ebiz A G2B Platform for Government of India

Transcription

1 ebiz A G2B Platform for Government of India Training ebiz User Manual Completion cum Occupancy certificate, State Department, Government of Odisha Submitted to Department of Industrial Policy and Promotion (DIPP) UdyogBhavan, New Delhi Phone: Fax: By Infosys Limited 44, Electronic City, Hosur Road Bangalore

2 Contact Information Name SarojSenapathy Designation Unit Client Solution Head Address Infosys Limited, Bangalore, INDIA Phone Direct: Mobile: Confidential Information The information provided in this document including information disclosed in discussions to be conducted pursuant to this document is confidential to Infosys Limited and Department of Industrial Policy & Promotion (DIPP). This document contains information and data that Infosys considers confidential and proprietary ( Confidential Information ). Confidential Information includes, but is not limited to, the following: Corporate Information about Infosys Project experiences and Client experiences provided to illustrate Infosys capability Human resources and skills information provided in response to request for the same Details of current and future services and products, research and any and all intellectual property and rights of Infosys Any disclosure of Confidential Information to, or use of it by a third party (i.e., a party other than Department of Industrial Policy & Promotion (DIPP) will be damaging to Infosys. Notwithstanding anything contained in the RFP, ownership of all Confidential Information, in whatever media it resides, remains with Infosys and no right, title or license to such Confidential Information is being granted herein. Further, Confidential Information in this document shall not be disclosed outside the Client s vendor evaluators and decision makers and shall not be duplicated, used, or disclosed in whole or in part for any purpose other than to evaluate. Completion cum Occupancy certificate Page 2 of 33

3 Document Reference Document Reference Number INFY/eBiz/2009/GPR/eBiz_Integration_Solution/User Manual_Completion cum Occupancy certificate Date 08-May-2013 Approval Matrix Role Name Date Signature Written By Sandeep 03-Feb Reviewed By Approved by CharuPareek Version Control Version Date Description of Changes Feb-2016 Created Completion cum Occupancy certificate Page 3 of 33

4 Table of Contents 1 INTRODUCTION BACKGROUND DOCUMENT OBJECTIVE ACTOR/ ROLES AND THEIR RESPONSIBILITIES END TO END PROCESS FLOW STEPS OF BUSINESS USER PROCESS FLOW DEPARTMENT USERS RECEIVING HAND DEPARTMENT OFFICER DEPARTMENT OFFICER ABBREVIATION USED Completion cum Occupancy certificate Page 4 of 33

5 Table of Figures Figure 1 - ebiz User Portal... 8 Figure 2 - Upload and Submit form... 9 Figure 3 - Confirm invoice Figure 4 - Payment Gateway Figure 5 - Payment Gateway navigation Figure 6 - Bank page Figure 7 - Bank login page Figure 8 - Account details page Figure 9 - Choose account Figure 10 - Payment done Figure 11 - Payment receipt Figure 12 - Status Figure 13 - Status - Audit Trail Figure 14 Resubmission required status Figure 15 Details of submitted application Figure 16 Resubmit Figure 17 Browse file for re-submission Figure 18 Confirm details for re-submission Figure 19 Resubmission Figure 20 - Resubmission complete Figure 21 - Acknowledgement Figure 22 - Form submission Figure 23 - Processing and Approval Figure 24 - Department login page Figure 25 - Receiving Hand Inbox Figure 26 - Attachments Figure 27 RH options Figure 28 RH scrutiny Figure 29 - RH Acknowledges Figure 30 - Department Officer 1 inbox Figure 31 - Attachments Figure 32 - Forward the application Figure 33 - Upload attachment Figure 34 Browse attachment Figure 35 Upload attachment Figure 36 Department Officer 2 inbox Figure 37 Department Officer 2 options Figure 38 Send back to business user Figure 39 - Upload Attachment Figure 40 Upload attachment Figure 41 - Rejection Figure 42 Rejection letter upload Figure 43 - Approval Figure 44 Upload approval letter Completion cum Occupancy certificate Page 5 of 33

6 1 Introduction 1.1 Background The Government of India (GOI) has been making efforts on several fronts to improve the investment climate in the country by simplifying the procedures for grant of approvals, by reducing the delays, by reengineering the regulatory processes prescribed under various legislations etc. As a result, starting a business in India has become considerably easier over the last 2 years. It now takes 35 days to register a company in Mumbai, compared with 71 days a year ago and 89 days in January However there is scope for further improvement. Against the above background, the Department of Industrial Policy and Promotion (DIPP), Government of India has been pursuing ebiz Project, whose main purpose is to create a one-stop-shop of convenient and efficient online G2B services to the business community, by reducing the complexity in obtaining information and services related to starting businesses in India, and dealing with licenses and permits across the business life-cycle. ebiz is one of the integrated services projects and part of the 31Mission Mode Projects (MMPs) under the National E-Governance Plan (NEGP) of the Government of India. This document is intended to serve as a User Guidefor grant of Completion cum Occupancy certificate service from StateDepartment, Government of Odisha. 1.2 Document Objective Objective of this document is to provide end usertraining to the DIPP officials for using the ebiz system. It is also intended to work as a guide for user reference in future. Completion cum Occupancy certificate Page 6 of 33

7 2 Actor/ Roles and their Responsibilities Actor Responsibilities Business User Submits e-form with attachments Provides clarification sought by the department Receiving Receives the application submitted by the Business User and acknowledge Hand Scrutinize the application and provide the comments to Business User, if any Department Officer 1 Forward to next level for further action Department Approves the application Officer 2 Rejects the application Asks the applicant for resubmission by sending clarification comments Completion cum Occupancy certificate Page 7 of 33

8 3 End to End Process flow 3.1 Steps of Business User Enter credentials if already a member/ register if not a member. Figure 1 - ebiz User Portal Click on Submit forms and select appropriate data from the menu by scrolling down, browse the form and click on upload. Completion cum Occupancy certificate Page 8 of 33

9 Figure 2 - Upload and Submit form Enter fee and click on proceed. Screen will appear to confirm Invoice and to enter Name and Address. Completion cum Occupancy certificate Page 9 of 33

10 Figure 3 - Confirm invoice Select from the dropdown the payment options and choose your bank and click on pay Application is redirected. Click on OK Figure 4 - Payment Gateway Completion cum Occupancy certificate Page 10 of 33

11 Figure 5 - Payment Gateway navigation You will be directed to the chosen bank s webpage and you need to select accordingly. Figure 6 - Bank page Enter the confidential username and password for the payment to proceed Completion cum Occupancy certificate Page 11 of 33

12 Figure 7 - Bank login page Scroll down in the below page and you will be able to select the account number from where the money is to be debited Figure 8 - Account details page Completion cum Occupancy certificate Page 12 of 33

13 Figure 9 - Choose account Once you are done with the Payment and confirm, click on Return to ebiz, it gets redirect you to the ebiz webpage Figure 10 - Payment done You are landed back to the ebiz portal with the summary of transaction along with the generated ebiz Application Number which is used to track the status of the application. Completion cum Occupancy certificate Page 13 of 33

14 Figure 11 - Payment receipt User can check the status of the submitted application by selecting status in the left menu, just below the My Account. Figure Status User may view all the comments sent by department by clicking on the hyperlink View Comments'. Completion cum Occupancy certificate Page 14 of 33

15 Figure Status- Audit Trail Business user has to re-submit the application with necessary additional information/additional documents, in case Department has asked for clarification or re-submission. Figure 14 Resubmission required status Click on Resubmission Required link against the application. Completion cum Occupancy certificate Page 15 of 33

16 Figure 15 Details of submitted application Click on Resubmit link and resubmit the application with necessary required details/attachments if any, browse file and click on Next button. Figure 16 Resubmit Completion cum Occupancy certificate Page 16 of 33

17 Figure 17 Browse file for re-submission Confirm the details and click on Continue button for re-submitting the application. Figure 18 Confirm details for re-submission Application is resubmitted successfully to the department officer. Completion cum Occupancy certificate Page 17 of 33

18 Figure 19 Resubmission The application status is Resubmission Complete Figure 20 - Resubmission complete Once the Receiving Hand receives the application, acknowledges and forwards the application to the Department Officer 1 for further action, the application status is displayed as Acknowledgement to the Business User. Completion cum Occupancy certificate Page 18 of 33

19 3.2 Process Flow Figure 21 - Acknowledgement The process begins with user submitting the e-form along with payment. The Receiving hand receives the application and verifies the e-form along with attachments and gives the scrutiny comments. The user receives an acknowledgement, if the form is complete in all aspects. The Application is then routed to Department Officer 1 in parallel. Department Officer1 conducts site verification, prepares reportand then forward the application to department officer 2. Department officer 2 can take the necessary action, he can ask for clarifications, send approval, or send rejection. Occupancy cum Completion Certificate Form Submission Business User Start Submit e-form with Attachments Make Payment b Receive Acknowledgement c Resubmit After Addressing Comments ebiz Portal Forward submission to Department a Forward Acknowledgement to Applicant b Forward Scrutiny Comments Payment Gateway Process Payment Receiving Hand Scrutinize Application Form and Attachments Is Form OK? (SCR-1) No Enter Scrutiny Comment Yes Enter Acknowledgement ' Freeze of Clarification(7 days) A a Forward Scrutiny Comment Figure 22 - Form submission Completion cum Occupancy certificate Page 19 of 33

20 Completion cum Occupancy Certificate- Application Processing ebiz Portal Business User a(iii) Forward submission to Department B a(ii) Resubmit after Addressing Comments a(i) Forward Clarification a(ii) Receive Rejection Letter a(i) Forward Rejection Letter C b(ii)/ 14(ii) Receive Occupancy Certificate b(i)/14i Forward Occupancy Certificate End D Payment Gateway A BPM Department Officer 2 Department Officer Conduct Site Inspection and prepare report Forward application to next officer (SCR-2) Take Action (SCR-4) B a Ask Clarification b Send Rejection c Send Approval a Freeze of Clarification (7 days) C a Sign and Upload Rejection Letter Generate Occupancy Certificate/Rejection Letter b Sign and Upload Occupancy Certificate Generate Deemed Approval D Deemed Approval Figure 23 - Processing and Approval 3.3 Department Users Receiving Hand Receiving Hand login to Department Portal to receive the application form submitted by the Business User. Completion cum Occupancy certificate Page 20 of 33

21 Figure 24 - Department login page Inbox of Receiving Hand opens with list of unassigned applications. Select Action dropdown will allow the Receiving Hand to assign the task to himself. Figure 25 - Receiving Hand Inbox Receiving Hand can check the application by clicking on Attachments hyperlink. Completion cum Occupancy certificate Page 21 of 33

22 Figure 26 - Attachments Receiving Hand has the option to send back the application to Business User or can acknowledge the application with comments (if any) and forward the application to next level. Figure 27 RH options Receiving Hand sends back the application to Business User by selecting Scrutiny Comments option and provide the comments and click on Send button. Completion cum Occupancy certificate Page 22 of 33

23 Figure 28 RH scrutiny Business User resubmits the application after addressing the Receiving Hand comments. The Receiving Hand receives the application and if there are no issues, acknowledges the application and forwards to the next user Department Officer 1 Figure 29 - RH Acknowledges DepartmentOfficer 1, when logged in to Department Portal, is displayed with the list of applications for further action. Completion cum Occupancy certificate Page 23 of 33

24 Figure 30 - Department Officer 1 inbox Department Officer 1 is displayed with the list of attachments, when clicks on Attachments link of the application. Figure 31 - Attachments Department Officer 1 clicks on Forward Application for the application which has to be forwarded to Department Officer 2, provide the comments and click on Submit button. Completion cum Occupancy certificate Page 24 of 33

25 Figure 32 - Forward the application Department Officer 1 can attach any document, if required, while forwarding the application to the Department Officer 2 by clicking on Upload Attachment link. Figure 33 - Upload attachment Completion cum Occupancy certificate Page 25 of 33

26 Department Officer 1 browses the document where the analysis is provided regarding the application Figure 34 Browse attachment Department Officer 1 browses and uploads the necessary attachments and submits. Figure 35 Upload attachment Completion cum Occupancy certificate Page 26 of 33

27 By clicking on Send button after attaching the document, the application will be routed to Department Officer Department Officer 2 Department Officer 2, after logging in to the department portal, will be displayed with the list of applications, for which the action has to be taken. Figure 36 Department Officer 2 inbox By clicking on Take Action link against the application, Department Officer 2 will be displayed with Approval, Rejection, Ask Clarification options. Figure 37 Department Officer 2 options Completion cum Occupancy certificate Page 27 of 33

28 If Department Officer 2 needs any additional information/clarifications from Business User, the application will be sent back to Business User. Department Officer 2 selects Ask Clarification option and provides comments. Department Officer 2 can upload any document if required, else, can click on Send button. Figure 38 Send back to business user Department Officer 2 has to upload the document, if any, by clicking on Upload Attachment link of the application Figure 39 - Upload Attachment Completion cum Occupancy certificate Page 28 of 33

29 Department Officer 2 browses the document where the analysis is provided regarding the application and uploads the necessary attachments and submits. Figure 40 Upload attachment By clicking on Send button after attaching the document, the application will be routed to Business User. Business User resubmits the application as per the comments received from Department Officer 2. Department Officer 2 receives the application which is re-submitted by the applicant. Now, the Department Officer 2, can approve or reject the application, if there are no issues. If Department Officer 2 would like to reject the application, then Department Officer 2 has to select Rejection option, provide the comments if any, chose Yes in Need to Upload a Document and click on Send button. Completion cum Occupancy certificate Page 29 of 33

30 Figure 41 - Rejection Now, Department Officer 2 has to select Upload Attachment link of the application, browse the rejection letter that needs to be uploaded and submit. Figure 42 Rejection letter upload Completion cum Occupancy certificate Page 30 of 33

31 Department Officer 2 can approve the application, if there are no issues, by clicking on Approval option, provide the comments if any, click on Yes against Need to Upload a Document and click on Send button. Figure 43 - Approval Department Officer 2 has to click on Upload Attachment for the application to be approved, browse the approval letter, upload and submit the same. Figure 44 Upload approval letter Completion cum Occupancy certificate Page 31 of 33

32 4 Abbreviation Used Abbreviation DIPP NEGP MMP GOI FC BPM Full Form Department of Industrial Policy & Promotion National E-Governance Plan Mission Mode Projects Government of India Foreign Collaboration Business Process Management Completion cum Occupancy certificate Page 32 of 33

33 End of the document Completion cum Occupancy certificate Page 33 of 33