The MUKTASoft is a standardized digital solution offered on the DIGIT platform for managing MUKTA scheme-related works and activities.

Key Features

The module offers the following functionalities -

1. Manage projects

2. Manage estimates

3. Manage work orders

4. Manage measurement books

5. Manage attendance and muster rolls

6. Manage billing

7. Manage payments

8. Manage the schedule of rates

9. Manage organization

10. Manage wage seekers

11. Download artefacts such as BOQs, work orders, muster rolls, bills, project completion certificates

12. View and set up dashboards

Refer to the table below to understand the different user roles and the actions linked to each role.

Using MUKTASoft

This section guides you through the details of using the MUKTASoft application for specific roles. Click on the relevant application below to learn how to use MUKTASoft.

1. Mobile Application

2. Web Application

Pilot Roll-out Timelines

Program and Governance Set-Up Activities

Help-Desk Institution

User Training & UAT Plan

Change Management Plan

Adoption Plan

Travel Plan

Process Flow

Post-pilot implementation of MUKTA V1 in 2 ULBs (Jatni and Dhenkanal), a helpdesk will be set up by HUDD for the resolution of the queries by ULB employees and CBOs. This document has been put in place as a ready reckoner to ensure the smooth resolution of the queries without any delays.

1. An operations and maintenance help desk would be set up by HUDD and the nominated staff would be trained extensively on all the features of the MUKTA app and tackling related queries.

2. As and when the users face an issue, they would call the said O&M helpdesk for assistance. The reported issues would be categorized into functional or technical or bugs and enhancements and logged into a ticketing tool.

3. In case the help desk staff is unable to resolve the issue from their end, all functional issues would be escalated to the Master Trainers.

4. Technical issues would be escalated to the Technical Team of HUDD.

5. All bugs and enhancements would be forwarded to the eGov team.

6. The technical issues related to the infrastructure provided by HUDD will be referred to the technical team at HUDD and other technical issues with respect to the MUKTASoft app or iFIX shall be directed to the eGov technical team.

SOP For Ticket Triaging

1. A Helpdesk facility shall be provided through a dedicated phone number/Email Id.

2. Helpdesk Operators (L1) will log technical incidents/Issues/Problems with the system and perform the following activities and assign incident/ticket Id to the ticket/incident for tracking purposes and will share with the user:

3. Ticket/Call Diagnosis

4. Categorization into Problem/Incident/Change Request/Bug Fixes

5. Assign severity/Priority levels

6. Tentative timelines for further action

7. The following SLA prioritization matrix shall be referred for ticket resolution purposes for the issues that are escalated to the eGov technical team. It is also recommended that the Technical Team at HUDD and Master Trainers adhere to similar timelines in responding to issues escalated to them.

Ticketing Tool - To be set up by HUDD

1. A free version of the JIRA ticket management tool will be made available by eGov’s technical team for HUDD. This can be used by up to 10 users.

2. The following are the mandatory users of JIRA:

   • designated technical SPOC from both Pilot ULBs,

   • HUDD technical team,

   • MUKTASoft help desk staff,

   • eGov technical team, and

   • other users can be decided based on necessity.

Overview

This section of the user manual guides you through the CBO login process. CBO represents community-based organizations that are using the MUKTASoft application online to manage their MUKTA works-related activities effectively.

On this page:

• Log in

• Home page

• Change language

• View organisation profile

• Log out

Log in

Home Page

Change Language

View Organisation Profile

Log out

On this page:

• View and track attendance

Track Attendance

Track attendance service allows the CBO user to capture the daily attendance of the wage seekers at work. During the weekend, it generates a muster roll and submits it for verification and approval to the ULB employees.

On this page:

• View details

• Engage wage seekers

• Time extension

View Details

CBOs can view their work orders through the portal or the mobile app.

Engage Wage Seekers

A CBO user can engage or disengage the wage seekers for all its running works.

Time Extension

The View Work Order screen contains the option to request for time extension for completing the specific work project.

On this page:

• View and edit muster rolls

Muster Roll

Muster roll service lists all the muster rolls generated all across the Works/ Projects assigned to the logged-in CBO user. The CBO user can view the muster roll details along with its status and edit it in case the muster roll is sent back to CBO for correction by the ULB employee.

There are two types of requests raised by the CBOs. One is the request to close the project, second is to request to extend the completion period or time extension. Once these requests raised by CBOs are sent for approval, the same can be viewed and tracked from the My Requests option.

The Work Orders display all accepted work orders - accepted by the CBO in a card view with options to filter and sort.

View Work Orders

Home Page > Work Orders

Filter Work Orders

Sort work orders

View Details

It enables the user to view the complete work order details and then take action to create a measurement book (MB).

Create Measurement Book

It enables the user to create a measurement book and navigate to the measurement book create page.

On this page:

My Bills

The bills related to works assigned to a CBO are listed under My Bills.

My Requests

Register Wage Seeker

Register wage seeker service allows the CBO user to enter the wage seeker details into MUKTASoft who are working for them.

This section of the user manual guides you through the user login process and the details of using the MUKTASoft application for each role.

On this page:

Logging In

Home Page

Change Language

Click on English in the top right corner to view other language options. Select the preferred language from the list.

Change Password

Profile icon> Edit Profile > Change Password

Click on the Profile icon on the homepage.

• Two options are displayed - Edit Profile and Logout.

• Click on Edit Profile.

• This opens the Edit Profile page with the employee picture on the left and the details on the right.

Click on the Change Password option at the bottom.

Enter the current password and new password and confirm the new password.

Click on the Save button to reset the password.

Reset password

Login Page > Forgot Password

Click the Forgot Password option on the login screen to reset the password.

Enter the registered Mobile Number and City. Click on Continue.

Enter the OTP sent on the registered mobile number.

Enter the new passwords and type in the new password again to confirm.

Click on the Change Password button to reset it.

Logging out

Home > Profile > Logout

Click on the profile icon on the top right side of the screen. There are two options - Edit Profile and Logout.

Click on the Logout option. The user is logged out.

This section of the user manual guides you through the employee login process. Employees are using the MUKTASoft application online to capture the work completed measurement from the ground.

Logging in

You are logged in to the app and landed on the Home Page.

Home Page

On the home page, menus are displayed, allowing users to navigate and perform various activities.

Change Language

Users can change the application language from English to Odia or vice-versa for ease and convenience.

Logging out

The work in the finalized work list is called a project. The project option enables employees to -

Search Project

Home Page > Projects > Search Project

The search project option enables ULB employees to find specific projects using multiple filters.

Search Filters

1. Ward

2. Project Type

3. Project Name

4. Project ID

5. Created From

6. Created To

• At least one parameter is mandatory. Enter any one or more to search for a Project.

• The system fetches the estimates created between the specified period by entering the date range in created from and created to. The Created From and Created To are considered one parameter.

• Click on the Search button to view the search results.

• Click on the Reset button to renew the search using different parameters.

Search Result

1. Project ID

2. Project Name

3. Location

4. Project Cost

View Project Details

Home Page > Projects > Search Project > View Project Details

Search for the project to view details. Click on the Project ID to open and view the project page.

Create Projects

Home Page > Projects > Search Project > Create Project

• To create a project click on the Create New Project button. It takes the user to create a project form.

• Fill in all the required details and attach the relevant documents.

• Click on the Create Project. On successful creation of the project, the success page is displayed along with Project ID and options to go back to the Search Project, go back to the home page, or create an estimate for the project.

Modify Project

Home Page > Projects > Search Project > View Project > Modify Project

The project details can be modified to correct the fields that were wrongly entered at the time of creating the project. Search for the specific project and open it to view the details. Navigate to the Actions button and click on Modify Project.

The project details are in the edit mode. Make the required changes.

A Measurement Book (MB) is a document used in construction and engineering projects to record measurements, quantities, and descriptions of work performed by contractors. It serves as a detailed record of work completed, often used for billing, verification, and project monitoring purposes.

Inbox

Home Page > Measurement Books

The Measurement Book (MB) inbox, dedicated to managing MB, is also utilized for tracking and processing the workflow related to Measurement Books.

Filter Measurement Books

The inbox page displays all MBs in the workflow awaiting action from the logged-in user by default.

Sort Measurement Books

The work orders can be sorted using different parameters.

Open Measurement Book

Workflow

The Measurement Book (MB) workflow comprises three key roles: the creator, verifier, and approver. Each role is associated with specific actions that contribute to the overall processing and approval of the MB. The workflow typically involves a sequence of actions performed by these roles to ensure accurate documentation, verification, and approval of measurements within the MB.

MB Creator

The MB Creator is responsible for creating and forwarding the measurement book along with worksite photos on the work in progress uploaded.

MB Creator can -

• Save as Draft

• Submit

• Edit MB

Save as Draft

The Save as Draft feature provides users with the capability to create a Measurement Book (MB) and retain it in the creator's inbox for subsequent updates. This functionality allows users to initiate the MB creation process, save the work in progress as a draft, and revisit it later for additional edits or finalization before submission.

Submit

When a Measurement Book is created, it is submitted to the next user in the workflow for verification. Upon selecting the 'submit' action, the system provides the user with the option to either choose a specific user as the verifier or submit it without selecting a verifier.

Edit

If a Measurement Book is sent back to the creator for correction, the MB is placed into the creator's inbox, allowing them to make edits and subsequently re-submit it for verification.

MB Verifier

The MB Verifier is responsible for verifying the measurement book.

MB Verifier can -

• Verify and forward MB

• Send MB back to the originator for correction

Verify and Forward

The 'Verify and Forward' action enables the verifier to forward MB to the approver after completing the verification process and adding the comments if required.

Send Back

The 'Send Back' action provides the verifier with the capability to send the MB back to the creator for necessary corrections.

MB Approver

The Approver verifies the measurement book and ensures the provided measurements are satisfactory and complete according to the work completed.

The Approver can:

• Approve the MB

• Send the MB back to the verifier

• Send the MB back to the originator

• Reject the MB

Approve

The Approve action bestows upon the approver the authority to approve the Measurement Book (MB). Upon approval, the MB attains an immutable status, meaning that it becomes unalterable or resistant to further changes. This step typically signifies the finalization and confirmation of the recorded measurements and associated details within the MB.

Send Back

The Send Back action permits the approver to send the MB back to the previous user in the workflow for necessary corrections, MB is placed into the verifier's inbox, allowing them to take necessary action.

Send Back To Originator

The Send Back To Originator action enables the approver to return the MB to the creator for necessary corrections. The request is placed into the creator's inbox, allowing them to make edits and subsequently re-submit it for verification.

Reject

The Reject action empowers the approver to decline the MB. Once rejected, no further action can be taken on the MB, necessitating the creation of a new MB.

Objective

The purpose of this document is to outline the User Acceptance Testing (UAT) process for the MUKTASoft application developed on the DIGIT-Works platform for the implementation of the MUKTA scheme notified by the Government of Odisha. This will enable the ULB and CBO users to validate that the MUKTASoft application meets the agreed-upon acceptance criteria for various functionalities. It will ensure that the system satisfies the needs of the business as specified in the ( / ) and provides confidence in its use. It will also help to identify defects with associated risks and suggest enhancements(change requests), communicate all known defects/enhancements to the project team, and ensure that all issues are addressed in an appropriate manner prior to go-live.

Methodology

During the testing process, a pre-approved list of test cases/scripts will be executed to verify the behavior and performance of various functionalities. The observations from the testing will be noted and classified as defects, enhancements, or clarifications. Some of the enhancements may be doable using configuration changes while others( Change Requests/ Enhancements) may have to go through a change management process.

To be updated.

The Measurement Book feature offers the following options to users:

1. Inbox

2. Create Measurement Book

3. Search Measurement Book

4. View Measurement Book

5. Workflows

   1. Creator

   2. Verifier

   3. Approver

6. Measurement Book PDF

Inbox

The Measurement Book (MB) inbox, dedicated to managing MB, is also utilized for tracking and processing the workflow related to Measurement Books.

Home Page > Measurement Books

To access the measurement book inbox, follow these steps:

Step 1: Navigate to the home page.

Step 2: Look for and click on the Measurement Books option. This redirects you to the measurement books inbox, where you can manage and view the measurement books.

Step 3: Select and apply the filters and search parameters as applicable.

• The feature menus are displayed on the top left side.

• The bottom panel displays the filters on the left.

  1. Assigned to Me - The panel on the right side displays the estimates assigned to the logged-in user.

  2. Assigned to All - This option is selected by default and displays all the estimates along with the assignee names.

  3. Ward- This filters and displays the applications based on the selected ward on the right side window.

  4. Workflow State - This option is displayed only when the application type filter is selected. It filters and displays the applications based on the selected application status on the right side window.

• The search parameters are displayed on the top right. Search the measurement book by Measurement Book Number, Project ID, and Project Type.

Step 4: The window on the bottom right lists the measurement books based on the default settings, applied filters and search parameters.

Create Measurement Book

The system enables users to capture measurements of completed work items, whether they are part of the Schedule of Rates (SOR) or Non-SOR items. This recorded information is crucial and becomes the foundation for payment processes involving wage seekers, suppliers, and supervisors (CBOs).

Home Page > Measurement Books > Create MB

Step 1: Follow the navigation link given above. This will open the Search Work Order screen to search for a Work Order to create a Measurement Book.

Step 2: Enter at least one of the search parameters to search for a work order.

Step 3: Click on the relevant Work Order number to open the work order and view the details. Click on the Action button and select the option Create MB.

Step 4: Scroll down the details in the Create MB screen (screenshots below).

Step 5: Enter the Current MB Entry detail as applicable. Click on the + icon to increment the value as required.

Step 6: Enter the Number, Length, Width, Depth/Height details as applicable. Click on the Clear button to reset and enter fresh details. Click on the Done button to proceed with the existing details.

Step 7: Click on the View Utilisation Statement button to fetch the details.

Step 8: Click on the Choose File button to upload worksite photos. Ensure only .jpg, .png, and .jpeg files are allowed and the file size should not exceed 5MB.

Step 9: Click on the Take Action button and select Submit option to save and submit the details. Click on the Save As Draft to save the inputs and submit the Measurement Book details later.

Validations

Measurement books cannot be created if the estimate's revision status is in the workflow for a given project.

Search Measurement Book

The Search MB functionality allows users to search for a specific Measurement Book (MB) created for a particular period. Upon locating the relevant MB, users can open it to view comprehensive details and take the necessary actions based on the information contained within the record.

Step 1: Enter the applicable search parameter (at least one) and click on the Search button to fetch a specific measurement book. Click on the Clear Search button to clear the existing search parameters and initiate a fresh search.

Step 2: Click on the specified MB Number hyperlink to view the measurement book details.

View Measurement Book

The View MB feature empowers users to access and review the details as well as the workflow status of a Measurement Book (MB).

Step 1: Search for the required Measurement Book and click on the MB Number hyperlink to view the details.

Step 2: The measurement book details are available on the screen. Click on the MB History button to fetch the past transaction details for the MB. Click on the Hide MB History button to hide these details.

Workflows

The Measurement Book (MB) workflow involves three key roles: the Creator, Verifier, and Approver. Each role is mapped to specific actions that contribute to the overall processing and approval of the MB. The workflow typically involves a sequence of actions performed by these roles to ensure accurate documentation, verification, and approval of measurements within the MB.

Creator

Save as Draft

The Save as Draft feature provides users with the capability to create a Measurement Book (MB) and retain it in the creator's inbox for subsequent updates. This functionality allows users to initiate the MB creation process, save the work in progress as a draft, and revisit it later for additional edits or finalization before submission.

Submit

When a Measurement Book is created, it is submitted to the next user in the workflow for verification. Upon selecting the Submit action, the system provides the user with the option to either choose a specific user as the verifier or submit it without selecting a verifier.

Edit

If the Measurement Book is sent back to the Creator for correction, it is placed into the creator's inbox, allowing them to make edits and subsequently re-submit it for verification.

Verifier

Verify and Forward

The Verify and Forward action enables the verifier to forward MB to the approver after completing the verification process and adding the comments if required.

Send Back

The Send Back action provides the verifier with the capability to send the MB back to the creator for necessary corrections.

Approver

Approve

The Approve action bestows upon the approver the authority to approve the Measurement Book (MB). Upon approval, the MB attains an immutable status, meaning that it becomes unalterable or resistant to further changes. This step typically signifies the finalization and confirmation of the recorded measurements and associated details within the MB.

Reject

The 'Reject' action empowers the approver to decline the MB. Once rejected, no further action can be taken on the MB, necessitating the creation of a new MB.

Send Back

The 'Send Back' action permits the approver to send the MB back to the previous user in the workflow for necessary corrections, MB is placed into the verifier's inbox, allowing them to take necessary action.

Send Back To Originator

The 'Send Back To Originator' action enables the approver to return the MB to the creator for necessary corrections. The request is placed into the creator's inbox, allowing them to make edits and subsequently re-submit it for verification.

Validations

The amounts in the Muster Roll and Purchase Bill are validated against the corresponding utilization amount in the Measurement Book (MB).

Muster Roll

The approval of the muster roll is restricted if a Measurement Book (MB) for the same period is either missing or pending approval. Additionally, if the labour utilization amount does not match the muster roll wage amount, the approver of the muster roll is presented with an alert message.

Purchase Bill

The creation of the purchase bill is restricted if no Measurement Book (MB) has been created and approved. Furthermore, if the material/machinery utilization amount does not match the muster roll wage amount, the creator is alerted with an alert message.

Measurement Book PDF

The system facilitates the download of an abstract measurement in PDF format from the view details page through the available download option.

The Muster Roll feature offers the following options to users:

1. Inbox

2. Search Muster Roll

3. View Muster Roll

4. Create Muster Roll

5. Workflows

   1. Approver

Inbox

Home Page > Muster Rolls

From the Home Page on click of the Muster Roll, the Inbox Page is displayed.

1. On the left side on the top feature menus are displayed.

2. On the left side, the bottom Filters Panel displays the filters.

   1. Assigned to Me - The only muster rolls assigned to the logged-in user are displayed on the right side window.

   2. Assigned to All - It is default selected and hence the muster rolls assigned to anyone are displayed on the right side window.

   3. Ward- It filters the application based on the ward selected and then displays the result on the right side window.

   4. Workflow States - It appears only when the application type filter is selected and filters the application based on the application status selected and then displays the result on the right side window.

3. On the right side of the top, search parameters are displayed, which allow you to search the muster roll by Muster Roll ID, Project Name, and Organization Name.

4. On the right side on the bottom, a window is provided to list the muster rolls based on default setting and applied filters and search parameters.

Search Muster Roll

Home Page > Work Orders> Inbox > Search Muster Roll

The search Muster Roll enables ULB employees to search for a specific Muster Roll using different search parameters, as given below.

Search Criteria

1. Ward

2. Project Type

3. Project Name

4. Muster Roll ID

5. Status

6. Created From Date

7. Created To Date

Search Result

1. Muster Roll ID

2. Project Name

3. Location

4. Name of CBO

5. Status

View Muster Roll

Home Page > Muster Roll > Inbox > Search Muster Roll> Search Results

The Muster Roll is searched using the Search Muster Roll and then click on the Muster Roll ID of the Muster Roll from the search result for which details are displayed.

1. Click on the Muster Roll ID to view the Muster Roll details.

2. Complete Muster Roll details are displayed along with attached documents and the option to download the Muster Roll in PDF.

Create Muster Roll

The creation of muster rolls is done by CBOs only. The muster roll is forwarded to ULB employees for verification on creation.

Workflows

Approver

The Approver verifies the Muster Roll and if the documents and information provided in the Muster Roll are found satisfactory, complete, and as per the guideline, the Muster Roll is approved.

Approver can -

• Approve the Muster Roll

• Send the work order back to CBO

Approve

1. The Muster Roll “Pending for Approval” is available in the Inbox. Otherwise, search for the Muster Roll using the search Muster Roll.

2. Click on the Muster Roll ID to open the Muster Roll and view the details.

3. Select the Approve from the Take Action.

4. In case MB for the same muster roll period is not yet approved, a validation message is displayed and the user is allowed to approve the muster roll.

1. In case MB is approved but the labour utilization amount is less than the total muster roll amount, an alert message is displayed and upon confirmation, the user is allowed to approve the message.

1. In case MB is approved and the labour utilization amount is more or equal to the total muster roll amount, a pop-up window is opened and the user is allowed to approve the muster roll.

1. Provide any additional information in the Comments section.

2. Click on the Approve Files button to upload any supporting documents.

3. Click on the Approve button. The Muster Roll is approved.

Send back to CBO

To send the Muster Roll back to the CBO

1. The Muster Roll pending approval is available in the Inbox. Otherwise, search for the Muster Roll using the search Muster Roll.

2. Click on the Muster Roll number to open the Muster Roll and view the details.

3. Select the Send Back from the Take Action. A pop-up window is opened.

1. State the reasons for sending the Muster Roll back to the CBO in the comments section.

2. Click on the Choose Files button to upload any supporting documents.

3. Click on the Send Back button. The Muster Roll is placed to CBO and the Muster Roll is enabled for editing.

The Time Extension feature offers the following options to users:

1. Inbox

2. Search time extension requests

3. View time extension requests

4. Create time extension requests

5. Workflows

   1. Creator

   2. Verifier

   3. Approver

Inbox

The same inbox used for managing work orders is also utilized to track and process time extension requests.

Home Page > Work Orders

From the Home Page on click of the Work Orders, the Inbox Page is displayed.

1. On the left side on the top feature menus are displayed.

2. On the left side, the bottom Filters Panel is displayed with the filters.

   1. Assigned to Me - The only work orders assigned to the logged-in user are displayed on the right side window.

   2. Assigned to All - It is default selected and hence the work orders assigned to anyone are displayed on the right side window.

   3. Ward- It filters the application based on the ward selected and then displays the result on the right side window.

   4. Workflow States - It appears only when the application type filter is selected and filters the application based on the application status selected and then displays the result on the right side window.

3. On the right side of the top, search parameters are displayed, which allow you to search the work order by Work Order Number, Project ID, and Project Type.

4. On the right side on the bottom, a window is provided to list the work orders based on default settings and applied filters and search parameters.

Search Time Extension Request

The search screen for work orders is also utilized to search for time extension requests.

Home Page > Work Orders> Inbox > Search Work Order

The search work order enables ULB employees to search for a specific work order using different search parameters.

Search Criteria

1. Ward

2. Project Type

3. Project Name

4. Work Order Number/ Time Extension Number

5. Status

6. Created From Date

7. Created To Date

1. At Least one parameter is mandatory. Enter anyone for more to search for a work order.

2. The system fetches the work order created between the specified period by entering the date range in created from and created to. From Date and To Date considered as one parameter.

3. Click on the Search button to view the search results.

4. Click on the Reset button to renew the search using different parameters.

Search Result

1. Work Order Number/ Time Extension Number

2. Project Name

3. Name of CBO

4. Role of CBO

5. Location

6. Status

7. Amount

View Time Extension Request

To view the details of a time extension request, users can search for the request using the work order search screen and then open it by clicking on the corresponding time extension request ID.

Time Extension Header

Time Extension Details

Time Extension Workflow

Create Time Extension Request

To initiate a time extension request, users can search for the original work order, view its details, and then, from the actions menu, select 'Create Time Extension.' This action opens the time extension page for users to fill in and submit the request.

Work Order Details

Create TE Header

Create TE Details

Workflows

Creator

Submit

When a time extension request is created, it is submitted to the next user in the workflow for verification. Upon selecting the 'submit' action, the system provides the user with the option to either choose a specific user as the verifier or submit the request without selecting a verifier.

Edit

If a time extension request is sent back to the CBO for correction, the request is placed into the creator's inbox, allowing them to make edits. Simultaneously, the CBO has the ability to edit the request and subsequently re-submit it for verification.

Verifier

Verify and Forward

The 'Verify and Forward' action enables the verifier to forward the time extension request to the approver after completing the verification process and adding the comments if required.

Send Back To CBO

The 'Send Back To CBO' action provides the verifier with the capability to send the time extension request back to the CBO for necessary corrections. CBO has the ability to edit the request and subsequently re-submit it for verification.

Approver

Approve

The 'Approve' action grants the approver the authority to approve the time extension request. Upon approval, the changes in the project completion period become effective.

Reject

The 'Reject' action empowers the approver to decline the time extension request. Once rejected, no further action can be taken on the request, necessitating the creation of a new request if a time extension is indeed required.

Send Back

The 'Send Back To CBO' action permits the approver to send the time extension request back to the previous user in the workflow, typically the CBO, for necessary corrections, the request is placed into the creator's inbox, allowing them to make edits. Simultaneously, the CBO can edit the request and subsequently re-submit it for verification.

Send Back To CBO

The 'Send Back To CBO' action enables the approver to return the time extension request to the CBO for necessary corrections. The request is placed into the creator's inbox, allowing them to make edits. Simultaneously, the CBO has the ability to edit the request and subsequently re-submit it for verification.

This feature enables users to revise the rate of Works SORs upon updating either rate analysis or the rates of basic SORs. The rate revision is treated as a job and scheduled with a future effect

Revise Rate

1. Click the Revise Rate action button on the View Rate Analysis page to revise the rate.

1. Additionally from the Home Page, select the menu Revision of Rates.

1. The Search SOR page displays the works SORs listing. Select the applicable SOR to revise the rate.

1. Schedule the rate vision for selected or for all the SORs without selecting SORs.

2. A JOB will get scheduled and the same can be seen from “Show JOB”.

View Scheduled Jobs

This feature enables the user to see all the jobs scheduled for revising the rate with the details given below.

1. JOB ID - It is a system-generated ID to identify the job uniquely

2. Scheduled on date - It is the date on which the job is scheduled

3. Effective from - It is the effective date of rates from which new rates will become effective and the existing rates will get closed on the previous day of this date

4. Number of SORs scheduled - It is the number of SORs scheduled to revise the rate

5. Successful - It is the count of SORs for which the rate is revised successfully

6. Failed - It is the count of SORs for which rate revision failed

7. Status - Status of job

The billing feature offers the following options to users:

1. Inbox

2. Search bills

3. View bills

4. Create bills

5. Workflows

   1. Creator

   2. Verifier

   3. Approver

Inbox

Home Page > Bills

From the Home Page on click of the Bills, the Inbox Page is displayed.

1. On the left side on the top feature menus are displayed.

2. On the bottom left side, the Filters Panel is displayed with the below filters.

   • Assigned to Me - The only bills assigned to the logged-in user are displayed on the right side window.

   • Assigned to All - It is default selected and hence the bills assigned to anyone are displayed on the right side window.

   • Ward- It filters the application based on the ward selected and then displays the result on the right side window.

   • Workflow States - It appears only when the application type filter is selected and filters the application based on the application status selected and then displays the result on the right side window.

3. On the right side of the top, search parameters are displayed, which allow you to search the bill by Bill Number, Project ID, and Bill Type.

4. On the bottom right side, a window is provided to list the bills based on default settings and applied filters and search parameters.

Search Bill

Home Page > Bills > Inbox > Search Bill

The search Bill enables ULB employees to search for a specific Bill using different search parameters.

Search Criteria

1. Ward

2. Bill Type

3. Project Name

4. Bill Number

5. Status

6. Created From Date

7. Created To Date

Search Result

1. Bill Number

2. Project Name

3. Location

4. CBO Name

5. Bill Type

6. Status

7. Bill Amount

View Bills

Home Page > Bills > Inbox > Search Bill > Search Results

1. Click on the Bill Number to view the Bill details.

2. Complete bill details are displayed along with attached documents and the option to download the bill in PDF.

Wage Bill Details

Purchase Bill Details

Supervision Bill Details

Create Bills

Home Page > Bills > Inbox > Create Bill

To create a bill for a project, the work order for the project is searched using the search work order and opened to view the details. Then from the view work order page, the action Create Purchase Bill is clicked. Other bills, wages and supervision are created automatically.

1. A work order is searched using the Search Work Order and the search result is displayed.

2. Click on the Work Order Number to view the work order details.

3. Click on the Create Purchase Bill from the action.

1. Create Purchase Bill page is opened.

1. Fill in all the relevant details properly and then forward the application.

1. On successful completion, the success page is displayed along with the bill number.

Workflows

Creator

The Bill Creator (BC) is responsible for creating and forwarding the Purchase Bill along with the relevant documents uploaded.

BC can -

• Create and forward purchase bill

• Edit purchase bill

Create and Forward

The Bill creator (BC) has the right to create a bill for a project and then forward it to the verifier. On creation, the BC gets the forward dialogue box from which the user optionally selects the verifier’s name as the assignee name, adds the comments if any, and then forwards the bill.

On forward, the bill is forwarded to the verifier and the success page is displayed with the success message and bill number.

Edit

The bill creator (BC) has the right to edit the bill in case the bill is sent back for any correction.

1. The bill pending correction is available in the Inbox. Else, search for the bill using the search bill.

2. Click on the bill number to open the bill and view the details.

3. Select the Edit from the Take Action. Bill is opened into editable mode.

Verifier

The Bill Verifier (BV) is responsible for verifying the bill and supporting documents uploaded.

BV can

• Verify and forward Bill

• Send Bill back to BC

Verify and forward

The BV verifies and forwards the Bill if the documents and information provided in the Bill is found satisfactory and complete. To verify and forward the Bill

1. The bill pending verification is available in the Inbox. Else, search for the bill using the search bill.

2. Click on the bill number to open the bill and view the details.

3. Select the Verify and Forward from the Take Action. A pop-up window is opened.

4. Select the approver’s name as Assignee Name.

5. Provide any additional information for the assignee in the comments section.

6. Click on the Choose Files button to upload any supporting documents.

7. Click on the Verify and Forward button. The bill is forwarded to the approver.

Send back

BV can send the Bill back to the BC for any corrections or if any vital document has not been uploaded. To send the Bill back to the BC.

1. The bill pending verification is available in the Inbox. Else, search for the bill using the search bill.

2. Click on the bill number to open the bill and view the details.

3. Select the Send Back from the Take Action. A pop-up window is opened.

4. State the reasons for sending the bill to BC in the comments section.

5. Click on the Choose Files button to upload any supporting documents.

6. Click on the Send Back button. The bill is placed into BC’s inbox and the bill is enabled for editing.

Approver

The Approver verifies the bill and if the documents and information provided in the bill are found satisfactory, complete, and as per the guideline, the bill is approved.

Approver can -

• Approve the bill

• Send the bill back to BV

• Send the bill back to BC

Approve

1. The bill Pending Approval is available in the Inbox. Else, search for the bill using the search bill.

2. Click on the bill number to open the bill and view the details.

3. Select the Approve from the Take Action. A pop-up window is opened.

4. Provide any additional information in the Comments section.

5. Click on the Approve Files button to upload any supporting documents.

6. Click on the Approve button. The bill is approved.

Send Back

To send the bill back to the BV

1. The bill pending for approval is available in the Inbox. Else, search for the bill using the search bill.

2. Click on the bill number to open the bill and view the details.

3. Select the Send Back from the Take Action. A pop-up window is opened.

4. State the reasons for sending the bill back to the BV in the comments section.

5. Click on the Choose Files button to upload any supporting documents.

6. Click on the Send Back button. The bill is placed into BV’s inbox.

Send back to the originator

To send the bill back to the BC

1. The bill pending approval is available in the Inbox. Else, search for the bill using the search bill.

2. Click on the bill number to open the bill and view the details.

3. Select the Send Back from the Take Action. A pop-up window is opened.

4. State the reasons for sending the bill back to the BC in the comments section.

5. Click on the Choose Files button to upload any supporting documents.

6. Click on the Send Back button. The bill is placed into BC’s inbox and the bill is enabled for editing.

The estimate feature offers the below options to users:

1. Inbox

2. Search estimates

3. View estimates

4. View analysis statements

5. Create estimates

6. Create workflows

   1. Estimate creator

   2. Technical sanctioner

   3. Approver

Inbox

Home Page > Estimates

Click on the Estimate Inbox on the home page.

• The feature menus are displayed on the top left side.

• The bottom panel on the left side displays the following filters:

  1. Assigned to Me - The only estimates assigned to the logged-in user are displayed on the right window.

  2. Assigned to All - This is selected by default; hence, all estimates, irrespective of who is assigned, are displayed on the right window.

  3. Ward- It filters and displays the applications based on the selected ward.

  4. Workflow States - It appears only when the application type filter is selected. It filters the applications based on the selected status and displays the results on the right window.

• The top right side displays the search parameters. This enables users to search for estimates by Estimate Number, Project ID, and Project Type.

• The bottom right side provides a window to list the estimates based on the default settings, applied filters and search parameters.

Search Estimate

Home Page > Estimates> Search Estimate

The search estimate enables ULB employees to find specific estimates using multiple filters.

Search Criteria

1. Ward

2. Project Type

3. Project Name

4. Estimate Number/ Revised Estimate Number

5. Status

6. From Date

7. To Date

• At least one parameter is mandatory. Enter any one filter or more to search for an estimate.

• The system fetches the estimates created between the specified periods by entering the date ranges created from and created to. The From Date and To Date fields are considered one parameter.

• Click on the Search button to view the search results.

• Click on the Reset button to renew the search using different parameters.

Search Result

1. Estimate Number/ Revised Estimate Number

2. Project Name

3. Location

4. Prepared by

5. Status

6. Estimated Amount (₹)

View Estimate

Home Page > Estimates> Inbox > Search Estimate > Search Results

Click on the applicable Estimate Number from the search results to view the estimate details.

View Analysis Statements

On the view estimate details page, click on View Analysis Statements.

• The screen displays the breakup of SORs total into labour, material, machinery and labour cess.

• It also displays the SOR-wise analysis of labour, material, and machinery.

• Additionally, it displays the consolidation of analysis into labour, material and machinery.

• The option to download the analysis statement in PDF is provided.

Create Estimate

Home Page > Estimates > Inbox > Create Estimate

To create an estimate for a project, search for the project using the search project feature. Open the project to view the details. Navigate to the Actions button on the bottom right corner and click on the Create Estimate option.

• Search for the project using the Search Project option.

• Click on the applicable Project ID from the search results list to view the project details.

• The complete project detail is displayed along with the attached documents and the Actions menu.

• Click on the Create Estimate option. This opens the Create Estimate page.

• The basic project details are displayed at the top of the page.

• The project details tab displays the full project details.

• Estimate details are captured under 3 sections: SOR, Non-SOR and Other Charges.

• SORs can be added in bulk by adding an estimate template. To add an estimate template, search it using the template name or code and then click on the add button to add it to the estimate.

• SORs can also be added by searching them one by one and then adding them to the estimate.

• A SOR not having an effective rate in the system is not allowed to be added.

• Once a SOR is added to the estimate, its measurement is captured into the measurement sheet. To open the measurement sheet click on the plus icon beside the estimated quantity.

• The measurement captured calculates the quantity and the same is displayed as the estimated quantity.

• The non-SOR section allows the user to capture the non-schedule items into the estimate.

• Enter the Item Description, Unit, and Rate and capture the measurement as shown for SOR to calculate the estimated quantity.

• Click on the Add Non-SOR icon to append add items.

• Other charges section is provided to capture the GST and Supervision Charges.

• The total of SOR/ Non-SOR and other charges are displayed as Total Estimate Amount.

• Upload the documents in the Relevant Documents section which are required to verify and approve the estimate.

• Click on Save as Draft to save the estimate for further modification and see the analysis statements.

• Click on Submit to send the estimate for verification.

Create Workflows

Estimate Creator

The Estimate Creator (EC) is responsible for creating and forwarding the estimation along with relevant documents uploaded.

EV can

• Save the estimate as a draft.

• Forward estimate

• Edit estimate

Save as Draft

The "Save as Draft" feature provides users with the capability to create an estimate and retain it in the creator's inbox for subsequent updates. This functionality allows users to initiate the estimate creation process, save the work in progress as a draft, and revisit it later for additional edits or finalization before submission.

Submit

The estimate creator (EC) has the right to create an estimate for a project and then forward it to the verifier. On creation, the EC gets the forward dialogue box from which the user optionally selects the verifier’s name as the assignee name, adds the comments if any, and then forwards the estimate.

On Forward, the estimate is forwarded to the verifier and the success page is displayed with the success message and estimate number.

Edit

The estimate creator (EC) has the right to edit the estimate in case the estimate is sent back for any correction.

1. The estimate pending correction is available in the Inbox. Otherwise, search for the estimate using the search estimate.

2. Click on the estimate number to open the estimate and view the details.

3. Select the Edit from the Take Action. The estimate is opened into editable mode.

4. After editing, the submitted estimate is again sent to the verifier for verification.

Verifier

The Estimate Verifier (EV) is responsible for verifying the estimation and supporting documents uploaded.

EV can

• Verify and forward estimate

• Send estimate back to EC

Verify and forward

The EV verifies and forwards the application if the documents and estimation provided in the estimate are found satisfactory and complete.

To verify and forward the estimate

1. The estimate pending verification is available in the Inbox. Otherwise, search for the estimate using the search estimate.

2. Click on the estimate number to open the estimate and view the details.

3. Select the Verify and Forward from the Take Action. A pop-up window is opened.

1. Select the estimate’s technical sanctioner’s name as Assignee Name.

2. Provide any additional information for the assignee in the comments section.

3. Click on the Choose Files button to upload any supporting documents.

4. Click on the Verify and Forward button. The application is forwarded to the technical sanctioner.

Send back

EV can send the estimate back to the EC for any corrections or if any vital document has not been uploaded.

To send the estimate back to the CE

1. The estimate pending verification is available in the Inbox. Otherwise, search for the estimate using the search estimate.

2. Click on the estimate number to open the estimate and view the details.

3. Select the Send Back from the Take Action. A pop-up window is opened.

1. State the reasons for sending the estimate back to the CE in the comments section.

2. Click on the Choose Files button to upload any supporting documents.

3. Click on the Send Back button. The estimate is placed into CE’s inbox and enabled for editing.

Technical Sanctioner

The Technical Sanctioner (TS) is responsible for technically sanctioning the estimate.

TS can

• Technical sanction estimate

• Send the estimate back to EV

• Send the estimate back to EC

• Reject the estimate

Technical Sanction

The TS technically approves the estimate if the estimate is found technically correct.

To technically sanction the estimate

1. The estimate pending verification is available in the Inbox. Otherwise, search for the estimate using the search estimate option.

2. Click on the estimate number to open the estimate and view the details.

3. Select the Send Back from the Take Action. A pop-up window is opened.

1. Select the estimate’s approver’s name as Assignee Name.

2. Provide any additional information for the assignee in the comments section.

3. Click on the Choose Files button to upload any supporting documents.

4. Click on the Technically Sanction button. The application is forwarded to the estimate approver.

Send Back

TS can send the estimate back to the EV for any clarification which is needed by TS to proceed further.

To send the estimate back to the EV

1. The estimate pending for technical sanction is available in the Inbox. Otherwise, search for the estimate using the search estimate.

2. Click on the estimate number to open the estimate and view the details.

3. Select the Send Back from the Take Action. A pop-up window is opened.

1. State the reasons for sending the estimate back to the EV in the comments section.

2. Click on the Choose Files button to upload any supporting documents.

3. Click on the Send Back button. The estimate is placed into EV’s inbox.

Send back to the originator

TS can send the estimate back to the EC for any corrections or if any vital document has not been uploaded.

To send the estimate back to the CE

1. The estimate pending for technical sanction is available in the Inbox. Otherwise, search for the estimate using the search estimate.

2. Click on the estimate number to open the estimate and view the details.

3. Select the Send Back from the Take Action. A pop-up window is opened.

1. State the reasons for sending the estimate back to the CE in the comments section.

2. Click on the Choose Files button to upload any supporting documents.

3. Click on the Send Back button. The estimate is placed into CE’s inbox and the estimate is enabled for editing.

Reject

The TS can reject the estimate if the documents and information furnished by the EC do not meet the prescribed guidelines.

To reject the estimate

1. The estimate Pending for Technical Sanction is available on the Inbox. Otherwise, search for the estimate using the search estimate.

2. Click on the estimate number to open the estimate and view the details.

3. Select the Reject from the Take Action. A pop-up window is opened.

1. State the reasons for rejecting the estimate in the Comments section.

2. Click on the Choose Files button to upload any supporting documents.

3. Click on the Reject button. The estimate is rejected, and a notification is sent to the EC informing the same.

Approver

The Approver verifies the estimate and if the documents and estimation provided in the application are found satisfactory and complete and the estimation amount is as per the guideline, the estimate is approved.

Approver can

• Approve the estimate

• Send the estimate back to TS

• Send the estimate back to EC

• Reject the estimate

Approve

1. The estimate Pending Approval is available in the Inbox. Otherwise, search for the estimate using the search estimate.

2. Click on the estimate number to open the estimate and view the details.

3. Select the Approve from the Take Action. A pop-up window is opened.

1. Provide any additional information for the applicant in the Comments section.

2. Click on the Approve Files button to upload any supporting documents.

3. Click on the Approve button. The estimate is approved.

Send Back

To send the estimate back to the TS

1. The estimate pending approval is available in the Inbox. Otherwise, search for the estimate using the search estimate.

2. Click on the estimate number to open the estimate and view the details.

3. Select the Send Back from the Take Action. This opens a pop-up window.

1. State the reasons for sending the estimate back to the TS in the comments section.

2. Click on the Choose Files button to upload any supporting documents.

3. Click on the Send Back button. The estimate is placed into TS’s inbox.

Send back to originator

To send the estimate back to the CE

1. The estimate pending for technical sanction is available in the Inbox. Otherwise, search for the estimate using the search estimate.

2. Click on the estimate number to open the estimate and view the details.

3. Select the Send Back from the Take Action. A pop-up window is opened.

1. State the reasons for sending the estimate back to the CE in the comments section.

2. Click on the Choose Files button to upload any supporting documents.

3. Click on the Send Back button. The estimate is placed into CE’s inbox and the estimate is enabled for editing.

Reject

The Approver can reject the estimate if the documents and information furnished by the EC do not meet the prescribed guidelines.

To reject the application

1. The estimate Pending Approval is available in the Inbox. Otherwise, search for the estimate using the search estimate.

2. Click on the estimate number to open the estimate and view the details.

3. Select the Edit from the Take Action. A pop-up window is opened.