for
system access and use.
The User Manual clearly explains how a ULB user can use the established modules from a
ULB service function perspective. The User Manual is written using non-technical
terminology including the key features or functions of the ULB services. This manual is like a
book or folder of printed documents containing all the standard operating procedures of all
the services of a particular module and details step by step procedure and solution of all the
possible problems that may occur during working.
GIAC IT Team have collected all the modules User Manuals for study and review. Any possible
changes or improvements will be communicated to UTIS vendor to improve or change.
3.4.3.8 Source Code Management – Repository and Versioning

Source code management (SCM) is used to track modifications to a source code repository.
SCM tracks a running history of changes to a code base and helps resolve conflicts when
merging updates from multiple contributors. SCM is also synonymous with Version control.
Version control is a way to keep a track of the changes in the code so that if something goes
wrong, we can make comparisons in different code versions and revert to any previous
version that we want. It is very much required where multiple developers are continuously
working on /changing the source code. There are number of third-party applications tools
available for version control with lots of good features.
Though Source code is one of the main and important document of software project but it is
always the property of client for future use. Since UTIS phase-II implementation is on the way
and AMC is also with UTIS vendor so GIAC IT team is not going to review source code, any
up-gradation or changes suggested by GIAC team would be incorporated by UTIS vendor in
the existing phase-I and Phase-II modules.

3.4.3.9 Requirement to Delivery - Process flow (CMA – IT- Dev –Testing – UAT – Live)
Pending -?
3.5 Methodology Methods Executed

3.5.1 Preparation of Data Collection Formats
GIAC IT team wanted to collect hardware, software, training imparted and required and
other IT infrastructure details from 135 ULBs of Tamil Nadu. To collect this data or
information, GIAC IT team developed three detailed excel sheet with example. These sheets
were discussed and vetted by CMA IT Department before sharing with ULBs. Refer
Annexures X,Y,Z
3.5.2 Circulation of Data Formats to ULBs
After data collection formats/sheets were vetted by CMA IT Department then GIAC IT team
collected all the ULBs concerned person’s name and email IDs from CMA IT Department to
send these data collection format to ULBs. GIAC IT Team sent all the formats to all the ULBs
concerned person through mail stating the time to send filled formats to GIAC mail id for
further review and gap analysis purposes.
3.5.3 Coordination with ULBs for Data in Data Formats
One IT Engineer of GIAC IT Team was assigned to coordinate with all the ULBs regarding
these formats regarding formats receipt by the ULBs concerned person and their clarity on
the concept and format details. Once all the clarification is done by the IT Engineer to ULB
official then requested to send the details for gap analysis as soon as possible. Even then
number of ULB officials are taking time. GIAC IT Engineer on regular basis is coordinating
with ULB official for filled data formats. Once the data formats are received by GIAC IT
Engineer, he checks to see if they filled the formats properly or not. If not then he sends it
back requesting the concerned official to send a correct filled format. Like this GIAC team is
able to collect the details in data formats.
3.5.4 Coordination with CMA – IT Department
GIAC IT Team is working in close coordination with CMA IT Department as they are
instrumental for all the information, ULBs coordination or to arrange its availability. They
helped GIAC team to collect ULBs IT department details, phone and mail IDs, UTIS PPT, FRS,
SRS and User Manual of UTIS etc. for review. All the details regarding hardware purchased

and installed at SDC for implementation of UTIS is also shared by CMA IT Department. So,
this is the center for all the IT services pertaining to ULBs and other related department and
coordination with them is imperative for GIAC IT team for their Gap analysis and other study
and report preparation.
3.5.5 Collection of FRS/SRS & User Manual Documents
GIAC IT Team have collected all UTIS Functional Requirement Specification (FRS) and User
Manual except SRS from CMA IT Team for Gap Analysis review. Software Requirement
Specification Documents was not with CMA IT Department, so it was not shared. GIAC IT
Team will also document their reviews and recommendations on discussions held with UTIS
team, ULB and CMA IT officials from time to time.
3.5.6 Review & record suggestion of FRS module wise
An FRS, or functional requirement specification is the document that describes all the
functions that software or product has to perform. In fact, it's a step-by-step sequence of all
operations required to develop a module/product from very start to end.
GIAC IT Team reviewed all the FRS of all the modules in details like functionalities, Reports
and Integration with other modules and recorded the suggestions to advise UTIS vendor for
improvement and better performance of the modules. Module wise details are detailed out
in next chapter of this IT Gap Assessment Report.
3.5.7 Review & record suggestions of SRS
Software requirements specification (SRS) is a description of a software system to be

developed and this is very important document for developers. Since this document was not
shared by CMA IT Department with GIAC IT Team, so SRS will not be reviewed. Comments
will be given on the basis of study done during the reviewing modules functioning in ULBs or
discussion with ULBs IT officials.
3.5.8 Analysis of ULB Hardware and Software
After getting all the filled formats from all the ULBs, Formats were properly analyzed by GIAC
IT Team for obsolete hardware, hardware up-gradation and procurement of new hardware.
Detailed Report is prepared for suggestions to a particular ULB. GIAC IT team also reviewed
user’s skill to work on UTIS modules or any other applications required for ULB activities.

The other applications are also reviewed and analyzed for training details, provided and
required. All these aspects were analyzed in details to suggest the requirement of hardware,
training or software to improve ULB’s working. GIAC IT team then discussed with ULBs users
over phone to clarify the doubts. During telephonic conversations, lot of other associated
requirement were also shared by ULBs like Slow Internet, UTIS training, and Computer
performance etc.
3.5.9 Analyze the Process flow from S/w development to delivery Process
This activity is related to development of modules. As modules are already developed and
implemented and SRS was not shared so this analysis of process flow from Software
development to delivery process is not in GIAC IT scope.
3.5.10Analyze the Versioning and Repository management of Documents and

Source codes.
Like 4.4.9 activity this activity is also related to source code of modules. Source code is
client’s (CMA) property and UTIS vendor is in implementation of phase-II and responsible for
AMC for all the modules. Analysis of this activity is also not possible so it is not in GIAC IT
scope.

Chapter - 4
4 UTIS FRS ANALYSIS
GIAC IT team reviewed and analyzed Functional Requirement Specification of maximum UTIS
modules to find out the gaps. Module wise details are:
4.1 Water Supply Module -1:

In India only 18% of India's rural households (approximately 3.2 crore) have access to
piped water. Local bodies and panchayats, the key financial partners, may have to pay up to
10% of the cost for laying the pipeline and control the water distribution system in villages.
In urbanization, citizens depend on water for drinking, cooking, washing, carrying away
wastes, and other domestic needs. Water supply systems must also meet requirements for
public, commercial, and industrial activities. In all cases, the water must fulfill both quality and
quantity requirements. All water supply systems use a combination of pipes (of different
dimensions and materials), valves and outlets to deliver water to building users. Some water
supply systems also use storage tanks and pumps.
So, water supply is an important revenue source for the Local Bodies. Water supply is
implementation and maintained by Engineering/ Revenue department. The ULB’s authorities
are responsible to provide water supply connection in the designated territory, issue the
demand to the owner for making the necessary payment and collection of water supply
charges. Once, water consumption charges is accomplished the collection process is followed
up through appropriate notifications to the citizens.
This UTIS water supply module comprises of providing new connection, name transfer, usage
change, generating demand notice, defaulter notice etc. In case the citizen fails to pay the
water consumption charges, the revenue department can disconnect the water connection
temporarily till the water tax is cleared by the user/citizen. Moreover, if the citizen wishes
they can request for disconnection as temporary/ permanent disconnection. If the water
supply connection is disconnected temporarily by the citizen or disconnected by the revenue
department, they can pay the arrear amount & other charges and request for reconnection.
The proposed system includes citizen portal to avail various services.

Since this is an important activity of ULBs for their citizens, so this module is integrated with
number of other modules under UTIS like accounts for Water Tax Details and Grievance
Redresser for complaint maintenance.
GIAC Team reviewed the existing functionalities, reports and integrations and proposed
suggestions if any. Refer Annexure -
4.1.1 Existing Functionalities:
As per UTIS the functionalities covered for water supply module are:
1 New Water Connection

2 Name Transfer of Water Connection
3 Change of Usage for Water Connection
4 Water Supply Demand Generation
5 Water Usage Updation
6 Issue of Demand Notice
7 Payment of water charges
8 Water Disconnection Process by Citizen
9 Water Disconnection Request Process by Revenue Section
10 Issue if Duplicate Receipt
11 Issue of No Due Certificate
12 Issue of Defaulter Notice
13 Water Connection Cancellation
14 Water Reconnection
4.1.2 Proposed Functionalities:
GIAC IT Team have suggested some more functionalities after reviewing existing
functionalities requirement specification document of Water Supply. Incorporation of these
few suggested functionalities will improve the module for citizens and as well as for ULBs
officials. New Functionalities are:
1 Registration of Plumber
2 Issuance of Plumbers License:
3 Renewal of Plumber License:
4 Issuance of duplicate water bill:
5 Meter Reading Data Entry:

6 Meter Cut-off & Restoration:

7 Change of usage category:
8 Consumer Edit Mode:
9 GIS Data Export:
10 Water Connections of non-chargeable area:
11 Temporary/Water Disconnection/Reconnection Process:
12 Penalty Tax or Interest Charges:
4.1.3 Descriptions of Suggested Functionalities:
Descriptions of all the twelve new suggested functionalities for water tax modules are as
follows:
4.1.3.1 Registration & Issuance of Plumbers License:
 System should allow plumber to fill the registration form online.
 System should provide the facility to issue plumber license in order to carry out plumbing
work related to water connection.
 System should have the facility to define the validity period of the plumber license.
 System should provide facility of attaching any document along with the application
made by the plumber.
 System should be able to generate the interview date for the plumber and intimate the
same to the plumber via SMS/ email.
 System should have the provision to define the various evaluation criteria for various
services and capture the remarks entered against these criteria during scrutiny process.
 Systems should capture the final approval made by the competent authority (AE/ ME).
 System should have facility to print the LOI or rejection letter for the services requested
depending upon the remarks entered during scrutiny process.
 System should be able to define/ add/ edit/ delete the validity of the LOI.

 System should be able to generate Order Letter on completion of collection process

(online).
 System should be able to generate unique license number for the plumber.
4.1.3.2 Renewal of Plumber License:
 System should provide the facility to renew plumber license in order to carry out
plumbing work related to water connection.
 System should have the facility to define the validity period of the plumber license.
made by the plumber.
 Systems should capture the final approval made by the competent authority (AE/ ME).
 System should be able to define/ add/ edit/ delete the validity of the LOI.
 System should be able to renew the license validity on completion of collection process
(online).
4.1.3.3 Issuance of duplicate water bill:
made by the citizen.
 System should be able to define the charges required for issuance duplicate water bill.
 System should able to print duplicate water bill from citizen portal or CFC after receiving
the charges for duplicate bill.
4.1.3.4 Meter Reading Data Entry:
 System should have the ability of Capturing/ adding/ editing/ deleting/ searching:

 Basic details
 Meter details
 Connection details
 Existing connection details
 Meter status
 Meter reading
 System should be able to assign the corresponding formula for charging water tax
depending upon the meter status.
 System should be able to define the validity of the formulas defined.
 System should also maintain the history.
4.1.3.5 Meter Cut-off & Restoration:
 System should be able to capture the details of meter cutoff at the time of temporary
and permanent disconnection.
 System should be able to capture and maintain the details of meter restoration at the
time of water reconnection.
4.1.3.6 Change of usage category:
 System should be able to change the existing tariff category & premise type.
4.1.3.7 Consumer Edit Mode:
 Systems should be able to modify existing consumer information based on Old

connection number. The system should be able to modify the following:
o Number of taps
o Number of family members
o Consumer types etc.
 System should have facility to Add/ Edit / Search / Delete:

o Details of connection types
o Details of water sources types
o Details of usage types
o Details of security deposit master
o Details of meter cost

4.1.3.8 GIS Data Export:
 System should facilitate provision for allocating GIS number to all connection numbers.
 System should able to store location of the water connection etc.
 System should able to photo of water connection of a particular location or house or
property.
4.1.3.9 Water Connections of non-chargeable area:
 System should able to store location and photo of non-chargeable area like temples,
masjids, Guruduwara and parks etc.
 System should not generate bill for non-chargeable area
 System should generate some zero amount information notice for these non-chargeable
area for ULBs and institutions or building records.
4.1.3.10 Temporary/Water Disconnection/Reconnection Process:
 System should have the facility to provide temporary connection and disconnection.
 System should able to record the details for temporary connection like for construction
purposes, functions etc.
made for temporary connection or disconnection by the citizen.
 System should have the provision to define the various evaluation criteria for various
services and capture the remarks entered against these criteria during scrutiny process.
 System should have the provision to check property dues or any other dues in a particular
users name to accept temporary connection / disconnection
 System should have facility to make collection of payments made against the services
requested online.
4.1.3.11 Penalty Tax or Interest Charges:
 System should able to generate penalty or interest for non-payment of water tax.
 System should have facility for ULB official to wave of this penalty or interest charges
 System should able to show penalty for the period in water tax bill for citizen

4.1.4 Existing Reports:
As per UTIS Water Supply module existing reports are:
1 Connection Register
2 Word Order
3 Name Transfer Register
4 Name Transfer Certificate
5 Meter Reading Register
6 DCB Report
7 Recovery Report
8 Demand Notice
9 Defaulter Register
10 Defaulter Notice
11 Disconnection Register
12 Disconnection Notice
13 Reconnection Register
14 Usage Change Register
15 No Dues Certificate
16 Water Charges Receipt
17 Connection Summary – Zone/Ward Wise
18 Connection Summary – Usage Wise
4.1.5 Proposed/ Suggested Reports:
GIAC IT Team have studied, reviewed all the Water Supply Module’s existing reports of FRS
document and suggested some more reports, which shall help ULB officials and citizens for
better understanding and working with water supply modules. New suggested Reports are:
1 User wise meter reading report

2 List of consumers- ward, category and size wise (Consumer Register)
3 List of closed connection
4 Consumption statements
5 Bill status for bill generation
6 List of consumer of water bills
7 Financial year wise meter reading
8 Plumber license printing
9 Work order printing

10 Plumber interview letter printing

11 Meter reading entry status
12 Bill generation status
13 Check list for consumer information locality wise
14 Bill and notice distribution report
15 Penalty tax
16 User wise Water module Data Entry Count
17 Tax collector wise tax collection report
18 Acknowledgement for application
19 Disconnection Notice for unauthorized Connection
20 Arrear Details individual list
21 Dashboard
22 MIS
4.1.6 Descriptions of Suggested Reports:
Descriptions of all the new suggested reports for water tax modules are as follows:
4.1.6.1 User wise meter reading report:
 System should have facility to generate meter reading report as per User wise.
 System should have facility to generate report given time duration.
4.1.6.2 List of consumers- ward, category and size wise (Consumer Register)
 System should have facility to generate report according to area and category wise,
area /size/category wise on the basis of connection size, tariff category, and connection
status, given date duration.
 System should able to generate Reports pertaining to new connection, re-connection,
disconnection etc.
 System should able to generate List of water / sewage Connections Sanctioned in
Specified Period
 List of Tap Connections Sanctioned in Specified Period
 Modification /Reconnection Details report
4.1.6.3 List of closed connection

 System should have facility to generate report according to given connection area /
locality.

4.1.6.4 Consumption statements
 System should have ability to generate report for consumption statement in detail as
well as in Summary manner on the basis of following parameter / criteria.
a) Month & year
b) area / Locality wise
4.1.6.5 Bill status for bill generation
 System should have ability to generate report user wise & ward wise manner for given
date range as per area and locality.
4.1.6.6 List of consumer of water bills
 System should have ability to generate report area wise, Tariff category for meter and
non-meter category
4.1.6.7 Financial year wise meter reading
 System should have ability to generate Financial Year wise meter reading as per area or
locality wise.
4.1.6.8 Plumber license printing
 System should have ability to generate or print plumber license.
4.1.6.9 Work order printing
 System should have ability to generate or work order printing.
4.1.6.10 Plumber interview letter printing
 System should have ability to generate or print Plumber license interview letter as per
Application ID and Date.
4.1.6.11 Meter reading entry status
 System should have ability to generate summery / Details summery / Register of meter
reading entry status as per area or locality wise for given date range.

4.1.6.12 Bill generation status
 System should have facility or provision to generate summery / Details summery /

Register of Bill generation status as per area or locality wise for given date range as per
area or locality wise for given date range.
4.1.6.13 Check list for consumer information
 System should have provision to generate consumer information check list as per area
or locality wise.
4.1.6.14 Bill and notice distribution report
 System should have ability to generate report for Distribution of Bill, Demand Notice and
Final Demand Notice based on the Locality and specified Period
4.1.6.15 Penalty tax
 System should have ability to generate report for Penalty Tax based on Area or Locality
and Connection No.
4.1.6.16 User wise Water module Data Entry Count
 System should have ability to generate report for the Count of Data Entry Done by user
for the period selected for the following Data Entry:
a) Consumer Information
b) Plumber Information
c) Arrear Bill Information
4.1.6.17 Tax collector wise tax collection report
 System should have ability to generate report for Tax collector wise tax collected based
on the Area / Locality and Date Specified
4.1.6.18 Acknowledgement for application
 System should generate report for Acknowledgment for application
4.1.6.19 Disconnection Notice for unauthorized Connection

 System should generate report for Disconnection Notice for unauthorized Connection

4.1.6.20 Arrear Details individual list
 System should generate report for Arrear Details individual list
4.1.6.21 Dashboard
 System should generate Dashboard needs to offer drill down and graphical report
associated with water supply and sewerage.
4.1.6.22 MIS
 System should generate all types of required MIS for Water Tax details and other citizens
related activities reports.
4.1.7 Existing – Integration with other modules:
1. Citizen Facilitation Center

2. Administrator
3. Citizen Portal
4. SMS
5. Email
6. Common Service Center
7. Geographical Information System
8. SSDG (State Service Delivery Gateway)
9. Property Tax
10. UGD
11. Accounts
4.1.8 Proposed – Integration with other modules:
1. Payment Gateway
2. Grievances Redresser Module
4.2 Trade License Module - 2:

Trade License is a license or permission issued by municipal corporation granting permission
to carry on a particular business at a particular address. It ensures that the citizens are not
adversely affected by health hazard and nuisance by the improper carrying of trade.

The Trade License module provides the facilitation to all the traders in order to register their
business/ trade under the Urban Local Body and is governed by the revenue department for
collection of the earnings. The authorities are mandated to identify the Trade running in the
designated territory and perform assessment of tax value and the result of which the Trade
running in their respective ULB should be registered and a Unique Trade License Number will
be issued to the owner for making the necessary payment. The Traders have to register their
trade before 30 days from the day of starting their business.
The Traders have to renew their license issued once the period of the license gets over i.e.,
every year and the result of which the existing Unique Trade License Number will be renewed.
This number will be the reference number for the trader to pay tax for their respective
business. This process occurs every year in the month of February i.e., every Traders should
renew their trade license between 1st February and 28th or 29th (Applicable for Leap Year)
February. Trade License modules also provides the Traders to change the name registered for
their business to the requestor’s name.
1. New Trade License

2. Renewal of Trade License
3. Name Transfer
4. Show Cause Notice to Traders
5. Cancellation of Traders License
6. Payment of Trade License Fee
GIAC IT Team have reviewed in detailed Trade License Module Functional Requirement
Specification Document and suggested some more functionalities for incorporation into
existing Trade License Module to improve the module for ULB’s officials and citizens. New
Functionalities are:
1. Issue of Duplicate Trade License
2. Inspection of Shop or Trade Premises
3. Hearing Notice and Conclusion
4. Issue of License of Rickshaw and hawkers

5. Transfer of Trade License under Nomination

6. Facility of online Bill/License Fee payment
7. License Rate Chart Details
8. Acts of Rules for NOC
Descriptions of all the eight new suggested functionalities for Trade License module are as
follows:
4.2.3.1 Issue of Duplicate Trade License
 The system should have provision to issue duplicate market license
4.2.3.2 Inspection of Shop or Trade Premises
 System should be able to capture/ edit/delete the details of inspections done by a

market/trade license inspector.
 The system should have facility to assign the application to the respective Inspector for
survey and verification.
 System should allow the inspector to enter the field visit details and filed visit report
should be generated and automatically routed to the superintendent.
 System should allow the approving authority to approve or reject the report.
 Inspection work flow, cancellation or change in ownership information etc. process will
be as per standard defined workflow in the proposed system.
 System should allow the SMS alerts to the applicant regarding the date of inspection/
visit by the inspector, approval / rejection of the application.
4.2.3.3 Hearing Notice and Conclusion
 System should be able to generate hearing notice.

 System should maintain the details of Hearing
4.2.3.4 Issue of License of Rickshaw and hawkers
 The system should have provision to issue license for Rickshaw or Hawkers.
 System should have ability or facility to prepare and allow to verify the report prepare
by inspector.

 System should have ability to allow approving or rejecting the report.

 System should have facility to allow generating paper based license.
4.2.3.5 Transfer of Trade License under Nomination
 The system should have provision to transfer the license under nomination (hereditary)
4.2.3.6 Facility of online Bill/License Fee payment
 The system should allow the online payment of license fee.
4.2.3.7 License Rate Chart / Rebates and Discounts Details
 System should allow provisions for rebates/discounts etc. along with rate chart for fee
payment for easy access of details while paying fee.
 System should have facility to define rates for taxes specific to particular license
category.
 Maintenance of matrix for license fee details with an option to keep the records even
after new rates become effective.
 System should have ability to Add / Edit/Search / Delete charges
4.2.3.8 Acts of Rules for NOC
 System should show all the acts and rules through online and also through sign board at
CFC or in ULB notice board to aware the citizens about all the acts and rules before filling
the application for trade license.
 System should have the facility to define the rules of NOC, License category wise.
 System should have facility for recording the NOC/Installation Permission Details.
Trade License module of UTIS existing reports are:
1. Trade License Summary Report

2. License Summary Report
3. Renewal of Trade License Status Report
4. Cancellation Register
5. New Trade License Application Register

GIAC IT Team have studied, reviewed all the existing reports of Trade License from FRS
document and suggested some more reports. These new suggested reports will be very
helpful for ULB officials and citizens for better understanding and working with Trade License
module. The suggested Reports are:
1. List of Defaulters Report

2. List of Reminders Notice of Renewals
3. Demand & Collection Register
4. Outstanding LoI Reports
5. Changes in License Report (if any)
6. Reduction/Deduction of License Fee
7. Reports w.r.t to Bills/Notices Generated
8. Trade Licenses Approval/Rejection Report
9. Pending Application for Approval / Rejection Report
10. Inspection Detail Report
11. Customized Report (Ad-hoc Format as required)
Details of all the new suggested reports for Trade License module are as follows:
4.2.6.1 List of Defaulters Report
 The system should be able to generate the list defaulters who have not renewed their
license after the license renewal date has expired.
4.2.6.2 List of Reminders Notice of Renewals
 The system should be able to generate the renewal notice for the defaulters who have
not renewed their license after the license renewal date has expired.
 The system should allow intimating the applicant about the payment of license fee
through SMS/ email.
 System should automatically send the alerts to the License holder 30 days before the
license/registration expiry.

4.2.6.3 Demand & Collection Register
 The system should be able to generate report showing the summary of

demand/Collection/outstanding amount of market department revenue.
4.2.6.4 Outstanding LoI Reports
 The system should be able to generate reports for the LOI which are pending.
4.2.6.5 Changes in License Report (if any)
 The System should able to record all the changes in reports, if any, for future up-
gradation.
4.2.6.6 Reduction/Deduction of License Fee
 System should have Facility to forecast the impact of reduction / deduction of License
Fee.
4.2.6.7 Reports w.r.t to Bills/Notices Generated
 System should print Reports w.r.t. Bills / Notices generated

 System should allow the Generation of receipt for the payment.
4.2.6.8 Trade Licenses Approval/Rejection Report
 System should generate the Reports showing the number of licenses approved/rejected.
4.2.6.9 Pending Application for Approval / Rejection License Report
 System should generate the Report showing the number of license pending for
approval/rejection.
4.2.6.10 Inspection Detail Report
 The system should generate the reports for which data was submitted after each
inspection.
 The system should have Facility to create/edit/update the deficiency/Inspection report
against the application.
 The system should facilitate Inspection Entry

4.2.6.11 Customized Report (Ad-hoc Format as required)
 The system should able to generate the any other fixed format and Ad-hoc reports as
desired.
1. Administrator
3. Citizen Portal
4. SMS
5. Email
7. Accounts
8. Profession Tax
9. Property Tax
1. Grievance Redresser
3. Document & Workflow Management
4. Legal Module
5. Dashboard
6. Govt. Digital Signature Approval Portal
4.3 Non-Tax (Rent Lease & Sairat) Module - 3:

4.3.1 Non Tax Revenue definition:
While taxation is a primary source of income for the Urban Local Body Government, it also
earns some recurring income other than tax, which is called non-tax revenue. While sources
of tax revenue consist of few but bulk direct and indirect taxes, the number of sources of
non-tax revenue are very large with wide variance in the quantum of collections per source.
Although there are large sources of non-tax revenue, the quantum of collection per source
is much less than that of tax collections. For instance, when people avail services offered by
the ULB, like Water Tax, Property Tax, SWM etc., they pay bills ULB government also collects
interest or lease as non-tax revenue on the loans and lease shops or building for various

trade purposes. So, the ULB government collects non-tax revenue in return for
providing/facilitating any goods or services.
4.3.1.1 Difference between Tax Revenue and Non Tax Revenue
Tax revenue is charged on income earned by an individual or an entity (direct tax) and on the
value of transaction of goods and services (indirect tax). On the other hand, non-tax revenue
is charged against services provided by the ULB government. It also includes interest charged
on loans advanced or lease or rent by the ULB government for various purposes. However,
non-tax revenue becomes payable only when services offered by the government are
availed.
Non Tax is the revenue generated by the Urban Local Body by collecting rents/ leases from
the lessees who are renting/ leasing the properties (land/ building/ shopping complex/ box
stall) which are under the control of Urban Local Body. The lessee who rents/ leases a
property from the respective ULB should be paying the rent/ lease amount to the Urban Local
Body. The lessees are selected through tender process for leasing the properties (land/
building/ shopping complex) except for box stalls. Once a lessee is selected to rent/ lease a
property, they need to submit the necessary documents including the advance rent amount
and security deposit to the Urban Local Body to get registered as the lessee of the property.
In Case, if the property (building/ land/ box stall/ shopping complex) is used for fraudulent
activities after taken for leases, then the Urban Local Body restricts the lessee from renting/
leasing the property by cancelling the allotment.
Urban Local Body also facilitates the lessee to renew the lease/ rent duration. ULB sends the
renewal letter to the lessee stating the expiration of lease/ rent duration, two months prior
to the expiration of contract period. The lessee can also extend the lease/ rent duration.
1. Tender Proposal Process

2. Allotment Letter – Issuance
3. Property Allotment
4. Rental Collection
5. Renewal Letter – Issuance
6. Allotment Renewal

7. Allotment Cancellation
8. No Dues/Duplicate Receipt – Issuance
9. Defaulter Notice - Issuance
GIAC IT Team have reviewed and studied FRS Document of Non-Tax modules and suggested
some more functionalities for incorporation into existing Non-Tax Module to improve the
module’s effectiveness for ULB’s officials and citizens. New Functionalities are:
1. Rent/Lease Payment Schedule

2. Contract of Rent /Lease of property or others
3. Bill Generation and printing
4. Rent/Lease Contract upload
5. Collection Tahebazari Fee
6. Tahebazari Contract upload
7. Maintenance of property on contract
8. Maintenance Inspection
9. Acceptance of Payment
Details of all the nine new suggested functionalities for Non-Tax module are as follows:
4.3.4.1 Rent/Lease Payment Schedule
 System should have facility to check the rent payment schedule on-line.
 Rent payment schedule should display rent calendar for rent instalments to be paid and
also show details of paid instalments.
4.3.4.2 Contract of Rent /Lease of property or others
 System should be able to capture/search/ edit/ delete the details of lease contract signed
between ULB and tenant.
 Finalization of contract between ULB and tenant.
 System should be able to generate a unique contract ID for every contract defined.
 System should have facility to send intimation of lease contract by SMS/email.

4.3.4.3 Bill Generation and printing
 System should be able to search/generate single/ multiple bills depending upon the area
and the tenant selected.
 System should have facility to send SMS/e-Mail intimation for bill generation
 System should have facility to send SMS about due date, payment due, etc.
 System should be able to print single/multiple bills depending upon the area and the
tenant selected
4.3.4.4 Rent/Lease Contract upload
 System should have facility to upload the rent & lease contracts
4.3.4.5 Collection Tahebazari Fee
 System should be able to collect the Tahebazari Fee as per contract and generate receipt
as per process.
 System should be able to generate a receipt number for every collection of Tahebazari
Fee.
 System should have integration with payment gateway for on-line payment of
Tahebazari Fee.
4.3.4.6 Tahebazari Contract upload
 System should have facility to upload the Tahebazari contracts
4.3.4.7 Maintenance of property on contract
 System should have facility to remind ULBs for maintenance of property given on rent or
lease as per specified time or contract.
 System should record date and timings of maintenance of property with details of
activities/ area maintained.
 System should have facility to record maintenance expenses for a particular property for
future analysis about expenses versus earnings.
4.3.4.8 Maintenance Inspection
 System should record maintenance inspection date of ULB properties and shops and
other places.

 System should also record details of previous inspection done by whom (official name).
 System should also send SMS/email to ULB official regarding next inspection of ULB
property with old status record.
4.3.4.9 Acceptance of Payment
 System should send SMS/Email to lessee about rent payment received
Existing Reports of UTIS Non-Tax module are:
1. Property Allotment Register

2. Name Transfer Allotment Register
3. Demand Collection Balance Register
4. Property Type/Property Name – Transaction Report
5. Property Allotment – Renewal Register
6. Property Vacancy / Expiry Register
7. Top Defaulters Report
8. Demand Collection Balance (DCB)
9. Non-Tax Payment Receipt
10. Duplicate Receipt
11. Defaulter Notice
12. No Dues Certificate
13. Intimation Letter
14. Allotment Order
15. Renewal Allotment Order
GIAC IT Team have studied, reviewed all the existing reports of Non Tax Module from FRS
helpful for ULB officials and citizens for better understanding and improving the reporting
of Non-Tax modules. New Reports are:

1. Maintenance Details Register

2. Tahebazari Fee Register
3. Tahebazari Fee Collection Register
4. Rent Register
5. Lease Register
6. MIS Report – Demand/ Collection / Outstanding
Details or Descriptions of all the new suggested reports for Non-Tax module are as follows:
4.3.7.1 Maintenance Details Register
 System should have a register facility to keep record of all the maintenance of ULBs
property given on rent or lease.
 System should be able to record date and timings of maintenance of property details
with activities/ area maintained.
 System should have facility to record maintenance expenses for subsequent planning of
rent prices.
4.3.7.2 Tahebazari Fee Register
 System should able to record Tahebazari Fee received in cash or through cheque or
online in Tahebazari Fee Register.
4.3.7.3 Tahebazari Fee Collection Register
 System should be able to record all data of Owner’s details with Tahebazari Fee
collection date and amount received in cash / cheque /online in Tahebazari Fee
Collection Register.
4.3.7.4 Rent Register
 System should able to record and maintain rent received from whom, property details,
amount and mode of payment in Rent Register.
4.3.7.5 Lease Register

 System should able to maintain and record like rent register, lease amount received from
whom, property details and mode of payment in Lease Register.
4.3.7.6 MIS Report – Demand/ Collection / Outstanding
 System should be able to prepare month wise MIS reports regarding rent/lease demand,
collected and outstanding for ULB officials for review and subsequent planning.

2. Payment Gateway
3. SMS
4. Email
5. User Admin
6. Super Admin
7. Accounts
3. Administrator
4. Citizen Portal
4.4 Profession Tax Module - 4:

4.4.1 Profession Tax:
In India municipal corporations or urban local bodies (ULB’s) levy two types of taxes viz.
Property tax and Professional tax. Property tax is an annual amount paid by a land owner to
the municipal corporation of his/her area. Property tax is the most important tax levied by
ULB’s in India; most cities are greatly dependent on property tax revenue for their budget.
Professional tax is levied by state government or municipalities under Article 276 of
constitution, which provides for levy of tax on trade, profession and employment. The
constitution has fixed the ceiling of Rs. 2500 per taxpayer per year. For some cities like

Chennai, Hyderabad, Surat professional tax is the important source of income after property
tax.
Profession Tax is the tax imposed by the Urban Local Body on Professionals, Traders and
Organizations on a half yearly basis. Every company that transact business and every person
who is doing a profession or trade have to pay the half-yearly tax. A ‘half-year’ shall be from
the 1st day of April to the 30th day of September and from the 1st day of October to the
31st day of March of a year.
Profession Tax is a source of income for the ULB. The ULBs assess the profession tax based
on the Citizen’s/ Organization’s half-yearly income and the submitted documents. The
amount of tax collected in an ULB, helps them to manage various activities of the municipal
corporation. Further, based on the revenue generated, the Municipal Corporation will be in
a position to forecast the future needs of the Municipality and plan ahead its activities based
on the income generated.
Citizens/ Organizations need to submit the half yearly income and tax details and necessary
documents along with the initial tax to register their respective Profession or Trade with the
Urban Local Body. After successful registration, based on the generated Assessment Number
the Citizens/ Organizations can pay the half yearly tax through Citizen Facilitation Centre
(CFC) or Citizen Portal by providing the half yearly income or tax details and by submitting
the necessary documents. Depending on the source of income, the profession tax is
categorized as below:
 Tax for an Organization
 Tax for Individual (Traders, Professionals, etc.) (Refer Annexure - )
1. New Profession Tax Assessment

2. Profession Tax Payment
3. Professional Tax Demand Generation
4. Professional Tax Defaulter Notice Generation
5. Profession Tax Assessment Cancellation
6. Issue of No Dues Certificate/Duplicate Receipt

GIAC IT Team After reviewing and studying Functional Requirement Specification Document
(FRS) of Profession Tax modules suggested some more functionalities for incorporation into
existing Profession Tax Module to improve the module for ULB’s officials and citizens. New
1. Inspection of the Trade

2. Discounts/Rebate for Advance Payments
3. Tax Demand Generation can be downloaded from the web portal
4. Payment through web portal
5. Receipt can be downloaded from the portal
6. No Dues Certificate or Duplicate Receipt can be printed from the portal
Details of all the nine new suggested functionalities for Profession Tax module are as follows:
4.4.4.1 Inspection of the Trade
 System should have facility to remind the ULB officials through SMS or email on inclusion
of new trade or owner for professional Tax.
 System should have facility to record all the Inspection Details of Trade like date of
inspection, Official name and other related activities for future use.
 System should also have a facility to remind ULB officials to inspect and record ongoing
trade on random basis.
4.4.4.2 Discounts/Rebate for Advance Payments
 System should have be able to take and record advance professional tax through online
or from CFC counter
 System should able to show details of discounts or rebate for advance professional tax
payment
 System should able to give automatically give discounts for advance payment given by
the organization or individual.
 System should able to provide online receipt of advance payment showing rebate or
discount in the receipt.

4.4.4.3 Tax Demand Generation downloadable from citizen portal
 System should have facility to allow the organization or individual to download the tax
demand notice from the portal to save time to go to ULB and collect manually.
4.4.4.4 Payment through citizen portal
 System should have facility to pay tax demand through citizen portal also along with CFC.
4.4.4.5 Receipt can be downloadable
 System should have facility to allow user or organization to download the receipt from
the citizen portal rather than wait for collection from CFC in person.
4.4.4.6 No Dues Certificate or Duplicate Receipt
 System should have facility to download and print the No Dues Certificate from the
portal.
 System should have facility to download and print Duplicate Receipt if required from the
portal.
Existing Reports of UTIS Profession Tax module are:
1. Assessment Register
2. DCB Register
3. Ward wise / Zone wise recovery Reports
4. Top Defaulters Report
5. Advance Payment Report
6. Assessment Summary
7. Demand Collection Balance Register
8. Defaulter Notice
9. No dues Certificate
10. Payment Receipt

GIAC IT Team have studied, reviewed all the existing reports of Profession Tax Module from
FRS document and suggested some more reports. These new suggested reports will be very
of Profession Tax modules. New Reports are:
1. Inspection Register
2. Penalty Collected/Received Details
3. Year wise details of Citizen’s Profession Tax
4. Year wise details of advance payment of Profession Tax
5. MIS Report – Demand/ Collection / Outstanding
Details or Descriptions of all the new suggested reports for Profession Tax module are as
follows:
4.4.7.1 Inspection Register
 System should have facility to maintain and record Inspection Details like date of
inspection, who has inspected and other related activities in Inspection Register.
4.4.7.2 Penalty Collected/Received Details
 System should have facility to keep record of penalty along with payment collected or
deposited by the organization or individual for late or non-payment of tax.
 System should have a facility to search the penalty details trade wise or individual wise
or organization wise.
 System should have facility to details of all the penalty collected or received in particular
time period.
4.4.7.3 Year wise details of Citizen’s Profession Tax
 System should have facility to show or print year wise citizen’s profession tax for review.
4.4.7.4 Year wise details of advance payment of Profession Tax

 System should have facility to show or print year wise advance payment details of
profession tax for review.
4.4.7.5 MIS Report – Demand/ Collection / Outstanding
 System should able to prepare MIS report regarding rent/lease demand, collected and
outstanding in a table form month wise for ULB officials for review and planning for next
year.

2. Citizen Portal
3. Administrator
4. Property Tax
5. Trade License
6. SMS
7. Email
8. Common Service Centre
9. Geographical Information System (GIS)
11. Payment Gateway (PG)
4.5 Property Tax Module - 5:

4.5.1 Property Tax:
A property tax levy refers to an amount of money that is collected or “levied” against
taxable property. A property tax levy rate is the amount of money for every Rs. 1,000 of
assessed property value necessary to generate the levy amount. Each taxing district has its
own levy and levy rate.
Urban Local Bodies (ULBs), responsible for governing municipal areas, are financially
constrained. They don’t have a sufficient source of revenue and are dependent on their

respective state governments for funding. Although the 74th Constitutional amendment
mandated the devolution of powers to ULBs, it didn’t make a significant difference to their
financial capacity or tax-raising powers. According to the amendment, state finance
commissions determine the distribution of taxes, duties, and other fees between the state
government and municipalities.
Currently, the sources of revenue for ULBs are either through local taxation of property tax
or through service charges and duties. They lack tax diversity and are dependent on just
property tax. Municipalities have the potential of raising revenues significantly without any
fundamental change in the system of property valuation or the redesign of the tax rate
structure. However, the current challenge is not policy but the implementation of a robust
tax collection mechanism.
Property tax (PT) is one of the main sources of revenue for the ULB. Residential and
commercial properties, situated within the limits of ULB, are assessed for tax. PT is tax on
immovable or tangible real property such as land, buildings and permanent improvements.
Based on such assessments, all assessed are expected to pay the Property Tax.
The process involves calculating property tax taking into account details like usage of the
building, building type, plinth area, unit rate, building age, etc., preparation of assessment
list of properties liable to tax, maintaining the year-wise arrears details of each individual
assessed, issue of demand notice, recording of payment details and issue of receipts for the
amounts paid towards property tax. Payments can be accepted either in full or part. It also
involves maintaining of the details of survey for reassessing tax and details of various court
cases.
In terms of administration of the tax, Self-Assessment System (SAS) brings its own dynamics
in terms of building-up property related data, cross-verifying SAS declarations with ULB data,
reconciling the same, examining variations in tax liability, generation of notices, etc. The
main activities as part of property tax module include:
 Assessment of the building for property tax based on the parameter like residential
status, annual rental value, rates of taxes, depreciation and the age of the building
 Serving of the demand notices for assessments and collection of taxes
 Acceptance, disposal and monitoring of the appeals and revision petitions received
 Monitoring of the appeals and petitions filed
 Collection of the taxes and maintenance of appropriate records. (Refer Annexure - )

1. New Assessment
2. Assessment Enhancement
3. Special Revision Petition
4. Appeal
5. Name Transfer
6. Demand Generation
7. Payment of property tax
8. Issue of Defaulter Notice
9. Warrant Notice
10. Issue of Annual rental Value Certificate – ARV/No.
11. Dues Certificate/Duplicate Receipt
12. Demand Write-off
13. Assessment Cancellation
GIAC IT Team reviewed and studied Functional Requirement Specification (FRS) Document
of Property Tax modules and suggested some more functionalities for incorporation into
existing Property Tax Module to improve the module for ULB’s officials and citizens. New
1. Self-Assessment (Included in New Assessment)

2. Objection Process
3. Bill Generation and Printing
4. Warrant Execution Notice Generation
5. Auction of Properties
6. Adjustment Entry Form
7. Re-Assessing in case of revision of rates
8. Rebate Entry Form
9. Property Grouping
Descriptions of all the nine new suggested functionalities for Property Tax module are as
follows:

4.5.4.1 Self-Assessment (Included in New Assessment)
 System should facilitate “Self-Assessment” of property by Citizen.

 “Self-Assessment” should capture “Citizen” centric information only.
 System should be able to calculate Tax liability based on the “Self-Assessment”
submitted by citizen.
 System should allow accepting payment of Tax by Citizen through on-line payment
gateway or receipt at ULB.
 System should accept self-assessment returns digitally signed by citizen.
 For new self-assessment request, acknowledgement receipt should be generated.
 IF Citizen is doing first time self-assessment and his property number is not yet allocated
then system should allow him to complete the self-assessment.
 System should facilitate department to assign Property Identification number once they
done the verification.
 System should facilitate citizen to get one unique Identification number to track the self
– assessment done
4.5.4.2 Objection Process
 System should have facility to record any objection by property owner to the Assessment
done by ULB
 The system should have facility to record objection against re-assessment in the event
of revaluation and revision.
 System should have facility to record any objection against “Transfer of Ownership”.
 System should provide facility to schedule hearing meeting with property owners.
 System should be able to schedule such multiple meetings in case objections remain
unresolved.
 System should have facility to communicate hearing date to the property owners by
SMS/e-Mail and print.
 System should have facility to record the observations and decisions of Hearing
meetings.
 System should have facility such that officiating officer should see all the objections to
be heard on the date. There should be facility to multi-select the objections to pass
decision as approve / reject / re-inspect / re-hearing.
 System should have facility to convey the Hearing decision to the property owner as
print, SMS/e-mail intimation.

4.5.4.3 Bill Generation and Printing
 System should have facility to generate bills for all properties in ULB.
 System should have facility to generate supplementary/revised bill.
 System should be able to print single/multiple bills depending upon the selection of
ward, zone, usage category etc.
 System should have provision to print barcode on the bill
4.5.4.4 Warrant Execution Notice Generation
 System should facilitate ULB generating Warrant execution Notice.

 System should allow defining the Warrant notice fee as percentage of outstanding, fixed
amount or no notice fee.
 System should intimate citizen via SMS/e-mail about Warrant execution notice
generation.
 System should have facility to print, reprint Warrant execution notice.
 System should facilitate ULB generating Warrant Notice.
 System should allow defining the Warrant notice fee as percentage of outstanding, fixed
amount or no notice fee.
 System should intimate citizen via SMS/e-mail about Warrant notice generation.
 System should have facility to print, reprint Warrant notice.
4.5.4.5 Auction of Properties
 System should have facility to capture information on auction of property and recovery
of dues.
4.5.4.6 Adjustment Entry Form
 System should facilitate passing adjustment entry for correction of Taxes already
generated without altering the Bill generation process.
 The effect of the Adjustment could be both either increasing the demand or decreasing
the demand, system shall provide for both these type of adjustment entries.
4.5.4.7 Re-Assessing in case of revision of rates
 System should be capable of re-assessing property in order to valuate changes in

property due to:

a) Increase in Built up area

b) Decrease in built up area
c) Change in usage of property
d) Complete demolition of property
e) Construction on vacant land
 System should be capable of re-assessing all properties in ULB area as per the revision
schedule.
 System should allow ULB to revise the ARV of all properties
a) Percentile change as per usage
b) Percentile change as per construction class
c) Percentile change as per Ward-Zone selection
d) Revised calculation based on revised rate chart
e) Revised calculation based on Assessment date
 The changes during the revision process should not be overwritten on the property
master details unless the revision is authorized.
 System should keep track of changes effected during the revision and should be able to
generate audit trail.
 System should facilitate generation of “Assessment Notice” for revised assessment and
intimate the citizen via SMS/e-mail. The Notice generated should be available on web-
portal.
4.5.4.8 Rebate Entry Form
 The system should allow ULB grant tax rebate to properties that meet specific criteria.
 The rebate could be defined on all taxes or a selected tax.
 As a result of rebate, the demand generated shall be discounted at the time of bill
generation.
 The system should enable allowing the rebate for specific duration
4.5.4.9 Property Grouping
 System should have facility to define group of properties owned by single owner.
 System should have facility to add properties or remove properties from the group.
 System should be able to generate single bill for all grouped properties or individual
property wise bills.

Existing Reports of UTIS Property Tax module are:
1. Assessment Register
2. Enhancement Register
3. Special Revision Petition Register
4. Appeal Register
5. Suit Close Register
6. Name Transfer Register
7. Special Notice
8. Demand Notice
9. Defaulter Notice
10. Warrant Notice
11. Demand Collection Register
12. Ward / Zone Wise Recovery
13. Top Defaulter Report
14. Occupancy Wise / Flat Wise Report
15. Advance Payment Report
16. Demand/ Collection/ Balance – DCB Report
17. Assessment Summary Report
18. Annual Rental Value Certificate
19. No Dues Certificate
20. Payment Receipt
22. Assessment Cancellation Registration
23. Working Sheet
GIAC IT Team studied and reviewed all the existing reports of Property Tax Module from FRS
of Property Tax modules. New Reports are:
1. MIS Reports (Different Combinations)

2. Ward Wise List Properties
3. Objection Register

4. Checklist for Self-Assessment return

5. Tax Reg. Demand/Collection/Outstanding /Closing
6. Increase / Decrease ARV/RV Report
7. Tax Collector Wise Tax Collection Report
8. Bill & Notice Acceptance Report
9. Cheque Register/ Dishonor/ Cash against Dishonor Cheques
10. List of properties against which market/trade license issues
11. Property deletion report
12. Honest Tax payer
13. Assessment Certificate
14. Arrears Check list
15. Penalty Tax Report
16. Dashboard
Details or Descriptions of all the new suggested reports for Property Tax module are as
follows:
4.5.7.1 MIS Reports (Different Combinations)
 Bill collector wise collection

 Collection mode wise collection report
a) Counter Collection
b) Direct bank remittance
 Mode of payment wise collection
 Ward, Zone wise collection
 Penalty on late payment collection
 Penalty on unauthorized collection
 Write off register
 Exemption details register
 Daily collection register
 Register of warrants
 Occupiers other than owners list
 Collection against arrears
 Ageing report for arrears
 Projection of annual demand with current and projected rates

 Category wise list of holdings whose assessable area has changed

 Ownership change for particular property
 Exception report for Difference between amount of tax return filled and actual tax
liability calculated by the system based on the data available in the database
 Status of Flagged/suspected holding - Overall, ward wise, zone wise, and collector wise
list of property which have marked as suspected along with the remarks and other
details.
 Report for occupancy details changed Often
4.5.7.2 Ward Wise List Properties
 System should have provision to generate Property list based on

a) Zone
b) Ward
c) Usage
d) Property Type
4.5.7.3 Objection Register
 System should have facility to generate Objection register in format as prescribed in Act.
4.5.7.4 Checklist for Self-Assessment return
 System should have facility to generate checklist for self-assessment filed by assesse.
4.5.7.5 Tax Reg. Demand/Collection/Outstanding /Closing
 System should have facility to generate Tax registers like:

a) Demand
b) Collection
c) Balance (outstanding)
d) Closing
4.5.7.6 Increase / Decrease ARV/RV Report
 System should have facility to generate report to show changes in ARV/RV. The changes
due to Revaluation and/or revision process should be shown from this report.

4.5.7.7 Tax Collector Wise Tax Collection Report
 System should have facility to generate Tax collector wise Tax collection statement
4.5.7.8 Bill & Notice Acceptance Report
 System should generate Bill and notice acceptance report.
4.5.7.9 Cheque Register/ Dishonor/ Cash against Dishonor Cheques
 System should be able to generate

a) Cheque register: list of cheque payments received
b) Dishonor cheque: list of cheque for which dishonor entry is added
c) Cash against dishonor cheque: List of payments received in cash against dishonor
cheque entries.
4.5.7.10 List of properties against which market/trade license issues
 System should be able to generate list of properties on which trade license is issued.
4.5.7.11 Property deletion report
 System should have facility to generate list of properties which are deleted.
4.5.7.12 Honest Tax payer
 System should have facility to generate list of Tax payers who have paid the taxes on
regular basis.
4.5.7.13 Assessment Certificate
 System should have facility to provide Assessment certificate for the Assessed property.
 System should have check point that Transfer will not take place unless all pending dues
are cleared.
4.5.7.14 Arrears Check list

 System should have facility to generate checklist for verifying the Arrears entry done at
the time of data entry.

4.5.7.15 Penalty Tax Report
 System should have facility to generate report showing list of properties for which
penalty is applied.
4.5.7.16 Dashboard
 System should have facility to generate Dashboard for all property tax related activities
for planning and policy decisions.

2. Payment Gateway
3. SMS
4. Email
5. User Admin
6. Super Admin
7. Accounts
1. Grievance Redresser Module

2. Administrator module
3. Citizen Portal Module
5. Geographical Information System (to be surveyed and developed) Very Important
module for property tax module
4.6 Solid Waste Management Module - 6:

4.6.1 Solid Waste Management:
Solid waste management is process of Garbage collection and its disposal at dumping
ground. ULB’s are responsible for collection and disposal of municipal solid waste at
dumping grounds. Process of garbage collection and disposal takes place in following stages.

 Sweeping garbage off streets and depositing them in dustbins.

 Clearing of open drains and collecting waste from various locations
 Transfer of garbage from waste bins / dustbins to collection points
 Transfer of garbage from collection points to notified Dumping grounds
 Collection of garbage from door to door and transporting it to dumping ground
 Scheduling of workers and vehicles
 Monitoring vehicle movements and staff attendance
 Maintenance of vehicles and public toilets
 Keeping track of amount of garbage disposed at dumping ground
Solid Waste Management (SWM) is one of the key function of ULBs. This module deals with
identification, assignment and allocation of different resources to enable the cleaning task
across the municipality/ corporation. In a brief, selection of human resources and assign the
ward / street to do the work, identification of vehicle type / size based on the nature of
locality i.e. residential / industrial type, preparation of route and assign the vehicle, volume
of garbage handled into respective dump yard etc. Refer Annexure -
1. Sanitary Staff Scheduling – Entry/Updation

2. Time Attendance Process
3. Vehicle Scheduling with Route
4. Updation of Trip details against Route
5. Vehicle Entry/ Exit at Dump Yard
GIAC IT Team have reviewed and studies Functional Requirement Specification Document of
Solid Waste Management module and suggested some more functionalities for
incorporation into existing Solid Waste Management Module to improve the module for
ULB’s officials and citizens. New Functionalities are:
1. Vehicle Repair and Maintenance Details
2. Vehicle Fueling Registration
3. Monthly Garbage Collection Comparisons Details
4. Vehicle Owner Payment Details
5. Vehicle Inspection Details
6. Sanitary Staff Inspection Details
7. Vehicle Details like no., owner, model etc.

Details of all the seven new suggested functionalities for Solid Waste Management module
are as follows:
4.6.4.1 Vehicle Repair and Maintenance Details
 System should have facility for vehicles Repair and maintenance, System should capture
Vehicles Downtime, Meter readings, Cost Incurred.
 System should also keep the track of all Repairs and Maintenance, so that next downtime
for the vehicles can be defined effectively.
4.6.4.2 Vehicle Fueling Registration
 System should have facility for Fuelling Registration of the vehicle.

 In this form system should capture fuelling details of all Vehicle Types, Vehicle
registration Number, vehicle Reading during refueling, Fuel station Details, Fuel Type,
fuel charges, Receipt Date, etc.
4.6.4.3 Monthly Garbage Collection Comparisons Details
 System should have facility to compare the total collection done by the Vendor and
actual target was given.
 Also System should be able to capture remarks of Vendor on same.
4.6.4.4 Vehicle Owner Payment Details
 System should have facility to capture Vendor or Vehicle Owner details, vendor
Payments details, approved amount, and invoice number, invoice amount, from date &
to date.
4.6.4.5 Vehicle Inspection Details
 System should have facility for vehicles Inspection, Repair and maintenance, System
should capture Vehicles Downtime, Meter readings, Cost Incurred.
 System should also keep the track of all Inspection, Repairs and Maintenance, so that
next downtime for the vehicles can be defined effectively.

4.6.4.6 Sanitary Staff Inspection Details
 System should have facility to set Sanitary Staff Inspection details by controlling and
reviewing workers schedule, type activities to be perform, employee details, shift details,
vehicle details, ward-zone-treatment aster details etc.
4.6.4.7 Vehicle Details like no., owner, model etc.
 System should have facility to allocate schedule for garbage pick-up, allocation duration,
and vehicle details.
Existing Reports of UTIS Solid Waste Management module are:
1. Sanitation Staff Schedule List

2. Sanitation Staff Abstract
3. Sanitation Staff Attendance Register
4. Sanitation Vehicle Schedule List
5. Sanitation Vehicle – Route Compliance Sheet
6. Trip Wise Garbage Collection Register
7. Ward Wise Garbage Collection Summary
8. Daily Garbage Collection Summary
GIAC IT Team have studied, reviewed all the existing reports of Solid Waste Management
Module from FRS document and suggested some more reports. These new suggested
reports will be very helpful for ULB officials and citizens for better understanding and
improving the reporting of Solid Waste Management modules. New Reports are:
1. Vehicle Wise Targets Details Printing

2. Vehicle Owner Trip Sheet Printing
3. Vehicle Schedule Execution
4. Sanitation Workers Schedule Execution
5. Vehicle Owner Payment Details Printing
6. Performance Register

Details of all the new suggested reports for Solid Waste Management module are as follows:
4.6.7.1 Vehicle Wise Targets Details Printing
 System should have facility to generate report of vehicle wise schedule targets execution
details for printing.
4.6.7.2 Vehicle Owner Trip Sheet Printing
 System should have facility to print Vehicle Owner trip sheet report.
4.6.7.3 Vehicle Schedule Execution
 System should have facility to generate report of vehicle schedule execution.
4.6.7.4 Sanitation Workers Schedule Execution
 System should have facility to generate report of Sanitation Workers Schedule Execution
4.6.7.5 Vehicle Owner Payment Details Printing
 System should have facility to capture and printing of Vehicle Owner Payments details,
approved amount, and invoice number, invoice amount, from date & to date.
4.6.7.6 Performance Register
 System should have facility to print performance report of Employee or vendor as per
selection.
1. Administrator
2. Bio-metric System (Finger print based attendance system)
3. IPMS
4. Vehicle Management Module
5. Grievances Redresser

1. SMS
2. Email
3. Citizen Portal
4. Payment Gateway
5. Dashboard
6. Geographical Information System ( to be surveyed and developed)
4.7 Audit Module - 7:

4.7.1 Audit Module:
The audit process is to examine regular, revenue related records & files and financial transaction on
activity/ purchase/ scheme/ works being implemented by CMA/ RDMA/ ULB. The primary purpose
of the audit process is to ensure that all the government acts, policies and rules are followed during
execution of different functionalities in ULB and RDMA/CMA office. The audit process is to check
deviation if any, in adopting the rules and policies that leads to loss for the CMA/ RDMA/ ULB office.
The estimation on the loss to the CMA/ RDMA/ ULB office is measured in terms of financial (or) time
delay. The process also identifies the loss of penalty for CMA/ RDMA/ ULB office, and which is
eligible to receive from the contractors in case of breach of contract.
Comptroller and Auditor General (CAG) Department of Government of India and Local Fund Audit
(LFA) of Tamil Nadu Government conduct the audit processes. ULBs are responsible for Internal &
External Audit of departments. Audit is a department, which evaluates the data, records of other
departments. This department is responsible for conducting Audits of various departments and the
external agencies appointed as Auditor to audit the accounts of ULB.
This department is performing regular audit of revenue related records and ensures correct
recovery transactions and deposit transactions. Audit process involves verification of about at least
5 percentages of files pertaining to the audit subject. CAG conducts audit with focus on special
scheme or particular activity or specific purchase by CMA/ RDMA/ ULB while LF audit is conducted
on routine activities of the CMA/ RDMA/ ULB. Audit is conducted in different time intervals which
may usually vary between 6 months and 1 year. In addition to the time mentioned time intervals.
Refer Annexure -

1. Receiving and Recording Audit Requirement

2. Submitting Required Documents and Updating Status
3. Receiving and Recording Audit Para
4. Replying Audit Para
5. Recording Status of Audit Para
GIAC IT Team have reviewed and studied Functional Requirement Specification Document
of Audit module and suggested some more functionalities for incorporation into existing
Audit Module to improve the module for ULB’s officials and citizens. New Functionalities are:
1. Inspection Contractor’s and Supplier’s Bills

2. Inspection of other bills like telephone, transport etc.
3. Advance Adjustment Proposal
4. Tender Audit
5. Planning and Scheduling of Audit
6. Tender Auditor Mapping
7. Audit Memo
8. Audit Report
9. Daily activities of Audit Department
Details or Descriptions of all the seven new suggested functionalities for Audit module are
as follows:
4.7.4.1 Inspection Contractor’s and Supplier’s Bills
 System should have facility for inspection of Contractor’s and Supplier’s Bill.
 System should keep record of date and officer’s name who inspected the Contractor’s
and Supplier’s Bills.
4.7.4.2 Inspection of other bills like telephone, transport etc.
 System should have facility for inspection of other monthly bills like telephone,
electricity, transport etc.
 System should keep record of date and officer’s name who inspected the monthly bills
of telephone, transport etc.

4.7.4.3 Advance Adjustment Proposal
 System should have facility to check and adjust advance payment.
4.7.4.4 Tender Audit
 System should have facility to check and record tender details.
4.7.4.5 Planning and Scheduling of Audit
 System should have facility to define planning and schedule for the audit of Departments
for Pre audit / Post-Audit and Inspection of Contractor & Supplier Bills, Inspection of
Other Bills like Telephone Bills, Inspection of Advance Adjustment proposals.
 System should have ability to plan and schedule as per type of audit category.
 System should provide facility to capture Auditor and Auditee at the time of planning
and scheduling.
4.7.4.6 Tender Auditor Mapping
 System should have facility for mapping of Tender Auditor
4.7.4.7 Audit Memo
 System should have facility to generate Audit Memo (Notice / Intimation of Audit) in the
name of HOD of respective Department.
4.7.4.8 Audit Report
 System should facilitate to generate Audit Report (Half Margin Report – HMR) and note
objections / findings during audit process i.e. Audit Para Entry
 Auditor will note objections in HMR and department HOD / staff i.e. Auditee will give
response / answer queries raised by an auditor.
4.7.4.9 Daily activities of Audit Department
 System should facilitate to enter and maintain the record of daily activities carried out
by Auditor or Audit Department during audit period.

4.7.4.10 Training
 System should provide facility to conduct training for Auditors or Auditees.

 System should provide facility to track training schedule.
Existing Reports of UTIS Audit module are:
1. Audit Requirement Register

2. Audit Para Register
3. Audit Requirement Register – Section Wise
4. Audit Para Status – Section wise
5. Audit Para Status – Employee Wise
GIAC IT Team after studying and reviewing all the existing reports of Audit Module from FRS
document suggested some more reports for better understanding and improving the
reporting of Audit module. New Reports are:
1. Statutory Report (like Escalation & Exception Report w.r.t to deletion of record and
adjustment entries)
Details or Descriptions of all the new suggested reports for Audit are as follows:
4.7.7.1 Statutory Report (like Escalation & Exception Report w.r.t to deletion of record and
adjustment entries)
 System should have facility to generate statutory reports to be submitted to Standing

Committee such as Audit Para Status, Escalation Report, Exception Report (i.e. w.r.t.
deletion of records, adjustment entries, etc.)
1. Administrator

2. Document & Workflow Management

3. Integrated Personal Management System
1. SMS
2. Email
3. Accounts
4. CFC
5. Ward Works System
6. Citizen Portal
7. File Management System
4.8 Legal Module - 8:

4.8.1 Legal Module:
The Legal System is one of the most important modules for managing the legal activities of
the various offices which are under the control of Commissionerate of Municipal
Administration. A legal case may be the dispute between ULB and an individual or society or
an organization or other related departments resolved by either court or by some equivalent
legal activities followed in the Urban Local Bodies. Every citizen, organization or any
opponent parties has the rights to file a case against an ULB or the employee of the ULB if
they find any mistakes in the services provided by them.
In this module, various cases raised in the court will be handled by the respective ULB and
necessary actions will be carried out by the ULB as per the decision provided by the court.
The cases filed by the parties are of various kinds are listed below:
1. Citizen/ Opponent parties filing a case on a ULB – This is followed, if the Citizen or society
or department wants to register a case against a ULB.
2. ULB filing a case on another department – This is followed if a department which is
relevant to the government organizations, interferes or violates the other department
activities or resources, can file a case.
3. ULB filing a case against Citizen/ Opponent parties - This is followed, if the ULB needs to
register a case against a Citizen/ opponent parties.
The details of the cases raised by or raised on the Urban Local Bodies are recorded in the

ULB’s system. Each and every actions related to the case including the allotment of lawyers,
hearing details, interim stay, interim order, para wise remarks due date, counter affidavit
date, Vakkalathu details, judgment details and judgment implementation details are
recorded in the ULB’ system. Once the case is completed, the case status is updated in the
system as ‘Closed’. This facility enables the Urban Local Body to track the case at each and
every stage of its life cycle and the respective ULB can have the track of all the cases which
were raised by the ULB or raised on the ULB. Refer Annexure -
1. Case Registration
2. Case Details Updation
3. Judgment Update
4. Judgment Implementation
On reviewing and studying Functional Requirement Specification Document (FRS) of Legal

module GIAC IT suggested some more functionalities to be incorporated into existing Legal
Module to improve the module for ULB’s officials and citizens. New Functionalities are:
1. Empanelment of Legal Advisors and Advocates

2. Repository for various law sections, code acts and rules
3. Advocates Billing and Payment Details
4. Old Cases Judgment Records for reference
5. Cases Expenses Details for ULB account section
6. Tracking of ongoing cases
7. Tracking of MIS, Statutory & SLB Documents
Details of all the seven new suggested functionalities for Legal module are as follows:
4.8.4.1 Empanelment of Legal Advisors and Advocates
 System should provide facility to user that user should able to add / moodily / delete /
upload / download online application details required to entered for the registration of
Empanelment of Lawyers.

 System should facilitate to receive applications.

 System should facilitate to examine and prepares recommendations.
 System should facilitate to Issue letter after signature.
 System should allow for Registration of new cases, allocate advocate, and allocate
officer.
4.8.4.2 Repository for various law sections, code acts and rules
 System should able to keep all law sections, code, acts and rules documents online for
reference for public, advocates and other ULB officials.
 System should able to downloadable for printing and review.
4.8.4.3 Advocates Billing and Payment Details
 System should have facility to keep record of ULB’s advocates billing and payment
details.
 System should have facility to print case wise advocates billing and payment details for
ULB legal department and accounts department.
4.8.4.4 Old Cases Judgment & other Records for reference
 System should have facility to keep record of Old cases Judgment records for ULB’s
advocates and officials for reference.
4.8.4.5 Cases Expenses Details for ULB account section
 System should have facility to keep record of all the expenses details of all the cases year
wise for account section to review and analysis.
4.8.4.6 Tracking of ongoing cases
 System should maintain the records of each proceeding and it will be linked to the
respective case id.
 System should maintain the details about the documents submitted or evidences used
by the Inquiry Commission. It should have the facility to upload the scanned or soft copy
of documents (evidences) against the case id.
 System would maintain records of the cases along with the details of summons and
lawyer appointed for each case.

 System should have ability to provide Alerts to officer’s w.r.t. hearing date.
4.8.4.7 Tracking of MIS, Statutory & SLB Documents
 System should have facility to prepare MIS report of all the ULBs cases status.
 System should able to track online details of all the statutory and SLB documents
required for the cases.
Existing Reports of UTIS Legal module are:
1. Case Register
2. Section Wise Case Summary
3. Court Wise Case Summary
4. Case Type Wise Case Summary
5. Case Category Wise Case Summary
6. Standing Counsel Wise Case Summary
7. Year Wise Case Summary
GIAC IT Team studied, reviewed all the existing reports of Legal Module from FRS document
and suggested some more reports to be included in the existing module. These new
suggested reports will be very helpful for ULB officials and citizens for better understanding
and improving the reporting of Legal module. New Reports are:
1. State is a party
2. Department is a party
3. Lawyers dealing cases
4. ULB cases details
5. ULB officer dealing with case
6. Judgment wise details
7. Advocate Billing Details
Details of all the new suggested reports for Legal module are as follows:

4.8.7.1 State is a party
 System should have facility to list all the cases where State is a party or party wise listing.
4.8.7.2 Department is a party
 System should have facility to list all the cases where Department is a party or party wise
listing.
4.8.7.3 Lawyers dealing cases
 System should have facility to generate report to find out which Lawyer is dealing with
which case along with name and other details.
4.8.7.4 ULB cases details
 System should have facility to report or list out how many number of cases with which
ULB or ULB wise case details.
4.8.7.5 ULB officer dealing with case
 System should have facility to generate reports or list which ULB officer is dealing with
which case.
4.8.7.6 Judgment wise details
 System should have facility to generate reports of all the cases results or Judgment wise
cases details for reference for ULB official and lawyers.
4.8.7.7 Advocate Billing Details
 System should have facility to generate reports of advocates billing and payments given
month and year wise for accounts and legal department for verification and for future
payment.
1. Administrator
2. SMS

3. Email
4. Accounts
5. Property Tax
6. Town Planning
8. Water Supply
1. CFC
2. Citizen Portal
4.9 Ward Works Management Module - 9:

4.9.1 Ward Works Module:
City Engineering is an umbrella department, which includes many small departments. This
department is responsible for development work in the ULBs like construction &
Infrastructure related activities like roads, bridges, etc. as per provision made in the budget
and their maintenance.
Works Module comprises of various functionalities which enables the Urban Local Bodies to
carry on the end to end process related to the construction or re modelling of buildings,
roads etc. It enables the Urban Local Body to plan and execute its activities such as Estimate
Preparation which includes Technical Sanction, Budget Appropriation and Administrative
Sanction.
Once the Estimate is created, then the Tender will be prepared and then the Tender Notice
is created and is published either through procurement portal or through an announcement.
Once the Tender Notice announced or published in Procurement Portal, the bidding process
starts and after finalizing the L1, the Tender Negotiation occurs. After finalization of the
contactor, Work Oder, which comprises of detailed milestone specification of the project is
generated based on which the activities such as Mile Stone recording and Measurement
Book Preparation processes are carried out at various stages of the undergoing project. The
process of payment which is called Contractors Bill is carried out at the time of completion
of various mile stones or after the completion of all the mile stones, as per the contract
signed by the contractor.

In this way, Works Module enables the Urban Local Body to carry out various day – day
activities of an Urban Local Body right from the estimation, creating the tender, publishing,
identifying the contractors, allocating the project, recording or tracking the development of
various mile stones till payment to the contractor or vendor. Refer Annexure -
1. Estimate Preparation
2. Tender Preparation
3. Tender Negotiation
4. Work Order Preparation
5. Milestone Capture
6. Measurement Book Preparation
7. Contractor’s Bill
GIAC IT Team upon review and study of Functional Requirement Specification Document of
Ward Works module suggested some more functionalities for incorporation into existing
Ward Works Module to improve the module for ULB’s officials and citizens. New
1. Maintenance of DSR (District Schedule of Rate) for Civil and Electrical Works.
2. Electrical and Civil Work Measurement
3. Rate Analysis
4. Abstract Sheet
5. Recapitulation Sheet
6. Technical Sanction
7. Admin Approval
8. Financial Approval
9. Integration with the existing Tendering Process module (e-Tender)
10. Measurement Book Abstract
11. Excess Quantity
12. Extra Item
13. Extension of Time
14. Maintenance of vendor related information
15. Maintenance of project execution status

16. Completion Certificate
Details or Descriptions of all the seven new suggested functionalities for Ward Works
module are as follows:
4.9.4.1 Maintenance of DSR (District Schedule of Rate)
 System should have provision to capture the District Schedule of Rates on Yearly basis
and maintain old and new updated versions also for reference.
 System should allow user to download the DSR document for reference.
4.9.4.2 Electrical and Civil Work Measurement
 System should have provision to capture and keep record of Electrical and Civil work
measurement.
 System should able to maintain old and new updated measurement also for reference.
 System should allow user to download and print measurement for review.
4.9.4.3 Rate Analysis
 System should have provision to upload manual working sheet for maintaining the
materials used/ to be used for execution of the project.
4.9.4.4 Abstract Sheet
 System should have facility to view the overview of the items/materials, their
measurements, rates and the total amount estimated for a project/ work.
4.9.4.5 Recapitulation Sheet
 System should be able to display the amount of each and every work/ activity of the
project as well as the total amount of the project.
 System should be able to initiate technical sanction or Admin approval of the project.
 System should also be able to capture/ edit/ delete/ maintain/modify the final estimated
amount of the activity/ work or the project.

4.9.4.6 Technical Sanction
 System should be able to grant technical sanction for a project.
4.9.4.7 Admin Approval
 System should have the facility to provide admin approval to a particular project.
 System should also have the provision to attach files for justification of approval.
 System should also have provision to view attached files for approval.
4.9.4.8 Financial Approval
 System should be able to sanction financial approval for a particular project.

 System should have facility for Project approval based on Estimation cost slab Eg: (1 To
5,00,000 approved by Engg. / JE, From 5,00,000 to 25,00,000 by Executive Engg).
4.9.4.9 Integration with the existing Tendering Process module (e-Tender)
 System should be integrated with existing tender process module (r-Tender) so that all
the process of review of RFP and other document details can be done online.
4.9.4.10 Measurement Book Abstract
 System should provide provision to upload authenticated Measurement Book copy, day
wise.
 System should provide provision to upload authenticated Measurement Abstract copy.
 System should able upload pictures with GPS Co-ordinates to know the progress
 System should have provision to enter site inspection details.
 System should have provision to evaluate same in the required workflow
 System should be able to view the detailed abstract of the measurements, which is
uploaded in the system.
4.9.4.11 Excess Quantity
 System should allow user to upload the details (Scan Copy) of excess Quantity and
additional Value proposed in Project.
 System should allow scrutiny as per decided workflow, during scrutiny employee should
able to view the manual calculation done

4.9.4.12 Extra Item
 System should allow user to upload the details (Scan Copy) of extra Item which was not
quoted earlier, Quantity and additional Value proposed in Project.
able to view the manual calculation done
4.9.4.13 Extension of Time
 System should allow user to raise request for extra time for the Project.
 System should allow user to upload any documentation done in this regards.
able to view the manual calculation done, if any
 System should have provision to enter site inspection details
 System should have the facility to track the project by GIS coordinates of project/works
through portal.
4.9.4.14 Maintenance of vendor related information
 System should have facility to record and maintain all the vendor related information for
future use.
4.9.4.15 Maintenance of project execution status
 System should be able to display the amount of each and every work/ activity of the
project as well as the total amount of the project.
 System should be able to initiate technical sanction or Admin approval of the project.
 System should also be able to capture/ edit/ delete/ maintain/modify the final estimated
amount of the activity/ work or the project.
 System should also keep record and maintain all the project executed status report for
review.
4.9.4.16 Completion Certificate
 System should allow user to initiate process to issue Completion certificate.

 System should allow user to attach manual working against record.
 System should allow scrutiny for initiated certificate. On Approval system should issue
Completion certificate.

Existing Reports of UTIS Ward Works Management module are:
1. Estimate Details
2. Estimate Register
3. Budget Appropriation Register
4. Comparative Statement
5. General Works Abstract for Schemes
6. General Works Abstract for Zone/Ward
7. General Works Abstract for Fund
8. General Works Abstract for Budget Head
9. Work Order
GIAC IT Team have suggested some more reports after studying, reviewing all the existing
reports of Ward Works Management Module from FRS document. These new suggested
reports will be very helpful for ULB officials and citizens for better understanding and
improving the reporting of Ward Works Management module. New Reports are:
1. Project Wise, Ward Wise and Location Wise Report

2. Project Status Report
3. Report for planned and actual work done
4. Report on invoice raised
5. Report on part payment
6. Dashboard on overall project status
7. List of proposal received for technical approval
8. List of Technical approved proposal
9. List of Technical Proposal pending for approval
10. ULB wise and Fund Wise list of projects
11. ULB wise and fund wise allocation
12. ULB wise and fund wise utilization certificate received
13. List of proposals received for administrative approval
14. Details of proposals where administrative approval pending or given
15. List of proposals received for sanction approval
16. List of proposals sanctioned and pending

Details or Descriptions of all the new suggested reports for Ward Works Management
module are as follows:
4.9.7.1 Project Wise Report
 System should generate and keep record of all project reports showing Projects-wise,
ward-wise location-wise details etc.
4.9.7.2 Project Status Report
 System should have facility to generate project status report for engineering or ward
works department for review.
4.9.7.3 Report for work done
 System should have facility to generate the report for planned work and actual work
done.
4.9.7.4 Report on invoices
 System should have facility to generate reports like invoices raised, payment made, tax
deducted, pending payments, etc.
4.9.7.5 Report on part payment
 System should have facility to generate the details of Ad-hoc or part payment reports in
fixed format as desired.
4.9.7.6 Dashboard on overall project status
 System should able to provide dashboard reporting facility in which Dashboard needs to
offer drill down and graphical report regarding works proposed, approved, on‐going,
completed, physical and financial progress etc.
4.9.7.7 Proposal for technical approval

 System should have facility to provide list of Proposals received for Technical Approvals
4.9.7.8 Technical Proposal Approved
 System should have facility to provide list of Technically approved Proposals
4.9.7.9 Technical Proposal pending for approval
 System should have facility to provide list of proposals for which Technical approval is
pending.
4.9.7.10 ULB and Fund Wise projects
 System should have facility to provide ULB-Wise and Fund-Wise list of projects
4.9.7.11 ULB and fund wise allocation
 System should have facility to provide ULB-wise and fund-wise allocation list of projects
4.9.7.12 ULB wise and fund wise utilization certificate
 System should have facility to provide ULB-wise and fund-wise utilization certificate
received, etc.
4.9.7.13 Administrative approval
 System should have facility to provide list of Proposals received for Administrative
approval is given
4.9.7.14 Administrative approval pending
 System should have facility to provide list of Proposals for which Administrative approval
is pending
4.9.7.15 Proposals for sanction approval
 System should provide have a facility to provide list of Proposals received for Technical
Sanction approval

4.9.7.16 Proposals sanctioned or pending
 System should have facility to provide list of technically sanctioned Proposals or

Proposals pending for technical sanction
1. Administrator
2. SMS
3. Procurement Module
4. Personnel Management System
5. Accounts
6. E-Tender
8. State Service Delivery Gateway
10. Asset Management Module
1. CFC
2. Citizen Portal
4. Email
5. Property Tax
4.10Assembly Question and Answer Module - 10:

4.10.1Assembly Question and Answer Module:
Municipal Secretary Department of ULBs acts as an important link between Elective

Representatives and the ULB Administration. The Legislative Assembly represents the
elected members of assembly gather during designated sessions. During the sessions, as the
representatives of the public they raise different queries in interest of the public welfare.
Legislative Assembly represents the elected members seek answers in the form of
information on action taken, explanation for delays etc. The questions are presented to the
Speaker of the assembly before it is asked in the assembly to gain speaker’s approval. The

questions are segregated subject wise and are forwarded to the corresponding departments
by the Speaker’s office. Questions pertaining to activities of ULB are first informed to
MA&WS. MA&WS receives the questions and segregates it based on subject and forwards
the questions related to ULB to CMA.
CMA office receives the questions from MA&WS and forwards to the M-Section of the CMA.
The Superintendent/ Assistant take necessary action to get answers from either section with
in CMA or under corresponding ULB. The answers are prepared by Assistant/ Superintendent
of the department in CMA section or ULB. This answer on approval by HOD and
Commissioner is sent to the MA&WS. MA&WS forwards the answers to the Speaker’s office.
The entire process has to be completed within the time span of 2-5 days. Hence, it is essential
for proper information/ explanation is devised to reply to the questions raised in the
Legislative Assembly. This necessitates the entire flow of information is completed as early
as possible. Further it becomes essential to manage the information shared and track the
information for further follow up in the future sessions. Refer Annexure -
Following are the key processes of computerization under Municipal Secretary Department.
 Maintain records of the proposal to be discussed

 Schedule Meetings
 Execute Meetings
 Pass Resolution
 Dispose of all questions raised in the legislative assembly
 Dispose of all question related to service, remuneration and privileges of the officers and
servants involved subject to regulation
4.10.2Existing Functionalities:
1. Receiving and Recording Assembly Questions

2. Response to Assembly Question by CMA Section
3. Response to Assembly Question by ULB Section
4. Answer to MA&WS
4.10.3Proposed Functionalities:
GIAC IT Team reviewed and studied Functional Requirement Specification Document of

Assembly Question and Answer module and suggested some more functionalities for

incorporation into existing Assembly Question and Answer Module to improve the module
for ULB’s officials and citizens. New Functionalities are:
1. Login Screen with password

2. Search Option for existing Q&A, Department wise, MLA wise etc.
3. Categorization of Q&A
4.10.4Descriptions of Suggested Functionalities:
Details or Descriptions of all the seven new suggested functionalities for Assembly Question
and Answer module are as follows:
4.10.4.1 Login Screen with password
 System should have following details for Login screen

a. Select the user type as Vibhag / Mantralay
b. After then select the department as UDHD
c. Enter the password and captcha
d. After login system should display the pending question list.
4.10.4.2 Search Option for existing Q&A, Department wise, MLA wise etc.
 System should have facility to provide to search the existing Question and Answer,
Department wise and MLA wise details and question and answer etc.
 After search, the system should be able to display the details of the question selected.
 The system should be able to print the details of the question selected.
4.10.4.3 Categorization of Q&A
 System should have facility to provide details categorization of question and answer etc.
4.10.5Existing Reports:
Existing Reports of UTIS Assembly Question and Answer module are:
1. Answer Sheet of Assembly Questions

2. Assembly Question and Answer Register
3. Abstract Status Report of Assembly Q&A

4.10.6Proposed/ Suggested Reports:
GIAC IT Team have suggested some more reports after reviewing all the existing reports of
Assembly Question and Answer Module from FRS document. These new suggested reports
will be very helpful for ULB officials and citizens for better understanding and improving the
reporting of Assembly Question and Answer module. New Reports are:
1. Member wise Q&A

2. Department wise Question Summary Report
3. Summary of Starred Questions
4. Report for Question House
5. Report of Questions sends to Department
6. Group wise Questions & Answer Report
7. Old Q&A Report for review
8. Summary Report Department Wise
4.10.7Descriptions of Suggested Reports:
Descriptions of all the new suggested reports for Assembly Question and Answer module
are as follows:
4.10.7.1 Member wise Q&A
 System should have facility to track and print the report detailing the types of questions
answered and the number of questions answered by the department members.
 System should able to keep a track on the count of questions answered:
a) MLA wise
b) Type wise
c) Date wise
4.10.7.2 Department wise Question Summary Report
 System should have facility to print the report detailing department wise questions
answered.
4.10.7.3 Summary of Starred Questions
 System should have facility to print the report detailing the starred questions

4.10.7.4 Report for Question House
 System should have facility to print report detailing the questions that are to be
discussed in the meeting
4.10.7.5 Report of Questions sends to Department
 System should have facility to generate report detailing the questions received by the
department and the questions pending
4.10.7.6 Group wise Questions Report
 System should have facility to print the GroupWise question report
4.10.7.7 Old Q&A Report for review
 System should have facility to print the Old Question and Answer Report for review
4.10.7.8 Summary Report Department Wise
 System should have facility to print the department wise summary report
4.10.8Existing – Integration with other modules:
1. Administrator
2. Workflow Management System
3. Document Management System
4.10.9Proposed – Integration with other modules:
1. Email
2. SMS
3. Citizen Portal
5. Dashboard
6. Digital Signature Certificate

4.11Accounts Module - 11:

4.11.1Accounts Module:
The modern accounting system based on double entry accrual accounting principles is to be
implemented at the Urban Local Bodies in Bihar. The accounting system will be compliant to
the recommendations made in National Municipal Accounts Manual released by the
Ministry of Urban Development and in lines with the Tamil Nadu Municipal Account Code
and Tamil Nadu Municipal Accounting Rules.
The Account department in ULB / RDMA / CMA deals with various activities like Budget
preparation, Budget controlling, Bill passing, making payments to Vendors/ Contractors,
making Salary payments, consolidating receipts and maintaining Cash Books, Cheque
Register etc. The Accounts Module designed such as way that it will maintain all ULB related
accounts transaction as per newly prepared Municipal Accounting Manual. It is proposed to
integrate more than 25 Modules as a part of centralized e-Governance application. Refer
Annexure -
The Account Module System should be capable of catering to following major activities:
 Budget Management
 Receipts & Payments
 Loans Management
 Grants Management
 Deposit Management
 Investment Management
 Bank Reconciliation
 This module will not be involved in delivering any direct services to citizen.
1. Budget Proposal Process

2. Bank Receipt Voucher
3. Journal Voucher
4. Bank Payment Voucher
5. Preparation of Cheques/RTGS Process
6. New Loan Creation Process
7. Grants Maintenance
8. Security /Earnest Money Deposit Process

9. Security / Earnest Money Refund Process

10. Bank Reconciliation System – BRS
11. Investment Management
12. Cheque Dishonor Entry
GIAC IT Team have reviewed the FRS Document of Account module and suggested some
more functionalities for incorporation into existing Account Module to improve the
module’s effectiveness for ULB’s officials and citizens. New Functionalities are:
1. Budget Estimates for Project Revenue Entry

2. Budget Re-appropriation / Supplementary Provision Entry Screen with password
3. Bank Master for Tax Deposition
4. Function Code Master
5. Chart of Accounts
6. Bills Type Entry
7. Bills Transaction Entry Details
8. Bills Transaction Authorization Process
9. Vendor Master Details
10. Asset Master Details
11. Deletion tool for Cash/Cheque/Bank Deposit Slip
12. Voucher Payment Entry
13. Voucher Reversal Entry
14. Cheque Book Utilization Details
15. Cheque Cancellation Entry Details
16. Bank TDS payment entry details
17. Depreciation Calculation Details
18. Year End Processes
Descriptions of all the seven new suggested functionalities for Accounts module are as
follows:
4.11.4.1 Budget Estimates for Project Revenue Entry

 This will be helpful to enter projected revenue once Budget figures are finalized and
approved by General Body.
 System should have ability to add/modify /Query for the functionality Account Budget
Head Projected Revenue Entry.
 System should compare actual income v/s projected income by using this functionality.
4.11.4.2 Budget Re-appropriation / Supplementary Provision Entry
 Adjustment made i.e. additional provision made for particular head or Amount
transferred from one head to other head in entered in the system using this function.
 System should have facility to add/modify /Query the Budget re-appropriation /
Supplementary details.
 System should allow transfer of cost from one cost center (function) to another cost
center (function)
 System should have flexibility to transfer cost pertaining to specific expense head only
 System should have flexibility to retain origin information of cost even after transfer of
costs
 System should have availability of sender and receiver cost center information at all the
time
 System should have Flexibility to change budget figures during a fiscal year / period –
Revised Estimates
4.11.4.3 Bank Master for Tax Deposition
 System should have facility for the functionality of Bank Master Entry for Tax deposits
 This will be helpful to define name of banks where Income Tax deducted and VAT during
payments to vendors/contractors is deposited into Government’s treasury.
 System should have ability to define banks, bank accounts within the system
 TDS Certificate will not be generated from system as it is provided by NSDL.
4.11.4.4 Function Code Master
 System should have facility for Addition, Modification, Deletion, and Search Function
Code
 Length of Function Code will be of 6 digits.

4.11.4.5 Chart of Accounts
 System should have facility to Prepare Final DEAS Code.

 Coding structure for Chart of Accounts would be - Function Code will be of 6 digits +
Accounting Code will be of 9 digits and 4 additional digits will be added by system. So
final DEAS code will be of 19 digits. Fund code will not be part of Account code.
 Option required: Add, Modify, Delete and Search.
 System should have a facility to print the Chart of Accounts (COA).
 System should have ability to define chart of account for each ULB. Function code and
Object code will be common.
4.11.4.6 Bills Type Entry
 System will have predefined Bill Types such as: RA Bill, Final Bill, Deposit Refund, Loan
Repayment, and Miscellaneous.
 This will facilitate consistency in data for bill booking and will be helpful in tracking paid
or outstanding bills very easily.
4.11.4.7 Bills Transaction Entry Details
 This is useful to enter the bill received from Vendors / Contractors / Suppliers.
 System should have built in maker checker concept for approval of documents by
supervisory authority (Bill Authorization)
 System should allow invoice processing With respect to a Goods Receipt Note (GRN) i.e.
Stores, RA Bills against Works, Misc payments
 System should have ability to enter deductions like TDS, WCT the time of bill processing.
 System should have ability to account for all these deductions
 System should have ability to identify and prompt duplicate invoice based on vendor
code and invoice number
 In Bill Booking form, change the Bill type should be predefined “Drop down list”.
4.11.4.8 Bills Transaction Authorization Process
 System should have facility to authorize the bill that are been entered through the Bill
Transaction Entry form.
 System should have built in maker checker concept for approval of documents by
supervisory authority.

4.11.4.9 Vendor Master Details
 Vendor can be created in combination of Function Code + Account Code + System

defined code wise as felt appropriate and guidelines given by CMA or Tamil Nadu
Financial Act or Rules.
 System should have Legal status of the vendor such as corporate, non-corporate etc.
 A unique vendor code can be used for all the divisions, branches, multiple legal entities
based on the requirement
 Add GST no field in Vendor Master.
 TDS and other Tax % will not be defined here. It will be handled while doing the Invoice/
Bill entry.
4.11.4.10 Asset Master Details
 This is useful to maintain the information about the assets of the Corporations/Councils.
 System should have facility to Add / Modify / Query the functionality of Asset Master.
 System should have facility to capture all the assets description.
 System should have facilities for maintaining a comprehensive fixed assets register,
including:
a) Asset Serial number
b) Asset Description
c) Asset category (Major Head & Minor Head)
d) Custodian Branch / Unit
e) Purchase Date
f) Warranty period/AMC start
g) Date and end date (if any)
h) Original cost
i) Asset Useful life in years
j) Condemnation/ Disapproval date
k) Auction date
l) Disposal date
4.11.4.11 Deletion tool for Cash/Cheque/Bank Deposit Slips
 System should have facility to delete the cheques which are been deposited in cheque
deposit slip entry form.
 System should have facility to delete the deposit amount which has been deposited in
Bank deposit slip entry form.

 System should have facility to delete the cash which is been deposited in cash deposit
slip entry form.
4.11.4.12 Voucher Payment Entry
 This is useful to make a payment entry for vendors/ contractors/ employees etc.
 System should have facility to allow payment for following scenarios: Advance payment,
Payment against one or multiple invoices - matching amount, Payment against one or
multiple invoices - partial amount
 System should have facility to allow printing of payment advice along with Cheque which
may be sent across to vendors along with their payment.
 System should have facility to ensure updating of cheque register on capture of Cheque
no as well as update the payment voucher with details of Cheque no.
 System should have facility to allow clearing of open invoices, other items on entry of
payment against those items
4.11.4.13 Voucher Reversal Entry
 System should have facility to delete wrongly entered vouchers. System should
automatically pass reversal postings to respective ledgers.
4.11.4.14 Cheque Book Utilization Details
 System should have facility to allow maintenance of Cheque stationery and tracking of
Cheque based on available stationery and usage
 System should have flexibility to update Cheque register in case cheques are issued
manually, cheques are destroyed, damaged etc.
4.11.4.15 Cheque Cancellation Entry Details
 This is very useful activity in a case where Cheque leaf has to be cancelled for any reason.
 System should have ability to Add/Edit or Query for the functionality Cancellation of Cheque
Entry.
4.11.4.16 Bank TDS payment entry details
 System should have facility to keep record of all the Bank TDS payment entry details.

4.11.4.17 Depreciation Calculation Details
 System should have facility to calculate and keep record of depreciation details for fiscal
year as per the method defined in Assess Entry Form.
4.11.4.18 Year End Processes
 System should have facility to allow closing of fiscal periods to restrict transaction posting
and allow posting of closing balances to new fiscal year.
Existing Reports of UTIS Accounts module are:
1. Budget Abstract- Major Head wise Report

2. Budget Abstract- Function Wise Report
3. Budget Abstract- Fund Wise Report
4. Detailed Budget Report
5. Bank Receipt Voucher
6. Bank Book
7. Bank Payment Voucher
8. Transfer Voucher
9. Bank Transfer Book
10. General Journal Voucher
11. Expenses Journal Voucher
12. Purchase Journal Voucher
13. Contractor Journal Voucher
14. Fixed Assets Journal Voucher
15. Journal Register
16. General Ledger
17. Grants Register
18. Register of Loans
19. Receipt & Payment Account Summary
20. Income & Expenditure Statement
21. Balance Sheet
22. Schedule to Income & Expenditure Account
23. Trial Balance

GIAC IT Team have suggested some more reports upon studying and reviewing all the
existing reports of Accounts Module from FRS document. These new suggested reports will
be very helpful for ULB officials and citizens for better understanding and improving the
reporting of Accounts module. New Reports are:
1. Budget Re-appropriation & Supplementary report

2. List of collected cheques
3. List of dishonored cheques
4. Cheques deposited slip printing
5. Cash deposited slip printing
6. Investment Summary Report
7. Investment Register
8. Outstanding Bill Payment Statement
9. Cheque Register
10. General Cash Book
11. Bills Received Register
12. Advance Payment Register
13. Deposit and Refund Register
14. GST Certificate
15. List of payment to bank for GST/Income Tax/Vat etc.
Descriptions of all the new suggested reports for Accounts module are as follows:
4.11.7.1 Budget Re-appropriation & Supplementary report
 System should have facility to generate the budget report with all approved re-
appropriations for given financial year.
4.11.7.2 List of collected cheques
 System should have facility to generate the list of all the details collected cheques
deposit slips that are used for depositing the cheques in the bank.

4.11.7.3 List of dishonored cheques
 System should have facility to print all the list of dishonored cheques based on Ward,
Department, and Period of the receipt date.
4.11.7.4 Cheques deposited slip printing
 System should have facility to print all the Cheque deposit slips that are used for
depositing the cheques in bank.
4.11.7.5 Cash deposited slip printing
 System should have facility to print the cash deposit slips that are used to deposit cash
in the bank.
4.11.7.6 Investment Summary Report
 System should have facility to generate report of summary of investment made by

council/ corporation for a date range.
4.11.7.7 Investment Register
 System should have facility to generate report with the details of investment made by
council/ corporation for a date range in Investment Ledger/ Register.
4.11.7.8 Outstanding Bill Payment Statement
 System should have facility to generate report of outstanding bills with details like bill
no., date, vendor name, particulars, gross bill amount, payment amount, voucher no and
date and balance amount.
4.11.7.9 Cheque Register

 System should have facility to generate report with all the cheques issues for payments
with details like Cheque date, Cheque no, realization date (when reconciliation is done),
payment voucher no., payee name, remarks, and bank name, account no, bill date and
bill no.

4.11.7.10 General Cash Book
 System should have facility to generate collection / payment register showing details like
date ward, receipt no., received from, particular of receipt, account head, transaction
amount, adjustment amount, daily total balance.
 System should have facility to prepare the Accounts and should maintain the registers
like Cash Book, Income etc.
4.11.7.11 Bills Received Register
 System should have facility to generate report with the details about all the bills from
vendors which has been register in ULB
4.11.7.12 Advance Payment Register
 System should have facility to generate report to print the details of the advance that
are given to the employees/vendors showing details like Name of employee/ vendor,
employee code, particulars, payment voucher date and no., advance amount, month
wise repayments or adjustments, total re-payments, balance amount.
4.11.7.13 Deposit and Refund Register
 System should have facility to generate the report having details of deposits received
from various parties along with receipt no, amount, date, balance as on year end and
details of refund of deposit with payment voucher and balance as on date.
 System should have Option to capture due dates for such security deposits and query/
reports to highlight deposit/ advances which are due for repayment.
4.11.7.14 GST Certificate
 System should have facility to generate report to print the certificate of GST and other
required certificates.
4.11.7.15 List of payment to bank for GST/Income Tax/Vat etc.
 System should have facility to generate report and print the details of the all deductions
(GST/Income Tax/Vat etc.) and certificates to be issued.

1. Administrator – ULB Level

2. SMS
3. Email
4. CFC
5. Online Payment Gateway
6. State Service Delivery Gateway (SSDG)
7. Legal
8. Property Tax
9. Water Supply
10. Under Ground Drainage
11. Profession Tax
12. Non Tax
13. Ward Works Management
14. Stores
15. Assets
1. Citizen Portal
3. Birth & Death
4. Trade License
5. Building Permission System
6. Procurement
7. IPMS
8. Employee Self Service
9. Audit
10. Agenda
12. SWM
13. Vehicle Management System
14. Online Asset Booking
15. System Administration – State Level

4.12Inventory & Material (Store) Management Module -12:

4.12.1Inventory & Material Management Module:
The Inventory & Material (Store) Management department maintains the stock of various
type materials; the Stock Managements one of the major functions of Store Department.
Store department maintain the material stock as per frequency for requirement. Store
department also maintain the Minimum stock level, reorder Level and Maximum stock level.
Material requirement indent come from various departments. Check the material arability
in store and issue the material as per indent to respective department. At reorder level or
material is short than requirement then Stores department informs to procurement
department to place the order Goods receive & Goods Receipt Note (GRN) generate at Store,
after GRN Goods inspection carried out at store department. If material damaged or not as
per specification then the specific material sent back to supplier with Rejection Note. Store
department generate the Incoming Invoice after Quality inspection & submit the Invoice to
Account department for further process. Refer Annexure -
ULBs maintain different type of stores to supply goods and items to different departments.
They are:
 General Store
 Water Supply Store
 Machineries Store
 Street Light Store
 Road Store
 Building Store
 Vehicle Store etc.
These stores are maintained by the Storekeeper (or) Store In-charge who performs various
tasks related to store. Some of the tasks are as listed below:
 Stocking of items
 Supply of items
 Maintenance of stock
 Disposal of dead stock etc.

The Inventory and Material (Store) Management System should be capable of catering to
following major activities:
1. Generate the Indent from various departments.
2. Issue the material as per Indent.
3. Generate the Goods Receipt note after receiving the Material.
4. Update the Material Inspection details
5. Generate the Incoming Invoice / Credit Not
6. Submit the DC, GRN & Invoice copy through Document management System to
Account Department
7. Material Rejection Note Along with Debit note
8. Define the Stock levels Minimum Stock Level, Reorder Level & Maximum Stock Level.
9. Unused/ useful material / Item Mark as Scrap material & remove from stock Item.
1. Raising an Indent by an Employee

2. Approval of Indent by Storekeeper
3. Receipt of Material
4. Maintenance of Reorder Level
5. Identification and Disposal of Dead Stock
6. Supplier Bill Generation
GIAC IT Team have reviewed and studied Functional Requirement Specification Document
of Inventory and Material (Store) Management module and suggested some more
functionalities for incorporation into existing Inventory and Material (Store) Management
Module to improve the module for ULB’s officials and citizens. New Functionalities are:
1. Material Issuance against the indent received

2. Store to store request for items
3. Approval for store to store request
4. Goods receipt note
5. Inspection of material received
6. Purchase / Rejection Return Note
7. Credit Voucher (Incoming Invoices)
8. Material Issuance / Dispatch Note
9. Disposal of Dead Stock

Details of all the seven new suggested functionalities for Inventory and Material (Store)
Management module are as follows:
4.12.4.1 Material Issuance against the indent received
 System should have facility to provide the list of indent received date wise
 System should have facility to allow stores person to issue material as per intent
received.
 System should have facility to issuance of material FIFO must be adhered to
 If Particular Item of indent not available then provision to be there to flag that item from
indent and issue other items as per request.
4.12.4.2 Store to store request for items
 System should have facility to provide facility to request particular item from other
stores, if same is available at another Store.
4.12.4.3 Approval for store to store request
 System should provide facility to grant the request or reject.

 If request rejected then system should intimate to requester via system, mail or SMS.
 If request is consider then system should allow transferring stock from one store to
another via process of material transfer.
4.12.4.4 Goods receipt note
 System should provide facility to capture all materials received at stores.

 System should have facility to generate Unique number for Good Received Note
4.12.4.5 Inspection of material received
 System should provide facility to capture item wise Inspection details

 If rejected then rejection reason and quantity of same.

4.12.4.6 Purchase / Rejection Return Note
 For Rejected Quantities, system should provide facility to return rejected Goods to
vendor.
4.12.4.7 Credit Voucher (Incoming Invoices)
 System should provide facility to generate Invoice for accepted goods.

 System should have facility to intimate same to accounts to release payment.
4.12.4.8 Material Issuance / Dispatch Note
 System should have facility to add/modify /Search /Cancel the Issue / Dispatch Note.
 The following details needs to be captured and stored in the system:
a) Issue/Dispatch Details,
b) Indent Raised Department Employee Details,
c) Item Details and
d) Cost Centre Details
 Manage the material using first in first out method
 System should not allow deleting the Issue /Dispatch Note.
 System should have facility to print the Material Issue / Dispatch Note.
4.12.4.9 Disposal of Dead Stock
 System should have facility to add/modify /Search /Cancel the Disposal of Dead Stock
(Scrap Material).
 The following details needs to be captured and stored in the system:
a) Disposal Note Details,
b) Disposal Note Raised Department & Employee Details,
c) Item Details
d) From Store Details
 System should have facility to manage the material using first in first out method
 System should not allow deleting the Disposal Note.
 System should have facility to print the Dispose Note.
The existing Reports of UTIS Inventory and Material (Store) Management module are:

1. Material Master
2. Stock Position of Material
3. Stock Register
4. Priced Stores Ledger
5. Inventory Material Receipt Note
6. Material Issued Note
After reviewing all the existing reports of Inventory and Material (Store) Management
Module from FRS document and GIAC IT Team have suggested some more reports. These
new suggested reports will be very helpful for ULB officials and citizens for better
understanding and improving the reporting of Inventory and Material (Store) Management
module. New Reports are:
1. Item Detailed List

2. Disposal Dead Stock Report
3. Material Inspection Report
4. Unused Material Report
5. Rejection/Good Return Report
6. Opening Balance Master
Descriptions of all the new suggested reports for Inventory and Material (Store)
Management module are as follows:
4.12.7.1 Item Detailed List
 System should have facility to generate list of Item Details.
4.12.7.2 Disposal Dead Stock Report
 System should have facility to generate Disposal Dead Stock Note Report.
4.12.7.3 Material Inspection Report

 System should have facility to generate Material Inspection Detail Report.
4.12.7.4 Unused Material Report
 System should have facility to generate the unused material report.
4.12.7.5 Rejection/Good Return Report
 System should have facility to generate the Goods rejection / Return Detail report.
4.12.7.6 Opening Balance Master
 System should have facility to enter Item wise Opening Balance and their location of
storage (bin).
1. Accounts
2. Asset
3. Procurement
4. IPMS
5. Document Management System
6. Workflow Management System
7. SMS
8. Email
1. Administration
3. Web portal
4.
Rest 8 Modules Details is pending
4.13CMA Suggested Functionalities:

CMA IT Team also reviewed and suggested new functionalities for number of UTIS modules
and all the new functionalities modules wise are mentioned din Annexure AB.

Chapter - 5
5 UTIS SRS ANALYSIS
PENDING

Chapter - 6
6 IT INFRASTRUCUTRE ANALYSIS
In Tamil Nadu, The Commissionerate of Municipal Administration (CMA) is the nodal department
supervising and supporting around 135 municipalities in Tamil Nadu. GIAC IT team have planned to
study and analyze IT infrastructure CMA and ULB’s. In this regards GIAC team have already sent the
data collections table to all the 135 ULBs. Also requested CMA IT department to share IT
Infrastructure details with GIAC IT team. Around 106 ULBs have shared their first copy of the data
in the data collection tables or forms for review.
6.1 ULB’s Hardware:

6.1.1 Existing Situation:
GIAC team have reviewed in details all the 106 ULBs (only 106 ULBs has shared filled data
collection tables) existing IT infrastructure required to run the ULB offices to deliver their
day to day services. Around 2500 Systems, 700 printers are in use in these 106 ULBs. All
Computers and printers are not made up of multiband systems. GIAC team also studied the
Hardware AMC contracts (if any) and UTIS communication technology/pattern with State
Data Center Servers (SDC) for access of UTIS modules. GIAC IT team found Virtual Private
Network (VPN) is being used for this purpose. Also TNSWAN with BSNL static IP are used for
internet facilities.
In discussion with CMA nodal officer, GIAC IT team have planned to visit random 10 ULBs for
verification and discussion on personal basis to know the actual problems and gaps. GIAC
Team could visit three ULBs i.e. Pallavapuram, Avadi, Chengalpattu during August’ 2020.
For detailed visit report refer annexures X
6.1.2 Gaps
GIAC IT Team found number of shortcomings in computers, printers, networking and other
IT infrastructure in all the 106 ULBs data received through mail. Also verified and found other
gaps during the personal visit to three ULBs. The gaps are as follows:
1. VPN: A virtual private network extends a private network across a public network and
enables users to send and receive data across shared or public networks as if their computing
devices were directly connected to the private network.

VPN connection facilities provided by CMA to all the 135 ULBs to use UTIS modules to deliver
their day to day services but this VPN is very expensive than other available technology.
2. The BSNL Internet facility provided by CMA to all the 135 ULBs is too slow and hamper the
day to day work.
3. Some computer systems are too old technology and upgradation is not possible and suffer
continuous breakdown which despite AMC incur regular expenses and are not fit for new
applications and updated software’s.
4. 80% of all the ULBs systems are not covered under AMC (annual maintenance contract) so
it takes time to repair.
5. Official and existing IT Infrastructure ratio is not proper. Around 20% of ULB’s are working
with system shortage. Few Employees are sharing the same system or computer affecting
working of the employee having indirect effect on ULB’s work.
6. Maximum ULB’s are dependent on BSNL Internet facilities so around 40% of ULB’s are facing
problems during payment process in CFC because of slow speed and frequent disconnection.
Some of the ULBs have taken Internet from other service providers to get rid of these
disruptions is slow speed. Only around 10% of ULBs are using BSNL and rest of the ULBs have
shifted to other service provider’s for Internet services.
7. Around 10% ULBs are short of Printers and Scanners, a very important IT Infrastructure,
required for printing documents and receipts for Citizens.
8. Around 20% of ULBs are short of computer and Laptops, which is a basic tool for delivery of
day to day services for their citizens.
9. Around 60% of ULB’s are having computers of various makes and configurations. These
existing configurations are obsolete in fulfilling the requirement of applications used in ULBs.
6.1.3 Proposed
GIAC IT Team have made the following suggestions:

1. All the ULBs should replace all the obsolete hardware like computers, Laptops, printers,
scanners etc. which are problematic.
2. All the ULB’s IT infrastructure, hardware and Software must be put under AMC to counter
any breakdown or fault.
3. All the ULB’s to provide Laptops to key ULB's personnel for availability of hardware.
4. ULB’s should plan or discuss with UTIS developing team to provide some other Internet
facilities instead of VPN to expedite the payment process and working of UTIS applications.
It will save time of ULBs official and citizen also.
5. All the ULBs should plan to buy additional much needed Desktop and other peripherals as
suggested by GIAC IT Team.
6. The procurement process for procuring IT infrastructure should be speedy in all the ULBs.
Presently, procurement is lying from so long.
6.2 ULB’s Software

GIAC team has reviewed in details all the 106 ULBs Software details (filled tables received
through mails) like software used for engineering purposes, applications used for day to day
services, UTIS modules used. GIAC team noted UTIS modules problems and shortcomings
along with other applications (state or central Govt) like IFHRMS, Civil Registration System (for
B&D), PFMS and CPS etc. ULBs shared problems related to UGD, B&D and Legal applications.
GIAC IT team also met and noted the data and software requirements of LFA, TUFISIL,
TUGIFIDCO department. GIAC IT Team noted software shortcomings and its details are as
follows:
6.2.1 Existing Situation:
6.2.1.1 Tamil Fonts:
UTIS is developed for 135 ULBs and their citizens. So this system should have facility to work
in both the languages i.e. English and Tamil. To upload data or any information in UTIS
modules, either a font in ‘Unicode’ or any other supported version of the Tamil Font
supported by UTIS development team but presently all the ULB’s, CMA, RDMA are using

“VANAVIL” Tamil font (with multiple different versions) for typing data/ letters / Circulars
and any other document.
6.2.1.2 Other Applications:
ULB’s are using UTIS and some other applications related to state Govt or other organization
for providing ULB services and day to day working. These applications are:
 Civil Registration System:
This CRS system is a central Govt application, developed and implemented for Birth and
Death registration activities in ULB. UTIS is also having B&D application for state ULB’s as
per state rules. This CRS application was implemented in the country in year 2018. So
now Tamil Nadu State ULB’s are using CRS B&D application but before 2018 UTIS was
used. So, now if any data before 2018 is to be fetched then UTIS B&D application is used.
So, presently both the application are used by ULBs.
 IFHRMS (…..):
This is a state govt application subsequent to Treasury application where all data is
transferred from the treasury application and vice versa. This application is used to
generate Commissioner’s Salary, midday meal employee’s salaries and others under the
rolls of state govt or working for state govt schemes etc. This is a standalone independent
application and not related to UTIS.
 PFMS:
Public Financial Management System (PFMS) is a Central Plan Scheme monitoring

system, of Ministry of Finance, Govt. of India. PFMS is a web based online management
information and decision support system for the schemes of the government of India.
The purpose of this system is to track and monitor fund disbursement and utilization
under Plan Schemes on real time basis. It is used as a platform for e-payment of Direct
Benefit Transfer (DBT)/ Non DBT payments for both Aadhar based & Non- Aadhar
based bank accounts through NPCI/RBI.
ULB’s are using this application for funds credited intended for the contractor’s.

 CPS
The State government introduced the Defined Contributory Pension Scheme (CPS) for
its employees from 1 April, 2003. The Contributory Pension Scheme accounts of
individual government employees were maintained by the Government Data Centre
(GDC). So, all ULB’s are using this application for updating pension scheme’s funds every
month.
 UGD
The underground drainage system is also one of the module of UTIS system and it is
maintained by ULBs but UGD is not applicable in 20% of ULBs and 20% of ULBs UGD is
controlled and monitored by METRO organization. Rest 60% ULBs are controlling and
monitoring their UGD activities with the help of UTIS UGD module.
 Legal
This Legal is also one of the modules of UTIS system. Presently, the Legal department
personnel manually searches for the case details related to ULB and update the data and
case details in UTIS Legal module to complete the process.
 LFA
This Local Fund Audit department of state Govt is to conduct timely and quality audit of
local funds and local authorities in accordance with the auditing standards of the
comptroller and auditor general. Presently the data transfer between ULB and LFA are
manual activity which is a time consuming. So there is a need of application to be
developed and integrated to transfer data between ULB and LFA yet.
 TUFISIL & TUGIFIDCO
Both the above organizations belong to Tamil Nadu Govt and are used by CMA and ULB
to collect the data and loan data through manual process, through mail or in person
which is time consuming and bound to make errors. Application or APP is yet to be
developed and integrated to transfer data from these organization to CMA & ULB and
vice versa in real time basis.

6.2.2 Gaps
6.2.2.1 Tamil Font:’
Tamil being local Official Language should be used along with English for any application or
e-Governance System developed for citizens in web services and other day to day services.
But the Tamil Font used presently has a number of shortcomings creating big gaps in UTIS
application and also day to day working. Some of the shortcomings related to Tamil Font are
as follows:
 ‘Vanavil’ font is chargeable for each version changes. So ULB has to buy whenever the
version update is released.
 UTIS is using Unicode font while LFA, CMA, RDMA is using ‘Vanavil’ font. So, every time
data generated using Unicode font, has to be converted to Vanavil font while sending
report to Collectorate, LFA, CMA, RDMA.
 Updated ‘Vanavil’ font data can be only sent thru pdf. So, the Authorizing person is
unable to do any changes. ‘Vanavil’ font is not supported in all mobile devices so it is
difficult to view any of the documents or reports in mobile devices.
 ULB’s Staff are reusing the document which has been already generated using Vanavil
font instead of creating new document using Unicode font. Staff are used to it with
Vanavil font.
 40% of the ULB’s are struggling in converting this font to Unicode while sending
document across the sections.
 Now based on the request of desk staff (those who are using Vanavil font), other staff
who are responsible or validating the document, are struggling in conversion.
 Unable to Sort the content in Vanavil font.
 People should know typing to use Vanavil font.
6.2.2.2 Other Applications:

As discussed above in software existing section regarding other applications. GIAC IT team
have studied all the above other applications and UTIS applications and found some gaps
which are as follows:

 Civil Registration System:
GIAC IT Team studied CRS application and discussed with ULB’s official users and found
following gaps in the application:
a) It is a web-based application and installed on the national data center server and
from where all ULBs and citizens are accessing the application. Since it is used by
number of users (ULB officials and citizens), it frequently gets disconnected from the
server and ULB has to restart the activity causing wastage of time. This problem is
faced by 90% of the Tamil Nadu ULBs. This is one of the shortcomings of the CRS
application.
b) Any Person can obtain any numbers of certificates for many people using same
phone number login. For obtaining a certificate through Municipality, a fee is levied
which is the revenue of the Municipality. Under existing scenario anyone can take
the certificate for self or through a third party for a lesser amount than ULB. So, the
ULBs revenue suffers a loss. This is second shortcoming of the CRS application.
c) Any no. of Certificates can be generated against the same phone number which is
another shortcoming of the application.
d) CRS application is not secure as anyone can see and edit any personal data. This is a
very big shortcoming of the application.
 IFHRMS
During discussion and analysis of above application GIAC IT team found following gaps:
a) 10% of ULB’s yet to have Access to IFHRMS

b) 10% of ULBs still doing the update through Treasury staff
c) 2% of ULB’s are unable to login.
d) 50% ULB have to validate the syncing of data with UTIS
 LFA, TUFISL & TUFIDCO
All the three organizations are not interconnected digitally. All communications and data
transfer with CMA and ULB is done manually or through mail which is a time consuming.

 UGD
In ULB, where UGD belongs to the metro, whenever a higher authority like
commissioner, etc. need to see the status of ongoing work of UGD, complaints or
leakages, completed work, any future plan, etc. they have to send the request to
engineering department and metro to collect the latest updates, which causes delay in
higher authority reviews and feedback on the status of UGD work.
 Legal
Updating the case details and data in UTIS Legal module is a manual process which is a
big shortcoming of the Legal module.
6.2.3 Proposed
6.2.3.1 Tamil Font:
a) Existing UTIS Application supports only Unicode font so it can be accessible from
any device and any format.
b) Anyone can use this font even those not having typing knowledge.
c) Font can be typed using phonetic also
d) Sorting of Content is possible.
e) CMA and RDMA have to impose that every ULB’s and the related department
(LFA, Collectorate, etc.) have to use Unicode Tamil font instead of Vanavil font.
6.2.3.2 CRS:
a) CMA has to co-ordinate with CRS development team to find out the solution for
Server issues.
b) GIAC Team and CMA has to discuss with CRS team to define the methodology to
solve any Lag in the Security.
c) GIAC Team and CMA has to discuss with CRS Team to define the rule for Payment
and Limitations in printing of Number of Certificates
6.2.3.3 IFHRMS:
a) GIAC team with the help of CMA will try to resolve all the technical / capacity
building issues of IFHRMS applications.

b) Analyze to bring possible data across the systems on a single dashboard which
helps an Authorized person to analyze.
6.2.3.4 CPS, PFMS:
a) GIAC Team can analyze the data across the system and bring required data on
Dashboard
6.2.3.5 UGD:
a) GIAC Team can suggest an integrated solution to interconnect the data from
Metro either thru UTIS or a new Dashboard/ App
b) Integration of Data would address time delay and immediate update about the
status of ongoing, completed and future task to the higher authorities.
c) GIAC team though CMA shall communicate to Metro team to share the data
across.
6.2.3.6 Legal:
a) CMA should advise UTIS development team to update the Legal Application so as
to directly receive the relevant data to ULB (Judgment copies, etc.).
6.2.3.7 TUFISL:
a) GIAC team to co-ordinate with TUFISL team to receive the data either thru a web
service or directly update / transfer data to UTIS Database.
b) Define the design for data viewing using Reports / Dashboard for the review.
6.2.3.8 TUFIDCO:
a) GIAC will co-ordinate with TUFIDCO team to receive the data either thru a web
service or direct update / transfer data to UTIS Database.
b) Define a design to view the data using Reports / Dashboard for the review.
6.2.3.9 LFA:
a) GIAC has to define the methodology to automate the manual communication of

LFA with ULB’s.

6.3 CMA HARDWARE & SOFTWARE
PENDING
6.4 SDC (State Data Center Hardware & Software)
PENDING
6.5 Other Department (LF, TUFSIL etc) Software
PENDING

Chapter - 7
7 CAPACITY BUILDING
GIAC IT Team also sent data collections table to all the 135 ULBs for hardware and software
data and as well as details related to training or capacity building. GIAC IT team reviewed and
studied in details training provided to all the ULB’s staff for working with IT infrastructure and
UTIS and other applications used in ULBs for day to day work.
7.1 Methodology
The training methodology deals with the methods aimed to design and implement training. It
must be separated from the “method” because it can be defined as a body of practices,
procedures and rules used by those who work following a “discipline”.
There are numerous methods and materials with the most effective training techniques
available to help, prepare and equip employees to improve their jobs. There are several
methods for training to help employees learn and retain information. Different training
techniques are:
7.1.1 Classroom or Instructor-Led Training
Instructor-led training remains one of the most popular training techniques for trainers.
There are many types including:
 Blackboard or whiteboard.
 Overhead projector.
 Video portion.
 PowerPoint® presentation.
 Storytelling.
This technique makes direct communication easier with trainees and It is cost effective,
especially if trainers have their own stories to tell. Stories can also make sessions more
personal if they involve trainees.
7.1.2 Interactive Methods
There are many ways that you can break up training sessions and keep trainees attentive
and involved, including:
 Quizzes.
 Small group discussions.
 Case studies.
 Active summaries.
 Q & A sessions.
 Question cards.
 Role-playing.
 Participant control.
 Demonstrations.
7.1.3 Hands-On Training
Experimental or hands-on training offers several more effective techniques for teaching
employees, including:
 Cross-training.
 Demonstrations.
 Coaching.
 Apprenticeships.
 Drills.
7.1.4 Computer-Based Training (CBT)
Computer-based training is becoming increasingly prevalent as technology becomes more

widespread and easy to use. Though traditional forms of training are not likely to be replaced
completely by technological solutions, they will most likely be enhanced by them. Human
interaction will always remain a key component of workplace training.
Computer-based training formats vary from the simplest text-only programs to highly
sophisticated multimedia programs to virtual reality. Following techniques types are:
 Text-only.
 CD-ROM.
 Multimedia.
 Virtual reality.
 Working on the application in real time

7.1.5 Online or E-Learning
In addition to computer-based training, many companies with employees in a variety of

locations across the country are relying on other technologies to deliver training. According
to the “State of the Industry” report, companies are using a record level of e-learning, and
predicts that number will continue to rise. This method is becoming more and more popular
as access to the Web becomes more widely available. Some examples include:
 Web-based training.
 Tele- or videoconferencing.
 Audio conferencing.
 Web meetings, or webinars.
 Online colleges and universities.
 Collaborative document preparation.
 E-mail.
7.2 ULBs Official Training:

GIAC IT team along with Training Expert will plan to train ULBs official and staff using blended
learning through using different techniques. The blended learning approach is simply
acknowledging that one size doesn’t fit all when it comes to training. In a nutshell, blended
learning means using more than one training method to train on one subject. There are
several good reasons to use a blended learning approach.
7.2.1 Advantages of blended techniques:
 Instructor-led classroom training is an efficient method for presenting a large body of

material to large or small groups of employees.
 It is a personal, face-to-face type of training as opposed to computer-based training and
other methods we will discuss later.
 It ensures that everyone gets the same information at the same time.
 It is cost-effective, especially when not outsourced to guest speakers.
 Storytelling grabs people’s attention.
 Computer-based training programs are easy to use.
 They can often be customized or custom designed.
 They are good for helping employees develop and practice new skills.
 They are useful for refresher training. They are applicable to self-directed learning.

 They can be cost-effective because the same equipment and program can be used by
large numbers of employees.
 They are flexible because trainees can learn at their own pace and at a time that’s
convenient for them.
 Enhancing capacity at an individual level (competencies)
 Conveying knowledge in a structured way
 Ensuring that ‘core’ content is covered
 Ensuring that members of one team/organization are exposed to the same content and
materials
7.2.2 ULB’s Existing Training Details
 UTIS Phase I and Phase II Training has been given to the ULB staff.
 20% of ULBs getting the training thru Third party.
 60% of ULBs Training is in plan.
 20% of ULBs have received training in AutoCAD, Network, GIS, Working with Digital
Maps.
 20% of ULB Staff got one-time training in IFHRMS, PFMS, CPS, CRS.
 70% of Staff using UTIS and other APP are Non-Graduates.
 UTIS Phase I - 100% of the employees Participated and got experience.
 UTIS Phase II - 25% of the Employees participated in the Training.
 AUTOCAD - 20% of the Employees participated in the Training.
 GIS - 10% of the Employees participated in the Training.
 Working with Digital Map - 10% of the Employees participated in the Training.
7.2.3 Gaps
 Employees are slow in understanding the e-governance due to their educational

background
 Employees feel comfortable in doing things manually instead of online.
 Employees are struggling to understand when the training was taken by Third party
instead of Development Team.
 Less co-ordination from the employees, so Trainers (AP/ IT Team of ULB) are finding it
difficult to make them use e-governance.
 UTIS – Phase I is now comfortable and 100% in use.
 UTIS – Phase II- Only few modules are in use, remaining are yet to start due to lagging in
understanding and feel less comfortable as compared to Manual.

 Employees finding difficulty in understanding the systems due to language. 70% of

employees are only familiar with Tamil.
 End users need the training of UTIS phase II modules
 Town planning and Engineering staff need an AUTOCAD to equip their skills
 Engineering, Public health and Town Planning staff needs GIS Training
 Town planning and Engineering staff need a training in Working with Digital Map
7.2.4 Proposed
 GIAC Team to co-ordinate with CMA to define the process for ULB’s to follow the online
process instead of manual process
 GIAC Team has to co-ordinate with CMA and schedule the Training of e-governance with
the concerned team or well-trained team those who can make ULB team to understand
the system easily.
 GIAC team to suggest the analysis and feasibility study to provide the captions of e-
governance and related system like IFHRMS, CPS, PFMS in Tamil, which would help them
to navigate the system easily.
 GIAC can co-ordinate with CMA to plan and provide support for the Employees in
improving their other language skills along with their mother tongue
7.3 CMA & Other Department’s Training Details
PENDING

Chapter - 8
8 CONCLUSIONS & RECOMMENDATIONS:
PENDING

Chapter - 9
9 WAY FORWARD:
PENDING

Chapter - 10
10 ANNEXURES
10.1Annexure
Analysis of Water Supply Module

S.No. Existing Functionalities New Suggested Functionalities Existing Reports New Suggested Reports Integration Modules Suggested Integrations
0 1 2 3 4 5 6
1 New Water Connection Registration of Plumbers Connection Register User w ise meter reading report Citizen Facilitation Center Grievance Redresser Module
List of consumers- w ard, category and size w ise
2 Name Transfer of Water Connection Issuance of Plumber License. Work Order Administrator Payment Gatew ay
(Consumer Register)
3 Change of Usage f or Water Connection Renew al of Plumber License Name Transf er Register List of closed connection Citizen Portal
4 Water Supply Demand Generation Meter Reading Data Entry Name Transf er Certificate Consumption statements SMS
5 Water Usage Updation Meter Cut-off & restoration Meter Reading Register Bill status f or bill generation Email
6 Issue of Demand Notice Bill generation and Printing (Online Users) DCB Report List of consumer of w ater bills Common Service Center
Geographical Information
7 Payment of w ater charges GIS Data Export Recovery Report Financial yearw ise meter reading
System
SSDG (State Service
8 Water Disconnection Process by Citizen Consumer/User Edit/Updatation Mode Demand Notice Plumber license printing
Delivery Gatew ay)
Water Disconnection Request Process by Revenue Water connections of non chargeable area like
9 Def aulter Register Work order printing Property Tax
Section Temples, Masjid, Gurduw ara and parks etc.
Temporary Water Disconnection/Reconnection
10 Issue of Duplicate Receipt (w ater Connection) Def aulter Notice Plumber interview letter printing UGD
Process
11 Issue of No Due Certificate (w ater connection) Penalty Tax or Interest charges Disconnection Register Meter reading entry status Accounts
12 Issue of Defaulter Notice Disconnection Notice Bill generation status
13 Water Connection Cancellation Reconnection Register Check list f or consumer inf ormation locality w ise
14 Water Reconnection Usage Change Register Bill and notice distribution report
15 No Due Certificate penalty tax
16 Water Charges Receipt User w ise Water module Data Entry Count
17 Connection Summary -Zone/Ward Wise Tax collector w ise tax collection report
18 Connection Summary -Usage w ise Acknow ledgement f or application
19 Disconnection Notice for unauthorized Connection
20 Arrear Details individual list
21 Dashboard
22 MIS

10.2Annexure
Analysis of Trade License
0 1 2 3 4 5 6
1 New Trade License Issue of Duplicate of Trade License Trade License Summary Report List of Defaulters Report Administrator Administration
2 Renew al of Trade License Inspection of Shop or Trade Premises License Summary Report List of Reminders Notice of Renew als CFC Accounts
3 Name Transfer Hearing Notice and Conclusion Renew al of Trade License Status Report Demand & Collection Register Citizen Portal SMS
Issue of Licenses of Rockshaw & other
4 Show Cause Notice to Traders Cancellation Register Outstanding LoI Reports Email
haw kers Payment Gatew ay
5 Cancellation of Traders Liecense Transfer of Trade Licenses under Nomination New Trade License Application Register Chnages in Licenses Report (if any) SMS CFC
6 Payment of Trade License Fee Facility of online Bill / Licenses Fee Payment Reduction/Deduction of License Fee EMAIL Citizen Portal
State Service Delivery Gatew ay
7 Licenses Rate Chart Details Reports w .r.t Bills/ Notices Generated Payment Gatew ay
(SSDG)
8 Acts of Rules for NOC Trade Licenses Approval/ Rejection Report Accounts Grievance Redressal
Common Master - Type, Category & Sub-
9 Penidng Application for Approval/Rejection Report Profession Tax GIS
category of Trade
10 Suspension of Licenses for a period Inspection Detail Report Property Tax Property Tax
Document & Workflow
11 Rebate & discounts Customized Report (Ad-hoc Format as required)
Management
12 Legal Module
Dashboard
Govt Digital Signature
Approval Portal

10.3Annexure
Analysis of Non Tax Module

(Renting and leasing the properties (land/ building/ shopping complex/ box stall)
0 1 2 3 4 5 6
1 Tender Proposal Process Rent/Lease Payment Schedule Property Allotment Register Maintenance Details Register Administrator Accounts
Workflow /Document
2 Allotment Letter - Issuance Contract of Rent/Lease of property or others Name Transfer Allotment Register Tahebazari Fee Register Citizen Facilitation Centre (CFC) Management
3 Property Allotment Bill Generation and printing Demand Collection Balance Register Tahebazari Fee Collection Register Online Payment Gateway Web portal
4 Rent/Lease contract upload

Property Type/ Property Name - Rent Register Grievance Module
Allotment – Name Transfer SMS
Transaction Report
5 Rental collection Collection Tahebazari Fee Property Allotment - Renewal Register Lease Register E-mail
6 Tahebazari contract upload MIS Report - Demand/ collection/ Outstanding State Service Delivery Gateway
Renewal Letter - Issuance Property Vacancy/ Expiry Register
(SSDG)
7 Allotment Renewal Maintenance of property on contract Top Defaulters Report Accounts
8 Allotment Cancellation Maintenance inspection Demand Collection Balance (DCB) Work Flow
9 No dues/ Duplicate Receipt - Issuance Acceptance of payment Non Tax Payment Receipt Personal Management System
10 Defaulter Notice - Issuance Duplicate Receipt Geographic Information System
11 Defaulter Notice
12 No Dues Certificate
13 Renewal Letter
14 Intimation Letter
15 Allotment Order
Renewal Allotment Order

10.4Annexure
Analysis of Profession Tax Module

S.No. Existing Functionalitie s New Sugge ste d Functionalitie s Exis ting Reports Ne w Sugges ted Reports Inte gration Modules Sugge sted Integrations
0 1 2 3 4 5 6
1 New Profession Tax Assessment Inspection of the Trade Assessment Register Inspection Register Citizen Facilitation Center Grievance Redressal Module
2 Profession Tax Payment Discounts/Rebate for Advance Payments DCB Register Penalty Collected/Received Details Citizen Portal
3
Tax Demand Generation can be dow nloaded Ward – Wise/ Zone - Wise Recovery Year w ise details of Citizen's Profession Tax
Professional Tax Demand generation from the w eb portal
Administrator
Reports
Year w ise details of advance payment of
4 Professional Tax Defaulter Notice generation Payment can be paid online through w eb portal Top Defaulters Report Property Tax
Profession Tax
5 Profession Tax Assessment cancellation Receipt can be dow nloaded from the portal Advance Payment Report MIS Report - Demand/ Collection/ Outstanding Trade License
No Dues Certificate or Duplicate Receipt can be
6 Issue of No Dues Certificate/ Duplicate Receipt Assessment Summary SMS
printed from the portal
7 Demand Collection Balance E-Mail
8 Defaulter Notice Common Service Centre
9
Geographical Information System
No Dues Certificate
(GIS)
In all the Tables the currency of the payment is State Service Delivery
Note: Payment Receipt
not marked. Gateway(SSDG)
Duplicate Receipt Payment Gateway (PG)

10.5Annexure
Analysis of Property Tax Module

0 1 2 3 4 5 6
1 New Assessment Self Assessment (included in New Assessment) Assessment Register MIS Reports (Diff erent combinations) Citizen Facilitation Center Grievance Redresser Module
2 Assessment Enhancement Objection Process Enhancement Register Ward w ise list properties Payment Gatew ay Administartor
3 Special Revision Petition Bill Generation and Printing Special Revision Petition Register Objection Register SMS Citizen Portal
4 Appeal Warrant Execution Notice Generation Appeal Register Checklist for Self -Assessment return Email Common Service Center
5 Name Transf er Auction of Propeties Suit Close Register Tax Reg. Demand / Collection / Outstanding /closing User Admin GIS (to be developed)
6 Demand Generation Adjustment Entry Form Name Transf er Register Increase / Decrease ARV/RV Report Super Admin
7 Payment of property tax Re-Assessing incase of revision of rates Special Notice Tax Collector w ise Tax Collection Report Accounts
SSDG (State Service
8 Issue of Defaulter notice Rebate Entry Form Demand Notice Bill and Notice Acceptance Report
Delivery Gatew ay)
Cheque Register / dishonour / Cash against
9 Warrant Notice Property Grouping Defaulter Notice
Dishonour Cheque
Issue of Annual rental Value Certif icate- ARV/No List of properties against w hich Market/Trade
10 Warrant Notice
Dues Certif icate/Duplicate Receipt license issues
11 Demand Write-off Demand Collection Register Property deletion report
12 Assessment cancellation Ward / Zone Wise Recovery Honest Tax Payer
13 Top Defaulter Report Assessment Certificate
14 Occupancy Wise / Flat Wise Report Arrears Check List
15 Advance Payment Report penalty tax report
16 Demand/ Collection/ Balance - DCB ReportDashboard
17 Assessment Summary Report
18 Annual Rental Value Certificate
19 No Dues Certif icate
20 Payment Receipt
21 Duplicate Receipt
22 Assessment Cancellation Registration
23 Working Sheet

10.6Annexure
Analysis of Solid Waste Management

0 1 2 3 4 5 6
1 Sanitary Staff Scheduling – Entry/ Updation Vehicle Repair and Maintenance Details Sanitation Staff Schedule List Vehicle w ise Targets Details printing Administrator Administration
Bio-metric System (Finger-
Bio-metric System (Finger-print
2 Time Attendance Process Vehicle Fuelling Registration Sanitation Staff Abstract Vehicle Ow ner Trip Sheet Prinitng print based Attendance
based Attendance System)
System)
3 Vehicle Scheduling w ith Route Monthly Garbage Collection Comparision Details Sanitation Staff Attendance Register Vehcle Schedule Execution IPMS SMS
4 Updation of Trip details against Route Vehicle Ow ner Payment Details Sanitation Vehicle Schedule List Sanitation Workers Schedule Execution Vehicle Email
5 Vehicle Entry / Exit at Dump Yard Vehicle Inspection Details Sanitation Vehicle – Route Compliance Sheet Vehicle Ow ner Payment Details Printing Grievance IPMS
6 Sanitary Staff Inspection Details Trip Wise Garbage collection Register Performance Register Citizen Portal
7 Vehicle Details like no, ow ner, model etc Ward Wise Garbage Collection Summary Payment Gatew ay
8 Daily Garbage collection Summary Grievance Redressal
9 GIS
10 Dashboard
11
12

10.7Annexure
Analysis of Audit Module

0 1 2 3 4 5 6
Statutory Report (like Escalation & Exception Report

1 Receiving and Recording Audit Requirement Inspection of Contractor's and Supplier's bills Audit Requirement Register Administration Administration
w .r.t to deletion of record and adjustment entries)
2 Submitting Required Documents and Updating Status Other bills like telephone, transport etc. Audit Para Register Document & Workflow Management Accounts
Integrated Personal Management Document & Workflow
3 Receiving and Recording Audit Para Advance Adjustment proposal Audit Requirement Register - Section w ise
system Management
4 Replying Audit Para Tender Audit Audit Para Status - Section Wise IPMS
5 Recording Status of Audit Para Planning and Scheduling of Audit Audit Para Status - Employee w ise SMS
6 Tender Auditor Mapping Email
7 Audit Memo CFC
8 Audit Report Ward Works System
9 Daily activities of Audit Department Citizen Portal
10 Training File Management System
11 Grievance Redressal

10.8Annexure
Analysis of Legal Module

0 1 2 3 4 5 6
List of all cases w here State is a party or party

1 Case Registration Empanelment of Legal Advisers & Advocates Case Register Administration Citizen Facilitation Center
w ise listing
Repsitory for various law sections, code, acts To generate report to find w hich law yer is dealing
2 Case Details Updation Section Wise Case Summary Citizen Portal
and rules w ith w hich case SMS
Reports to know how many numbers of cases w ith
3 Judgment Update Advocates Billing and Payment Details Court Wise Case Summary
particular ULB. Email
To generate reports f or w hich ULB of ficer is
4 Judgment Implementation Old cases Judgment records for reference Case Type Wise Case Summary
dealing w ith case Accounts
Cases Expenses Details for ULB account To generate reports f or judgmentw ise or result
5 Case Catrgory Wise Case Summary
section w ise of the case Property Tax
6 Tracking of on-going cases Standing Counsel Wise Case Summary List of all cases w here State is a party Tow n Planning
7 Tracking of MIS, Statutary & SLB Documents Year Wise Case Summary List of all cases w here Department is a party File Management System
To generate reports f or advocate billing and pament
8 Water Supply
details
22

10.9Annexure
Analysis of Ward Works Management

0 1 2 3 4 5 6
Maintenance of DSR (District Schedule of Rate)

1 Estimate Preparation Estimate Details Project w ise, Ward Wise and Location Wise Report Integrated w ith Procurement Module Administration
for Civil and Electrical w orks.
Integrated Personnel Management
2 Tender Preparation Electrical and Civil Work Measurement Estimate Register Project status report Email
System
3 Tender Notice Generation Rate Analysis Budget Appropriation Register Report for planned and actual w ork done File Management System SMS
Report on Invocie raised, payment made, tax
4 Tender Negotiation Abstract Sheet Comparative Statement Administrator Module Ptax
dedcucted and pending payment details
5 Work Order Preparation Recapitulation sheet General Works Abstract for Schemes Report on part payment or adhoc payment details Accounts Grievance Redressal
Dashboard on overal project status, w ork
6 Milestone Capture Technical Sanction General Works Abstract for Zone/ Ward proposed, approved, ongoing and completed etc. E – Tender Procurment Module
7 Measurement Book Preparation Admin Approval General Works Abstract for Fund List of proposal received for Technical approval State Service Delivery Gatew ay E-Tender Module
8 Financial Approval General Works Abstract for Budget Head List of Technical approved proposal Geographical Information System GIS
Contractor Bill
Integration w ith the existing Tendering Process
9 Work Order List of Technical proposal pending for approval SMS Asset Module
module (e-Tender)
10 Measurement Book Abstract ULB-Wise Fund-Wise list of projects Asset File Management System
Integrated Personnel
11 Excess Quantity ULB-w ise fund-w ise allocation
Management System
12 Extra Item ULB-w ise fund-w ise utilization certificate received State Service Delivery Gatew ay
List of Proposals received for Administartive

13 Extension of Time CFC
Approval
Details of Proposals w here Administartive Approval
14 Maintenance of vendor related information Citizen Portal
given and pending
15 Maintenance of project execution status List of Proposals received for Sanction Approval
16 Completion Certificate List of Proposals Sanctioned and Pending

10.10 Annexure
Analysis of Assembly Questions and Answers

0 1 2 3 4 5 6
1 Receiving and Recording Assembly Questions Login Screen w ith passw ord Answer Sheet of Assembly Questions Memberw ise Questions Answ ered Administrator Administration
Search Options for exisitng Q&A, Department
2 Response to Assembly Question by CMA Section Assembly Question and Answer Register Departmentw sie Questions Sumary Report Workflow Management System Email
w ise, MLA w ise etc
3 Response to Assembly Question by ULB Section Categorization of Q&A

Abstract Status Report of Assembly Summary of Starred Questions Document Management System SMS
Question and Answer
4 Answ er to MA&WS Report for Question House Citizen Portal
5 Report of Questions sends to Department Grievance Redressal
6 Groupw ise Questions & Answ ers Report Workflow Management System
7 Old Q&A report for review Document Management System
8 Summary report Departmentw ise Dashboard
Digital Signature Certificate

10.11 Annexure
Analysis of Accounts Module

S.No. Existing Functionalitie s New Sugge s ted Functionalitie s Exis ting Re ports New Sugge s ted Reports Inte gration Modules Sugge sted Inte grations
0 1 2 3 4 5 6
1 Budget Proposal Process Budget Estimates f or Projected Revenue Entry Budget Abstract- Major Head w ise Report Budget Re-appropriation & Suplimentary report Administration Birth & Death
Budget Re-appropriation / Supplementary
2 Bank Receipt Voucher Budget Abstract- Function Wise Report List of collected cheques Property Tax
Provision Entry SMS
3 Journal Voucher Bank Master for Tax Deposition Budget Abstract- Fund Wise Report List of dishonered cheques Email Water Supply
4 Bank Payment Voucher Function Code Master Detailed Budget Report Cheques deposited slip prinitng CFC Under Ground Drainage
5 Preparation of Cheque/ RTGS Process Chart of Accounts Bank Receipt Voucher Cash depsoited slip prinitng Online payment Gatew ay Non Tax Items
State Service Delivery
6 New Loan Creation Process Bills type Entry Bank Book Investment Summary Report Trade License
Gatew ay (SSDG)
7 Grants Maintenance Bills Transaction Entry Details Bank Payment Voucher Investment Register Legal Building Permission system
8 Security/ Earnest Money Deposit Process Bills Transaction Authorization Process Transf er Voucher Outstanding Bill Payment Statement Property Tax CFC
9 Security/ Earnest Money Refund Process Vendor Master Details Bank Transf er Book Cheque Register Water Supply Citizen Portal
10 Bank Reconciliation System – BRS Asset Master Details General Journal Voucher General Cash Book Under Ground Drainage Procurement
11 Investment Management Deletion tool f or Cash/Cheque/Bank Deposit slip Expenses Journal Voucher Bills Received Register Profession Tax Ward Works
12 Cheque Dishonor Entry Voucher payment Entry Purchase Journal Voucher Advance Payment Reigster Non Tax Asset Management
13 Voucher Reversal Entry Contractor Journal Voucher Deposite and Refund Register Works IPMS
14 Cheque Book Utilization Details Fixed Assets Journal Voucher GST Certif icate Stores Employee Self Service
List of payment to bank for GST/Income Tax/Vat
15 Cheque Cancellation Entry Details Journal Register Asset Audit
etc.
16 Bank TDS payment entry details General Ledger Agenda
17 Depreciation calculation details Grants Register File Management System
18 Year End Processes Register of Loans SWM
19 Receipt & Payment Account Summary Vehicle Management System
20 Income & Expenditure Statement Store & Inventory
21 Balance Sheet Legal
22 Schedule to Income & Expenditure Account Online Asset Booking
23 Trial Balance Grievance Redressal
System Admin- State Level
System Admin- ULB Level

10.12 Annexure
Analysis of Inventory & Material (Store) Management

0 1 2 3 4 5 6
1 Raising an Intent by an employee Material Issuance against the inedent received Material Master Item Detailed list Accounts Administration
2 Approval of Intent by Storekeeper Store to store request for items Stock Position of Materials Disposal Dead Stock Report Asset Email/SMS
3 Receipt of Material Approval for store to store request Stock Register Material Inspection Report Procurement IPMS
4 Maintenance of Reorder Level Goods receipt note Priced Stores ledger Unused Material Report IPMS Procurement
5 Identification and Disposal of Dead Stock Inspection of material received Inventory Material Receipt Note Rejection/ Good Return Report Document Management System Grievance Redressal
6 Supplier Bill Generation Purchase/Rejection Return Note Material Issued Note Opening Balance Master Workflow Management System Workflow Management System
7 Credit Voucher (Incoming Invoices) SMS/Email Document Management System
8 Material Issuance / Dispatch Note Webportal
9 Disposal of Dead Stock
10

10.13 Annexure
Printer cum
Computers
Biometric
Hard disk
Mode m
Scanner
Scanner
Laptops
Training
Printers
Grade
Switch
Server
Xerox
Rack
Staffs
S.N0.
UPS
Description
Chengalpattu
RDMA
1 Anangaputhur 16 14
2 Chengalpattu 32 28 1 16 2
3 Chithambaram 34 35 23
4 Cuddalore
Madhuranthagam
5 18 14 1
Municipality
6 Maraimalai Nagar 17 19 1
Pallavaram
7 52 46 2
Municipality
Pammal
8 18 18 1
Municipality
9 Poonamallee
Sembakkam Wrong
10 14 17
Municipality update
Tambaram
11 59 22 6 1
Municipality
12 Thiruthani
Wrong
13 Thiruvenkadu 16 19 10 9
update
14 Thiruvallur 31 24 13 1 2
15 Virudhachalam 24 2 1
Salem RDMA
1 Attur
2 Dharmapuri 40 40 2 1
3 Hosur 50 69 1
4 Idappadi 10 17 14 1
5 Karur
6 Komarapalayam 9 9 1 1
7 Krishnagiri 30 32 12 1
Kulithalai
8 9 10 7 1
Municipality
9 Mettur
Namakkal
10 11 25 2 1
Municipality
Narasingapuram
11 7 14 2 1
Municipality

12 Pallipalayam
Rasipuram
13 8 14 5 0
Municipality
Tiruchengode
14 8 20 3 1
Municipality
Tirupur RDMA
1 Bhavani 16 16
2 Coonorr 35 31
3 Dharapuram
4 Gopi 28 21
5 Gudalur 6 3
6 Kankeyam 15 15 2
7 Mettupalayam 40 40 2
8 Nelliyalam 6 8 1
9 Oooty 58 56 2
10 Palladam 14 14 4
11 Pollachi 63 61 2 2
Punjai
12 16 16 2
Pulliyampatti
13 Sathiyamangalam 19 19 2
14 Thiruppur
15 Udumalaipett 33 37+6 2
16 Valparai 15 15 2
17 Vellakovil 17 17 2
Madhurai RDMA
Cumbum
1 36 20 2 16 1
Municipality
Devakottai
2 30 19 1
Municipality
3 Dindigul 1 51 3 25
4 Melur Municipality 16 17 1
5 Paramakudi 31 22
Periyakulam
6 54 15 2
municipality
Sivagangai
7 27 22 1 1
Municipality
Tanjore RDMA
1 Aranthangi 24 16
2 Ariyalur II 20 17 9 5 1
3 Jayankondam 11 9
4 Koothanallur II 20 15
5 Kumbakonam 5 44
6 Mannargudi S 33 30 2 2
7 Manapparai I 21 27 2 2

8 Mayiladuthurai S 43 21
9 Nagapattinam S 34 29 2 1
10 Pattukottai 33 25
11 Perambalur 21 28
12 Pudukottai 59 34 1
13 Sirkazhi 17 12
14 Thiruthuraipondi II 19 17 2
15 Thuraiyur S 23 25 5
16 Thuvakkudi II 16 28 14 3 3 2 1 1
17 Thirvarur I 26 19
18 Vedaranyam II 9 11
Thirunelvelli RDMA
1 Aruppukottai 211 33 9 5
2 Colahel 12 10 3 1
3 Kayalpattinam 11 24
4 Kovilpatti 66 31 1
5 Kuzhithurai 20 17 3 1
6 Nagarkoil 122 54 4 59 6 11 12 1 1 1
7 Padmanabapuram 26 18 1 10 2
8 Puliyankudi 28 26 1 13 1
9 Rajapalayam 55 48 2
10 Sattur 20 16 9 3 1
11 Sengottai 15 12 6 1 1
12 Sivakasi 35 33 19 8 1
13 Srivilliputtur 36 23 2
14 Tenkasi 32 26 1
15 Thiruthangal 26 15 1
16 Thirunelvelli RDMA 18 12 1
17 Virudhunagar 48 33 1 1
Vellore RDMA
1 Ambur 30 34 3 33 1 3
2 Arakkonam 30 14 2 3 1
3 Arani 34 27 1 15 2 3 2 1
4 Arcot 59 22 1 11 6 1 4 1 1
1
5 Gudiyatham 32 32 15 1 1
5
6 Jolarpet 15 14 1 9 4 1 1
7 Kallakurichi 13 16 12
8 Melvisharam 15 17 1 9 1
9 Pernambut 15 15 14 2 1

10 Ranipet 23 17 1
11 Thiruvannamalai 41 38 2 23 3 10 2 1
12 Thiruvathipuram 18 20 2 19 1 1
1
13 Tindivananam 30 24 28 4 1 1
6
14 Tirupattur 30 24 1 16 6 2
15 Vandavasi 17 11 12 1
16 Vaniyambadi 25 24 1 27 9 2 2 2
17 Villupuram 46 30 2 18 1
18 Walajapet 14 18 11 2 3 2 1
Corporations
1 Erode 244 189 101 7
2 Vellore 42

10.14 Annexure
GIAC IT Team visited three ULBs i.e. Pallavapuram, Avadi, Chengalpattu in August 2020 and
discussed and reviewed the existing position of IT infrastructure, UTIS working with
shortcomings / Gaps and other requirement of the ULB’s Officials. The existing situation and
gaps are as follows:
10.14.1 Accounts Module:
 Junior Assistant enters all journals, JV, EJV,CJV etc.

 The workflow moves from:
a) Accountant
b) Manager
c) Commissioner
d) Cheque/ECS
 Only access to Accountant and Manager is provided.
 The Accountant’s position is frequently changing at the ULBs. There is transfer of
Accountant in every 3 years which requires comprehensive and detailed knowledge
transfer at frequent intervals to the incoming Accountant.
 Automate the process for transmission of the related data between ULB and LFA
required for Auditing purposes.
 IT/GST Bill is created every month which involves the generation of EJV,CJV etc.
 While generating Bank Payment Voucher, there is requirement of adding specific filter
using A/c head along with Date filter.
 This will enable the user to select the filter on different Account Heads to view compiled
reports under specific Head.
 Cheque
a) Under 3 funds – Water Supply, Revenue Fund, Elementary Education Fund
b) Manual cheque generation is being carried out.
c) Due to priority, cheque in specific cases has to be prepared in the middle of the
other cheques in queue
d) Automatic cheque generation is required
e) Provision to ECS transfer process for all payments instead of cheque payments.
10.14.2 Birth & Death Module:
 Till 2017, the Birth and Death was being handled through UTIS.
 From 2018, it is being handled through the national level CRS.
 At the Hospital, the MHO is responsible for registration of Birth (with and without name).
 The Sanitary Inspector is responsible for the registration approval and generation of
certificate at the ULB.
 The prime concern is that frequently CRS server is getting down.
 The Birth registrations are handled by the hospital using the portal –
“gccap.chennaicorporation.gov.in” (to be confirmed from ULB) and approved and
generated by the Sanitary Inspector. Any B&D at home is registered in ULB separately.
 Login is integrated with sanitary inspector’s Aadhar number. After entering the Aadhar
number, OTP will be generated. Sanitary inspector receives the OTP to print the
certificate.
 While registering the name, ULB is collecting payments against miscellaneous head at
the CFC (Citizen Facilitation Counter).
 CRS doesn’t have workflow like UTIS (security loopholes)
 Charges for Birth Certificate Registration: There is no charge to print the certificate.
 Once certificate is approved and generated, the citizen can take any number of
certificate copies. Online download is possible without payment.
 Free certificate is issued for current year and previous year registration.
 After a defined period the citizen is charged for generating a certificate.
 The number of copies of certificates printed by the citizen per year per linked phone
number should be limited.
 Earlier B&D data was frequently transferred to the state government. It has now been
moved to Delhi server which is accessed through another software before CRS. Using
intermediate software the data is pushed to DPH. From DPH to Delhi. Using oracle
command
 After CRS has come the B&D data is not migrated to UTIS.
 Local state level backup of CRS is available in the TN State Data Centre.
10.14.3 Non Tax Items Module:
 The registration workflow for the Non tax items is tedious and has a lengthy approval
process.
 Each process having 3 approval levels compared with Tax related modules ex. Property
tax etc.
a) Create Master
b) Master fee
c) Tender proposal
d) Tender proposal allotment

e) Tender proposal creation

f) CFC Creation
g) Demand Creation
 There is a suggestion for redesigning and simplification of the Non Tax items workflow.
10.14.4 Building Plan Approval Module:
 Training required:
a) AUTOCAD Training for the Town Planning staff (Licensing Surveyor)
 Licensed Surveyors are doing the work from home.
 A provision for editing the plan through SmartDCR needs to be provided.
 Further, the edited plan should have the same service number. The current workflow
allows creation of a new service number despite an existing service number
 Presently the period of demand notice is different across the ULBs.
 Once demand notice is generated, the party is not coming for the payment or because
of any issues demand notice is pending with TPI itself.
 Either it should be closed or paid in time. If there is no limitation on number of notices
too many notices will be pending.
 After the demand notice period lapses, if the citizen pays at the counter , it is not closed
and still showing as open with TPI. There is no tracking.
 At the CFC miscellaneous counter, any payment against building plan can be paid against
any account head.
 But through TPI, during payment the selection of the specified account head is possible.
 Instead of increasing the period for demand we can provide the option of extension of
demand notice. List of demand notice which exceeds 15 days. Commissioner can
approve for extension.
 Service request Verification workflow
 TPI -> STPO –> Reject –> Close
 Revision of Building Plan needs separate service request leading to multiple service
requests
 Any application based on the request will create a new service request number
 Once closed we cannot reopen the service request. Need an option to open the closed
service request
10.14.5 Assembly Question and Answer Module:
 The Assembly questions are being received and answered through the UTIS software.

10.14.6 Legal Module:
 After the judgment in the case against municipality has been released, the scanned copy
of the judgment is updated to the Legal.
 From legal app download the copy of judgment and update the same in UTIS
 The judgment number and judgment copy needs to be updated to the UTIS.
 After judgment taking scanned copy and proceeding – to be analyzed for integration
 Filing  Judgment  UTIS
 B&D  Judgment  UTIS
10.14.7 Agenda Module:
 The Agenda is currently being scanned and uploaded or manually fed into the UTIS (yet
to understand the process there is a conflict in the update of different ULB)
 Prepared by each section and finalized with Junior Assistant of account section.
 Suggestion for redesign and automation.
 Except few ULB’s, other are still following the Manual process. CMA has to send a circular
to the ULB which instruct the staff to follow the process to automate Agenda.
10.14.8 IPMS Module:
 Involves handling of Salary, Staff details, Relieving, joining

 ULBs are using both IPMS and Oracle for salary processing. ULBs process salaries on both
and cross validate with each other.
 IPMS is generating salary for all the employees except sanitary worker.
10.14.9 Employee Self Service Module:
 Only 3 services are being used

 Leave request, surrender
 Still other process are using manual which need approval from higher officials
10.14.10 IFHRMS Application:
 Municipality Commissioner’s and noon meal employee’s salary are handled through
IFHRMS.

 Few ULBs are yet to receive access for IFHRMS so they have to visit Treasury in-person
to generate the Commissioner’s and noon meal employee’s salary.
 IFHRMS’s browser compatibility is limited and only supports Chrome presently
 From August move to IFHRMS was planned
 Sync between UTIS and IFHRMS: The IFHRMS is updated upon appointment of new
Commissioner in the Municipality. This needs to be automatically synced to UTIS in real-
time.
 GPF numbers, CPFC (Contributory Pension Scheme) number has been generated in
IFHRMS which is updated in UTIS
 New employer data has to be updated to the software from Karuvulam (Treasury). This
will generate the CPFC number and this is manually being updated in IPMS (UTIS). Thus
while registering a new employee, the process for generation of CPFC number needs to
be automated and linked to IPMS.
 CPS has been implemented after 01.04.2003
 CPS Deduction report can be generated via Recovery Register
 Currently, pure government employees are receiving interest for GPF – to be further
analyzed
 For Corporation employees, Commissioner’s salary is generated through UTIS
 Treasury payment – Treasury pension
 Municipal payment – Examiner’s office
10.14.11 Audit Module:
 Permission to view audit needed

 Auditor has to update the data through assistant.
 Audit reply can come automatically
 Needs to be automated
10.14.12 Citizen Facilitation Counter Module:
 The CFC is being handled by sanitary workers in some cases.

 There are delays due to the scanning and documentation process carried out at the CFC
stage.
 Thus scan and upload can be split from the process and moved to the back office to speed
up the process at CFC counter. Only the required input can be updated at the counter.
 The scanning and upload can be managed by individual sections.
 Document preview is available.

 There is a need of timeline restriction to upload the document.

 Alert on Dashboard requires to be updated where alert on any delay in the upload of
document is raised to the authority responsible for uploading the documents and other
concerned higher authority.
10.14.13 File Management System Module:
 The ULB functions are delayed at the FMS stage due to time-taking procedure of scanning
and uploading documents.
 Provision for annotation of documents needs to be added.
 The prime issue is of deficient manpower.
 Instead of front office, a provision to the person in the respective section to upload the
document (by Junior Assistant etc.) can be suggested to save time.
 The process rules need to be defined where it is directed and emphasized to the ULB
staff to manage files strictly through the FMS module on UTIS.
 Earlier all the documents were in Tamil which have now been transferred into English.
Thus, they contains mistake in spellings. This issue can be addressed in back office based
on the request for correction.
 Which is very useful for reviewing the documents any time quickly
 Alert is available for user login. Existing alert was working earlier. Now seems to be not
working.
 There is a need of timeline restriction to upload the document.
 Alert on Dashboard requires to be updated where alert on any delay in the upload of
document is raised to the authority responsible for uploading the documents and other
concerned higher authority.
10.14.14 Asset Management Module:
 Only those assets that are on lease are updated as an asset. Others have not been
updated.
 So there is a mismatch happening in Manual records and UTIS. Missing data would be
pending in lending process and won’t be available in UTIS
 Asset can be created in all the section but only few can be moved to A/c.
10.14.15 Ward Works Management Module:
 Yet to be fully implemented in ULBs

10.14.16 Hospital Management Module:
 The Hospital management is presently in DPH and not being handled by the ULB and
there is nothing to be monitored.
 Earlier Hospitals were under the control of Municipality. Doctor’s appointment was
controlled by Municipality. After retirement of all the doctors belonging to ULBs, total
system moves to DPH.
 We have to validate whether integration is required or not. If the integration is required,
we can suggest linking of patient data with UTIS.
 Request them to enter data of patient details and transfer to UTIS.
10.14.17 PFMS Application:
 PFMS is having a login issue in few ULBs that needs to be resolved.

 Struggling to get the update of contractor details for PFMS.
 14th CFC, Swatch Bharat Mission, AMRUT and National Urban Livelihood Mission is being
managed through PFMS.
 Workflow:
 Operator- Approver
a) Admin (master) – User
b) Engineering section
c) Clerk level
10.14.18 Solid Waste Management Module:
 There is lack of support from the end user end and requires training and capacity
building.
10.14.19 Vehicle Management Module:
 Vehicle tracking is requested. Presently only trip sheet is available.

 Vehicle detail entry have to be updated automatically. Also, Repair proposals, Getting
Quotation, contract details need to be linked.
10.14.20 Water Supply Module:
 Tank Chlorination, switches and water supply details need to be monitored and tracked.

 Analyze and uploading of water area needs to be carried out

 Power pump, hand pump, fountain details can be added to the water supply module.
10.14.21 School Management Module:
 Handled by other department which is handed over from ULB

 Not in use in most of the ULBs
 Only building details is required which is already available in Asset module.
10.14.22 Under Ground Drainage (UGD) Module:
 STP Site is being maintained by Metro.

 Metro will send the work and expenses report to ULB which should be updated to
TNUIFSL, TUFIDCO.
 Maintenance details need to be updated and linked to UTIS.
 Corporation – UGD is maintained by Metro
 Small ULBs – UGD is maintained by ULB itself
 Automation is suggested.
10.14.23 ULBs General Concerns:
GIAC IT Team not only studied and reviewed modules, IT infrastructure but also studied and
discussed other concerns which indirectly effecting the ULBs day to day working. These
concerns are as follows:
 ULB are using few modules of UTIS (IPMS(50%) and Building Plan(90%)).
 10% of ULB are Lagging of Printers.
 History report for all services required.
 As discussed with ULB, CPS is having provision to send the report directly to LFA– process
to be checked with LFA
 Struggling to enter the data due to Staff limitation.
 Multiple ULBs are being handled by a single AP (Assistant Programmer)
 Transfer of Staff causes loss of trained staff resource.
 A/c head filter is required everywhere
 Attendance Link – Biometric/Manual Attendance
 Mobile collection
 Requested by collection people

 But CMA team is not suggesting

 Earlier it’s collected from home. Now only notice is issued to the citizen
 Citizens are coming to ULB
 Mobile view of UTIS is required.
 Phase I – Same as oracle platform which was being used previously – In Phase I the
platform is changed but with same process and has been centralized
 The workflow for Phase II is not properly defined and is a long and cumbersome process.
It involves manual entry and approvals at multiple stages.
 90% of the end users are yet to undergo Phase II training. It has only been provided to
trainers. The planned training for end users was delayed due to CoVID-19.
10.14.23.1 PF Interest Calculation
 Separate module is required

 Only deduction process is available i.e. subscription deduction, loans deduction
 PF Advance has been given, it should be calculated from earlier date
10.14.23.2 Advances
 Tracking of Advances - there is an existing provision for giving advances - which

needs to be tracked and a control register needs to be maintained.
 For ex. Salary advance, Festival Advance, Marriage Advance etc.
10.14.23.3 Network Provider
 As suggested by Audit team, for payment and CFC counters only BSNL network
provider is to be used
 Though for Emergency and other purposes, private network is in use
 Static IP not in use – rare case it is in use
 Load balancing can be taken by BCT – initially its speed was 2 then increased to 8
 Before change to 8 – analysis done of no. of hits and how long it is in cloud
 Identify alternate for VPN because it is too expensive
 User ID and VPN ID have been mapped
 E-Seva is for accessing the UTIS modules (https://tnurbaneseva.tn.gov.in)
 E-pay is the citizen portal (http://epayroll.tn.gov.in)

10.14.23.4 Contractor registration
 Presently, registration by the contractor is required at each ULB wherever they

are taking contract. This should be evaluated whether multiple registration is
required or not.
10.14.23.5 Park Maintenance

 Parks are under the control and jurisdiction of the ULBs and they are giving the
contract for maintenance and upkeep to private agencies.
 Presently, the details of AMC are being maintained manually. This feature can be
automated for real-time monitoring of the upkeep cost and functioning utilities
at the park.
 Also, the financial part of the maintenance detailing the security salary, daily
wages and cheque payment can be maintained
10.14.23.6 Integration of UTIS with following ULB data sources
 Detailed report to be prepared after the study visit to the below mentioned
bodies:
a. LFA
b. TNUIFSL/TUFIDCO
c. TWAD
d. TNEB
10.14.23.7 EMD Deposited for Tender
 The vendors have to apply for a tender process and credit the deposit on the
portal “tntenders.gov.in”
 If the tender is not awarded to the vendor, the deposit is to be returned to the
vendor.
 Before 3 years the EMD has to get the refund. After 3 years, the deposit gets
lapsed.
 Thus the process of deposit and return of deposit for tender needs to be
automated.
 Presently the system is not supporting to refund directly from the A/c head. The
deposit amount has to be updated in legacy A/c and refund processed. Thus, the

deposit amount has to be moved to corresponding A/c head automatically but it

is not happening presently.
 Validate Audit Concurrency to avoid double payment.
10.14.23.8 Tamil Nadu State Data Centre

 Detailed report to be prepared after the study visit
a. The Tamil Nadu State Data Centre is currently maintaining data for:
 UTIS
 IFHRMS
 DPH (Backup of the CRS Data as maintained at the Delhi server)

10.15 Annexure
10.15.1 CMA Suggested Functionalities
CMA IT Team also reviewed UTIS modules in details and suggested some additional new
functionalities for the following modules:
1. Solid Waste Management

2. Property Tax
3. Profession Tax
4. Accounts
5. Building Plan
6. CFC
7. Non – Tax
8. Trade License
9. Grievance
10. General
11. Non – Vigilance
12. New Modules
10.15.2 Suggested Functionalities Details:
CMA suggested functionalities module wise details are as follows:
10.15.2.1 Solid Waste Management Module:
 System should have facility to generate demand for Solid Wastes Users Charges and
display.
 System should have facility to calculate Solid Wastes Users Charges for residential
properties (Sqft/ Tax based SUC fixation) while calculating property tax.
 System should have facility to capture the demand for Non-Residential properties.
 System should have facility to update the SUC also along with the changes in the
residential property.
 System should have facility to generate Demand Registers
 System should have facility to add SUC in system Dashboard.
 System should have facility to add SUC in Demand Notice.

 System should have facility to add SUC in Defaulter Notice.
 System should have facility to prepare separate DCB for SUC charges.
 System should have option for to change SUC Slab Rate/ Rate Non-residential properties.
 System should have facility to add SUC in various property tax reports.
 System should have facility to generate collection summary reports.
 System should have facility to generate SUC Mutation Register.
 System should have facility to change in SUC demand also when there is a change in
usage in property tax.
10.15.2.2 Property Tax Module:
 System should have facility to prepare year wise balance report. Also hyperlink should
be provided to take print of assets and no-wise detailed balance of individual asset – for
all revenue modules.
 System should have facility to generate Head wise splitting amount and component wise
DCB.
 System should have facility to allow change in VLT (?) name in case of individual house.
 System should have facility to allow change in the name in case of Apartment.
 System should have facility to generate DCB report for difference in no’s and difference
in amount for verification (Mutation Register).
 System should have facility to generate floor wise penalty details.
 System should have generate report for list of assessments related to time bar period
(Year wise and Ward wise).
 System should have facility to prepare property tax new assessment working sheet which
should be similar to re-measurement extension/enhancement provisional working
sheet. There should be a provision of “Remarks” column in the new working sheet.
 System should have facility to prepare ward wise and usage wise number of assessments
and demand reports (for Residential, Commercial and Industrial).

 Namakkal Municipality has reported that Demand cancelled effect given from 2nd half
year of this financial year, cancelled only for next financial year.
 In ML working sheet only ground floor area is printed in total area column. Floor details
to be displayed.
 System should have facility to change UGD and WS Deposit for Commercial and Industrial
Assessments while making Enhancement.
 Area wise DCB < 500, 501 – 1200, 1201 – 2400 > 2401 in Sqft. DCB along with total no of
assessment (required for Amrut).
 System should able to correct wrongly entered Tamil names while migration in property
tax and water connection records.
 System should provide Tamil name updation in ARO login and approval by AC.
 System should have facility to provide splitting of existing assets into two or more assets
numbers.
 System should able to do VLT assessment cancellation while creating new assessment of
property tax.
 System should cancel the assessment based on the 60days rule.
 System should have facility to correct or remove junk English name characters in
property tax and water connection records.
 System should provide to remove such junk character through ARO login and approval
by AC.
 System should check and correct all the receipt which are not able to raise those
assessments which are having junk character through CFC counter.
 System should able to generate Time barred arrears and current arrears report zone
wise, ward wise.
10.15.2.3 Profession Tax Module:
 System should have facility to correct name, door no., street and mobile no in
assessment correction register or data sheet.

10.15.2.4 Accounts Module:
 Lapsed deposit to be automated in the account module system.
 System should have provision for Time barred / Doubtful collection.
 CSL modification is required in account module system.
 System should have facility to prepare property tax bank wise arrear current statement.
 System should have facility to prepare water charges bank wise arrear current
statement.
 System should have facility to prepare Non-Tax bank wise arrear current statement.
 System should have facility to prepare Profession Tax bank wise arrear current
statement.
 System should have facility to prepare VST (?) bank wise arrear current statement.
 System should have facility to prepare SUC (Solid waste users’ charges) bank wise arrear
current statement.
 System should able to prepare component wise property tax in all banks and all counters.
 System should have facility to prepare Zone wise property tax and component wise
collection report (LIB Cess, Education Tax).
 System should able to prepare Zone wise non tax GST report.
10.15.2.5 Building Plan Module:
 System should have facility to prepare and print Demolition Order after the
commissioner’s approval.
 System should have facility to get applications for extension or additional construction.
 System should have facility to prepare statistical report for those building whose license
is not available.
 System should able to keep record of updated Master Plan.
 System should able to include QR code in all the certificate formats.

10.15.2.6 CFC Module:
 System should have facility to provide Group Total for tax receipts.
 System should have mechanisms to check and report functioning of collections centers,
no’s of counters opened with start report required in superintendent / AO and assistant
commissioner USER IDs.
 System should have facility to generate TFV for cheque / card collection.
 System should have facility to generate BRV for bank collection centers (advised by
Trichy Corporation).
 System should able to insert the mobile number (not available in the record) while
making payment screen or it can be easily updated by CFC operator.
 System should able to provide ward wise, street wise and Tamil fields mobile numbers
details.
10.15.2.7 Non-Tax Module:
 System should have facility to include department collection payment details in Non-Tax
DCB
 System should have facility to cancel and write off option in the application.
10.15.2.8 Trade License Module:
 System should have facility to prepare Defaulter notice for non-renewed license details.
 System should have facility to prepare D&O Trade DCB record.
10.15.2.9 Grievance Module:
 System should have facility to reassigning for Grievance Service Request.
10.15.2.10 General:
 System should have facility to give work flow of each request from start to close stage
details as a report for closed requests. It will be useful in future reference.
 System should have facility to keep major items of hand book like Assets nos., Demand,
Penalty, SUC, GST in a column format and in a same row, which will be easy to manipulate
the report for collection, review and reporting purpose.
 There is a requirement of new module for Entertainment tax and tracking of rent etc.
 For NOC Vigilance – Data entry screen with standard features and necessary reports are
required.

First Draft IT Gap Assessment 14.09.2020 1.0

Uploaded by

Copyright:

Available Formats

First Draft IT Gap Assessment 14.09.2020 1.0

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

First Draft IT Gap Assessment 14.09.2020 1.0

Uploaded by

Copyright:

Available Formats

What are the objectives of the Governance Improvement Component (GIC) project?

What are the objectives of the Governance Improvement Component (GIC) project?

What are the three main outputs of the Tamil Nadu Urban Flagship Investment Program (TNUFIP)?

What are the three main outputs of the Tamil Nadu Urban Flagship Investment Program (TNUFIP)?

GIAC – ADB Project IT Gap Assessment Report 2020

IT GAP ASSESSMENT REPORT

This investment program aims to achieve three outputs-

ECORYS Pvt. Ltd Page 1

ECORYS Pvt. Ltd Page 2

1.1 Project Overview

a) to assess the status of urban governance reforms in Tamil Nadu,

ECORYS Pvt. Ltd Page 3

ECORYS Pvt. Ltd Page 4

1.2 GIAC Objective

b) developing and successfully implementing a performance-based incentive program with

d) imparting knowledge on approaches in integrating gender and social inclusion in urban

ECORYS Pvt. Ltd Page 5

1.4 Report Structure

ECORYS Pvt. Ltd Page 6

2 GAP ANALYSIS TECHNIQUES

2.1 Objective of IT Component:

2.2 Tasks as per ToR:

ECORYS Pvt. Ltd Page 7

ECORYS Pvt. Ltd Page 8

2.3 GAP Analysis/Assessment:

Diagram to prepare and paste

2.4 Gap analysis Process:

ECORYS Pvt. Ltd Page 9

business process, depending on the agency/project's outlined target objectives. The

2.5 Gap description:

2.6 Bridging the gap:

2.7 Advantages of Gap analysis

ECORYS Pvt. Ltd Page 10

2.8 Disadvantages of Gap Analysis

ECORYS Pvt. Ltd Page 11

Diagram to prepare and paste (by RS)

I. Review & Assessment

c) Assessment of As-Is Process of modules and working, IT usage, level of

ECORYS Pvt. Ltd Page 12

d) Review any existing networking/ICT component in the ULBs and/or to be proposed

e) Review existing software, hardware, and IT infrastructure of division and sections of

f) Detailed Study of the operation of CMA's departments in relevance to IT – ICT.

g) Detailed Study of CMA’s departmental requirements of Software Modules

i) Review and assess any trainings undertaken or scheduled to be undertaken for

j) Estimation of resources required for basic awareness level IT training need

k) Identify the maintenance requirements of the implemented system, and discuss a

l) Possibility of developing or improving an IT department/cell within the ULBs and

ECORYS Pvt. Ltd Page 13

o) Detailed Study of UTIS's requirement of Software Modules functionalities,

A collective approach methodology was adopted to study IT Gap Assessment through

3.3 Methodology Adopted for Gap Study

ECORYS Pvt. Ltd Page 14

3.3.2 ULB’s Process Analysis

3.3.3.1 Focused Group Discussion:

3.3.3.2 Process Discussion:

ECORYS Pvt. Ltd Page 15

3.3.3.3 Personal Interviews:

3.3.3.4 Questionnaire & Check-list: