DISTRICT ADMINISTRATOR USER MANUAL
E-District Project, Assam
e-District Users’ Application Manual
Product
Assam State Wide Roll out e-District Project
Document Title
User Manual
Last Review on
01-07-2015
Company Information
Medhassu e Solutions (India) Private Limited is a software technology concern providing
end-to-end cost effective turnkey software solutions to its customers. Since its inception in
2002, Medhassu e Solutions (India) Private Limited has established itself as a prime player in
e-governance having rich experience in implementing right, scalable and multi-user
solutions to small, large and government organizations using open-source technologies.
Copyright Notice
This document contains proprietary information of Medhassu e Solutions (India) Pvt. Ltd.
Execution of a Non-Disclosure Agreement with Medhassu e Solutions (India) Pvt. Ltd is
necessary to use any data/information in this document. No part of this document may be
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DISTRICT ADMINISTRATOR USER MANUAL
E-District Project, Assam
reproduced, stored, copied or transmitted in any form or by any means now known or
hereinafter invented, electronic, digital, mechanical, photocopying, scanning, recording or
by any information storage or retrieval system, without the express consent of Medhassu e
Solutions (India) Pvt. Ltd.
Table of Contents
1 ASSAM E-DISTRICT OVERVIEW ........................................................................................... 4
1.1 Overview of e-governance & NeGP ............................................................................ 4
1.2 Overview of SP & SSDG ............................................................................................... 4
1.3 Functions of State Portal ............................................................................................. 4
1.4 State Service Delivery Gateway (SSDG) ...................................................................... 5
1.5 Functions of SSDG ....................................................................................................... 6
1.6 Services offered by SSDG ............................................................................................ 6
1.7 Services considered under SP & SSDG project ............................................................ 7
2 Purpose & Scope................................................................................................................. 8
3 District Admin Roles and Responsibilities: ......................................................................... 8
3.1 Create a user: .............................................................................................................. 8
3.2 Update a user: ........................................................................................................... 13
3.3 Service-Role Revocation and Transfer services ........................................................ 16
3.4 Deactivate a user:...................................................................................................... 20
3.5 Define Service workflow ........................................................................................... 21
3.6 Servicewise certificate output language configuration ............................................ 24
3.7 Update Asset Management Module: ........................................................................ 26
3.8 Reports and MIS ........................................................................................................ 28
3.8.1 MIS Report ......................................................................................................... 29
3.8.2 Summary Report ................................................................................................ 29
3.8.3 Deity Report ....................................................................................................... 29
3.8.4 Officials Report .................................................................................................. 29
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1 ASSAM E-DISTRICT OVERVIEW
1.1 Overview of e-governance & NeGP
National E-Governance Plan in India is taking initiatives to introduce E-Governance
system across the country. This is the application of information and communication
technology (ICT) for delivering government services, exchange of information,
communication, transactions and integration of various stand-alone systems and
services between Government-to-Citizens (G2C), Government-to-Business (G2B),
Government-to-Government (G2G) as well as back office processes and interactions
within the entire government frame work. Though government services will be made
available to the citizens in a convenient, efficient and transparent manner, a large-scale
digitization of records is going down to enable simple, reliable access over the
internet. The main objective of this plan is to bring public services closer to the citizens.
E-governance has the potential to get multi-dimensional changes and a fruitful effect
which will be beneficial for everybody including industry and citizens.
1.2 Overview of SP & SSDG
To fulfill the vision of providing an easy and convenient services to the citizens
through remote access primarily through Common Service Centre (CSCs)/PFCs, Assam
e-District project is created under the National e-Governance Plan (NeGP). The main
objective of developing State Portal (SP) along with Assam e-District is to provide all
citizens with outlets where they can access the services under a single interface
mechanism in the form of the Portal.
The basic components of the Facilitating Services through CSC's/PFCs i s enabling
Implementation of State Portal & e-Forms, project are as follows:
• State Portal including Applications & electronic – forms
• Training and Manpower for Assam e-District, State Portal
• Gap Infrastructure at the destination offices including gaps in connectivity
1.3 Functions of State Portal
• Information Dissemination: The portal will provide information about Government
departments, line ministries, and web links of these departments. It will provide
information about Government structure in the state, service key notifications to the
offerings and business and citizen community. Content Architecture of the Portal
shall be i n accordance with State Portal Framework (SPF).
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• Shall be accessible from a variety of channels: The portal can be accessed via a
variety of established channels, including Common Service Centers, Government
Service delivery counters, PFCs etc.
• Shall exchange information & services seamlessly across State Government
departments. This exchange should be in accordance with SPF.
• The State Portal shall also host all the electronic forms for various Government
Services accessible to citizens in the State. A citizen will be able fill the form
electronically through internet services including Common Service Centre (CSCs) outlets
and submit his/her application electronically. A citizen will be able to track the status
of his/her application request at any point of time.
1.4 State Service Delivery Gateway (SSDG)
The National e-Governance Plan (NeGP) aims to make all Government services
accessible to the common man in his locality, through common service delivery
channels and ensure effectiveness, lucidity & reliability of such services at affordable
costs to realize the basic needs of a common man. One of the goals of the
Government to meet this vision is the need to cooperate, collaborate and integrate
information systems characterized by islands of legacy systems using heterogeneous
platforms and technologies and spread across diverse geographical locations, in
varying state of automation, make this task very challenging. The State e-Governance
Service Delivery Gateway (SSDG), a core component in e-Governance infrastructure
under the NeGP, can simplify this task by acting as a standards-based messaging switch
and providing seamless interoperability and exchange of data across different
departments in the Centre, States and Local Government. Government
SSDG will:
• Act as center for all the interactions between service seekers (the citizen and
businesses) and various service providers (Government Departments) and even among
Government Departments.
• Handle large number of transactions across the entire network.
• Provide flawless interoperability and exchange of data across the departments.
• Managing and coordinating inter departmental working, tracking all transactions of
the Government etc.
• Be a messaging middleware between State Portal (acting as service access provider
(SAP) )and State Department Services (State Department acting as Service Provider (SP)
).
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1.5 Functions of SSDG
• Audit Management & Time Stamping: Results in better tracking (auditing) and
security of each transaction.
•Web enabling of Legacy Applications: With Gateway Server, legacy applications can be
Internet enabled as Gateway server can act as a web layer around them so
Government Departments need to put least effort for web enabling of their legacy
applications.
•Interoperability: The gateway as the middleware will facilitate easy inter-
departmental data exchange.
•Departmental Workflow: The Gateway will also help the Departments backend
workflow evolve gradually as the Gateway acts as a middleware de-linking the backend
from the front end. This means that even the Departments, which do not have the
complete automation or work flow at the back, can still deliver e-Service to the citizens
in a limited manner.
• Seamless availability of information
• Necessary connectors to interface with the applications developed at the State level.
1.6 Services offered by SSDG
SSDG offers the following services:
• Ensures the interoperability among the various departmental applications
• Help protect the legacy investments in software and hardware by easily integrating
them with other technology platforms and software implementation.
• De-link the back-end departments/ Service Providers (SP) from the front-end Service
Access Providers (SAP) thereby ensuring separation of concerns of service access from
the service implementation i.e. separates the Portal, CSC, Kiosks etc. from the
government services which reside in the backend departments.
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• Encouraging competition at the front-end by allowing independent service access
providers to provide services with varying levels of complexity, cost and service quality
levels.
• Reduce the cost of e-Governance Projects by rationalizing, distributing
and optimizing the services framework.
• Use of PKI infrastructure for secure transactions. Provision exists for encryption of
department payload to ensure confidentiality of the department data. SSDG provides
digital signature and certificates to all stakeholders interacting with the gateway for
identification, authentication and authorization. Transaction and audit logs help track
government data.
• Enable transaction logging and time stamping for tracking of transactions and
centralized control.
• Help the Departments backend workflow evolve .The Gateway acts gradually as
middleware de-linking the backend as a means that from the front end. This even the
Departments which do not have complete automation or work flow at the back can
still deliver e-Service to the citizens in a limited manner through the Gateway.
1.7 Services considered under SP & SSDG project
• Providing easy, anywhere and anytime access to Government Services (both
Informational & Transactional)
• Reducing number of visits of citizens to a Government office / department for
availing the services
• Reducing administrative burden and service fulfilment time & costs for the
Government, Citizens & Businesses.
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• Enhancing perception & image of the Government and its constituent Departments
• Promotion of uniform web interfaces across Government and build in synergies with
the National Portal of India (NPI) using the National Service Delivery Gateway
• Delivery of services through Common Service Centres leveraging the common (CSCs)
by infrastructure (SWAN, SDC etc.) and development of the applications and
infrastructure required for deployment of State Portal and State Service Delivery
Gateway (SSDG) for the State.
• Publishing the static data and all information of the State departments in line with
guidelines for necessary integration with NPI.
2 Purpose & Scope
Aim of e-District portal is to create an integrated IT platform for District Administration and
its subordinate offices, to use IT primarily to increase information quality, improve overall
efficiency and effectiveness in the Government processes, along with convenience in
operations.
3 District Admin Roles and Responsibilities:
Following are the roles and responsibilities of District Admin:
Create a user
Update a user
Service role revocation and transfer services
Deactivate a user
Define service workflow
Service wise certificate output language configuration
Update asset management module
Reports and MIS
3.1 Create a User:
District Admin needs to enter the correct username and password, after successful login
home page will appear.
Click on Link “User”
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Example: To create a user with Name "M Abdul Rasid", please follow the below steps:
District Admin has to search with the first name that is "M Abdul",if record does not come
District Admin has to check with the Last name example "Rasid". Sometimes result will not
come though we put last name or first name then District Admin has to use partial name
example "M" or "Abdul" or 'Rasid".If user is not present then only create a new user
Before entering details, District admin has to create userID .Example for user “M Abdul
Rasid”, User-Id will be"MABDULRASID" (firstname+lastname) ,if userID is not present then
only use this userID.If this user ID is present it means another user already uses this ID,in
this case admin has to create a new userID as "ABDULRASID"or "ABDULRASIDM"
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Click on "Add"
District Admin has to fill the fields .FYI User Type should be "Official”. If email-Id data is not
with District Admin, District Admin has to fill with "[email protected]',Display name will
be first name and last name for example display name will be for this user is M Abdul Rasid
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Set Biometric and Dongle Enabled as "NO"
Click on "Submit"
To assign service,role,office type ,office:
Search the user ->click on go under assign column
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After clicking Go,the below window appears.District Admin has to select service,role,office
type and office step by step.
Click on Submit.
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3.2 Update a user:
District Admin needs to enter the correct username and password, After successful login
home page will appear.
Go to User
To update a user, please find the below steps
Example: To update a user "Mukul Kathar"
Admin has to search with the first name that is "Mukul",if record doesn’t come Admin has
to check with the Last name example "Kathar". Sometimes result will not come though we
put last name or first name then Admin has to use partial name example "Mu"(from first
name Mukul) or "Kat"(from last name Kathar)
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To update any personal information of any user, go to “Edit”->update information->click on
Update
Above record is showing that user is already present in te application.If any user is already
present in the application, Admin has to update his profile by adding the new service.
If we want to add one more service to them
Admin has to click on "GO" under the column "Assign role"
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After clicking Go, the below window appears. Admin has to select service, role, office type
,office step by step.
Admin has to fill the fields with required data.
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Admin has to click on "Submit"
3.3 Service-Role Revocation and Transfer services
District Admin needs to enter the correct username and password, After successful login
home page will appear.
Click on “Go” under “Assign Role”
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Click on Edit
Uncheck “Publish button” and click on Update.
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If user has pending application under that service, a message will appear.
All pending applications need to be assigned to another user.
For that click on “Submit “ button
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Click on service
Select application and select a user, enter remarks and reassign that application to another
user.
Note: For this, anoter user should be present who delivers the particular service; otherwise
dropdown menu will not show any user’s list.
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3.4 Deactivate a user:
To deactivate a user-> Service-Role Revocation and Transfer all assigned services to another
user(please refer point 2.3)
District Admin needs to enter the correct username and password, After successful login
home page will appear.
Search the user->Click on Edit->
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Uncheck the “Publish button ”
Click on Update
3.5 Define Service workflow
District Admin needs to enter the correct username and password, After successful login
home page will appear. Click on Services
For some services Different districts follow different workflows. District admin has rights to
add workflow as per their District .
If any District admin wants to create any workflow of any particular services, Admin has to
follow two steps:
1. Assign Roles in respective Service and 2.Configure Workflow steps
1.To assign any role->click on Assign Role->select required roles->click on “Update”
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2. Configure Workflow Steps: To configure any workflow Admin should understand the
application process stages .Depending on access rights of officials admin can define the step
actions to official.
When to select “Forward”:
Respective departmental user can view the application details as well as the
attached supporting documents; by clicking forward action one official can forward
the any application to another official to take necessary action. Every official has this
access right.
When to select “Approve”
Only Approving authority can “Approve ” any application, If verification reports OK
then DPS approves and digitally sign the certificate.
When to select “Revert”
Only approving authority can Revert any application , If application is not complete
in all aspects DPS reverts back the application to SSDG for necessary
correction/modification.
When to Select “Reject”
Only approving authority can Reject any application. If verification reports are not
OK then DPS rejects the application with Justification and the intimation is given to
the applicant via SMS.
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Steps for Sending Back the application
There is an option to Send Back an application to the previous user in the workflow
for further information is required, by default this feature will be added to every
official.
District Admin has to select Action Button as per process flow.
Admin has to define forward as well as backward processes to in workflow.
example:For PRC ,
Forward process :Approving Authority->Dealing assistant->Circle Officer->SK->Lot Mondal
Backward process : SK-> Circle Officer ->Dealing assistant-> Approving Authority
Same way Admin has to define this in workflow steps:
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For Birth Certificate,
Forward process : Approving Authority->Dealing Assistant
Backward process : Dealing Assistant-> Approving Authority
Click on Submit
3.6 Servicewise certificate output language configuration
District Admin needs to enter the correct username and password, After successful login
home page will appear.
Click on Service
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Click on Service Certificate Language
Select required Service and click on Update
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3.7 Update Asset Management Module:
District Admin needs to enter the correct username and password, After successful login
home page will appear.
Click on Asset Link: By using filter Admin can search Asset.
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To add an Asset, click on upload file
Click on browse and select the file, after selecting the file ->click on upload button.
Note: There will be one csv file format which needs to be uploaded.
For your reference, template will be in below format
Serial Office District Model
AssetName No Type Name Office Name No
Barpeta District
desktop d12378 DC office Barpeta Office
sonitpur district
upsd u12345 DC office sonitpur Office
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3.8 Reports and MIS
District Admin needs to enter the correct username and password, After successful login
home page will appear.
Click on Reports
Short brief description of the Reports
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3.8.1 MIS Report
It generates reports based on Service Name, District, Office Type and data range.
There is also facility to filter application based on the status (In
Progress/Approved/Rejected etc.) of an application.
3.8.2 Summary Report
Its a detail report that will describe Total number of application office wise (DC
Office/Sub Division office/CO) along with Total approved/Reject based for every
service of a given district based on selected date range
3.8.3 Deity Report
It will display the total count of Received/Approved/Rejected etc. for each service of
a given district base on selected date range
3.8.4 Officials Report -- It will display the details of district , service, respective office of a
specific designation. It will also provide facility to filter officials based on Dongle/Bio-
metric devices and gender.
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