eBiz – A G2B Platform for Government of...

eBiz – A G2B Platform for Government of India Training – eBiz User Manual Permission for Site and Building, State Department, Government of Odisha

Submitted to

Department of Industrial Policy and Promotion (DIPP) UdyogBhavan, New Delhi - 110011

Phone: 011-23061222 Fax: 011-23062626

By

Infosys Limited 44, Electronic City, Hosur Road

Bangalore – 560100

Permission for Site and Building Page 2 of 46

Confidential to DIPP and Infosys

Contact Information Name Saroj Senapathy

Designation Unit Client Solution Head

Address Infosys Limited,

Bangalore, INDIA

Phone Direct: +91 80 39132053

Mobile: +91 9742201355

Email [email protected]

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.



Document Reference

Document Reference Number Date

INFY/eBiz/2009/GPR/eBiz_Integration_Solution/User Manual_Permission for Site and Building

08-May-2013

Approval Matrix

Role Name Date Signature

Written By Sandeep 03-Feb- 2016

Reviewed By

Approved by

Version Control

Version Date Description of Changes

1.0 03-Feb-2016 Created



Table of Contents 1 INTRODUCTION .............................................................................................................................................. 7

1.1 BACKGROUND ............................................................................................................................................................ 7 1.2 DOCUMENT OBJECTIVE ................................................................................................................................................ 7

2 ACTOR/ ROLES AND THEIR RESPONSIBILITIES ................................................................................................. 8

3 END TO END PROCESS FLOW .......................................................................................................................... 9

3.1 STEPS OF BUSINESS USER ............................................................................................................................................. 9 3.2 PROCESS FLOW ........................................................................................................................................................ 27 3.3 DEPARTMENT USERS ................................................................................................................................................. 29 3.3.1 RECEIVING HAND .......................................................................................................................................................... 29 3.3.2 DEPARTMENT OFFICER 1 ................................................................................................................................................ 33 3.3.3 DEPARTMENT OFFICER 2 ................................................................................................................................................ 39

4 ABBREVIATION USED ................................................................................................................................... 45



Table of Figures Figure 1 - eBiz User Portal ................................................................................................................................................... 9 Figure 2 - Upload and Submit form ................................................................................................................................... 10 Figure 3 - Confirm invoice ................................................................................................................................................. 11 Figure 4 - Payment Gateway ............................................................................................................................................. 11 Figure 5 - Payment Gateway navigation ........................................................................................................................... 12 Figure 6 - Bank page .......................................................................................................................................................... 12 Figure 7 - Bank login page ................................................................................................................................................. 13 Figure 8 - Account details page ......................................................................................................................................... 13 Figure 9 - Choose account ................................................................................................................................................. 14 Figure 10 - Payment done ................................................................................................................................................. 14 Figure 11 - Payment receipt .............................................................................................................................................. 15 Figure 12 - Status .............................................................................................................................................................. 15 Figure 13 - Status - Audit Trail ........................................................................................................................................... 16 Figure 14 – Resubmission required status ........................................................................................................................ 16 Figure 15 – Details of submitted application .................................................................................................................... 17 Figure 16 – Resubmit ........................................................................................................................................................ 17 Figure 17 – Browse file for re-submission ......................................................................................................................... 18 Figure 18 – Confirm details for re-submission .................................................................................................................. 18 Figure 19 – Resubmission ................................................................................................................................................. 19 Figure 20 - Resubmission complete .................................................................................................................................. 19 Figure 21 - Acknowledgement .......................................................................................................................................... 20 Figure 22 - Site Verification ............................................................................................................................................... 20 Figure 23 - Site verification comments ............................................................................................................................. 21 Figure 24 - Additional Payment required .......................................................................................................................... 21 Figure 25 - Proceed to payment ....................................................................................................................................... 22 Figure 26 - Deficit payment details ................................................................................................................................... 22 Figure 27 - Payment Gateway ........................................................................................................................................... 23 Figure 28 - Payment Gateway navigation ......................................................................................................................... 23 Figure 29 - Bank page ........................................................................................................................................................ 24 Figure 30 - Bank login page ............................................................................................................................................... 24 Figure 31 - Account details page ....................................................................................................................................... 25 Figure 32 - Choose account ............................................................................................................................................... 25 Figure 33 - Payment done ................................................................................................................................................. 26 Figure 34 - Payment receipt .............................................................................................................................................. 26 Figure 35 - Deficit Payment details ................................................................................................................................... 27 Figure 36 - Form Submission ............................................................................................................................................. 28 Figure 37 - Application Processing and Approval .............................................................................................................. 29 Figure 38 - Department login page ................................................................................................................................... 30 Figure 39 - Receiving Hand Inbox ...................................................................................................................................... 30 Figure 40 - Attachments .................................................................................................................................................... 31 Figure 41 – RH options ...................................................................................................................................................... 31 Figure 42 – RH scrutiny ..................................................................................................................................................... 32 Figure 43 - RH Acknowledges ............................................................................................................................................ 32 Figure 44 - Department Officer 1 inbox ............................................................................................................................ 33 Figure 45 - Attachments .................................................................................................................................................... 33 Figure 46 – Site visit .......................................................................................................................................................... 34 Figure 47 – Site visit details ............................................................................................................................................... 34 Figure 48 – After site visit ................................................................................................................................................. 35



Figure 49 – Actions ............................................................................................................................................................ 35 Figure 50 - Ask for clarification ......................................................................................................................................... 36 Figure 51 - Upload document ........................................................................................................................................... 36 Figure 52 - Browse document ........................................................................................................................................... 37 Figure 53 - Upload success ................................................................................................................................................ 37 Figure 54 - Payment required ........................................................................................................................................... 38 Figure 55 - Challan details ................................................................................................................................................. 38 Figure 56 - Forward to next user ....................................................................................................................................... 39 Figure 57 – Department Officer 2 inbox ........................................................................................................................... 39 Figure 58 – Department Officer 2 options ........................................................................................................................ 40 Figure 59 – Send back to business user ............................................................................................................................ 40 Figure 60 - Payment needed ............................................................................................................................................. 41 Figure 61 - Challan details ................................................................................................................................................. 42 Figure 62 - Rejection ......................................................................................................................................................... 42 Figure 63 – Rejection letter upload................................................................................................................................... 43 Figure 64 - Approval .......................................................................................................................................................... 43 Figure 65 – Upload approval letter ................................................................................................................................... 44



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 2004. 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 “Permission for Site and Building” 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.



2 Actor/ Roles and their Responsibilities

Actor Responsibilities

Business User Submits e-form with attachments

Provides clarification sought by the department

Receiving Hand

Receives the application submitted by the Business User and acknowledge

Scrutinize the application and provide the comments to Business User, if any

Department Officer 1

Performs Site visit

Asks the applicant for resubmission by sending clarification comments

Asks the applicant to make additional payment if there is any payment deficit

Forward to next level for further action

Department Officer 2

Approves the application

Rejects the application

Asks the applicant for resubmission by sending clarification comments

Asks the applicant to make additional payment if there is any payment deficit



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.



Figure 2 - Upload and Submit form

Enter fee and click on proceed. Screen will appear to confirm Invoice and to enter Name and

Address.



Figure 3 - Confirm invoice

Select from the dropdown the payment options and choose your bank and click on pay

Figure 4 - Payment Gateway

Application is redirected. Click on OK



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



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



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.



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 122 - Status

User may view all the comments sent by department by clicking on the hyperlink ’View Comments'.



Figure 133 - 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.



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



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.



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.



Figure 21 - Acknowledgement

Once the Department Officer 1 would like to visit the site for inspection and informs the same to Business User, the application status is displayed to the Business User as Site Verification.

Figure 22 - Site Verification

Click on Site Verification link of the application, Business User is displayed with the department comments.



Figure 23 - Site verification comments

When Department asks for additional payment, ‘Additional Payment Required’ status is displayed to the Business User.

Figure 14 - Additional Payment required

Click on Additional Payment Required link of the application.



Figure 15 - Proceed to payment

Click on Proceed to Payment link.

Figure 26 - Deficit payment details

Enter the details and click on Make Payment button. Business user is navigated to payment gateway page.

Select from the dropdown the payment options and choose your bank and click on pay



Figure 27 - Payment Gateway

Application is redirected. Click on OK

Figure 28 - Payment Gateway navigation

You will be directed to the chosen bank’s webpage and you need to select accordingly.



Figure 29 - Bank page

Enter the confidential username and password for the payment to proceed

Figure 30 - 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 31 - Account details page

Figure 32 - 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 33 - 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.

Figure 34 - Payment receipt

User can check the status of the submitted application by selecting status in the left menu, just

below the My Account.

Once the payment is done, the application status is ‘Payment Done Successfully’



Figure 35 - Deficit Payment details

3.2 Process Flow The process begins with the applicant 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. Department Officer 1 receives the application and executes application processing. He conducts physical site verification. He sends the site visit information to the applicant. The Department Officer 1 can take the necessary action, Ask for Clarification, Send the Payment details, else forward to Department Officer 2. The Department Officer 2 can ask for clarification, ask for payment, approve or reject the application.



Permission for Site and Building – Form Submission R

eceiv

ing

Han

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ate

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eB

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ort

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Busin

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U

ser 3.1.1.10

Receive Acknowledgement

3.1.1.9Forward

Acknowledgement to Applicant

3.1.1.8Enter

Acknowledgement

3.1.1.7Enter Scrutiny

Comment

3.1.1.5Scrutinize Application Form and

Attachments

3.1.1.1Submit

e-form with Attachments

3.1.1.2Make Payment

3.1.1.3Process Payment

3.1.1.6Is Form

OK?(SCR-1)

Start

3.1.1.4/7dForward

submission to Department

Yes

3.1.1.7cResubmit After

Addressing Comments

3.1.1.7bForward Scrutiny

Comments

No

3.1.1.7aForward Scrutiny

Comment

A

3.1.1.7'Freeze of

Clarification (7 days)

Figure 16 - Form Submission



Permission for Site and Building- Application Processing

Dep

art

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Offic

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2D

epa

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ent O

ffic

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1P

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Busin

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Us

er

BP

M

3.1.1.13b,14a(i)

Forward Clarification

3.1.1.11Conduct Site Verification

3.1.1.13Take Action

(SCR-3)

3.1.1.13b,14a(ii)Resubmit after

Addressing

Comments

A

3.1.1.13aForward to next user

3.1.1.13b,14a(iii)

Forward submission

to Department

3.1.1.15a(ii)Receive

Rejection

3.1.1.13b

Ask Clarification

3.1.1.15a(i)Forward Rejection

3.1.1.13c,14d(i)Forward Payment

details

End

3.1.1.13c,14d(iii)Process Payment

3.1.1.13c,14d(ii)Make Payment

3.1.1.13cSend Payment

Details

3.1.1.15b(i)

Forward Approval

Letter

3.1.1.15b(ii)

Receive Approval

3.1.1.13c,14d(iv)Send details to

department

B

B

3.1.1.14aAsk Clarification

3.1.1.14bSend Rejection

3.1.1.14dSend Payment

Details

3.1.1.14cSend Approval

3.1.1.14Take Action

(SCR-3)

3.1.1.13b’Freeze of

Clarification(7 days)

3.1.1.14a'Freeze of

Clarification (7 days)

B1

B1

3.1.1.15Generate

Approval Letter/

Rejection Letter

3.1.1.15b

Sign and Upload

Approval letter

3.1.1.15a

Sign and Upload Rejection Letter

3.1.1.17

Generate Deemed Approval

3.1.1.16Deemed

Approval

C

3.1.1.12Committee

Meeting

3.1.1.11bForward Site

Visit Information

3.1.1.11cReceive Site

Visit Information

3.1.1.11a Send Site Visit

Information(SCR-2)

X

X

Y

Y

C

Z

Z

Figure 17 - Application Processing and Approval

3.3 Department Users

3.3.1 Receiving Hand

Receiving Hand login to Department Portal to receive the application form submitted by the

Business User.



Figure 38 - 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 39 - Receiving Hand Inbox



Receiving Hand can check the application by clicking on ‘Attachments’ hyperlink.

Figure 40 - 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 41 – 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.

Figure 42 – 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.

Figure 43 - RH Acknowledges



3.3.2 Department Officer 1

DepartmentOfficer 1, when logged in to Department Portal, is displayed with the list of applications

for further action.

Figure 44 - Department Officer 1 inbox

Department Officer 1 is displayed with the list of attachments, when clicks on ‘Attachments’ link of

the application.

Figure 45 - Attachments



Department Officer 1 clicks on ‘Site Visit’ link for the application.

Figure 46–Site visit

Department Officer 1 informs the Business User with the details of site visit and clicks on ‘Send’

button.

Figure 47–Site visit details



After site visit, Department Officer 1 has to take action.

Figure 48 – After site visit

Department Officer 1 clicks on Take Action link.

Figure 49 – Actions



Department Officer 1 clicks on ‘Ask for Clarification’, if any clarification is needed from the Business User. Then Department Officer 1 provides the comments asking for resubmission and chose ‘Yes’ to upload any document and click on ‘Send’ button.

Figure 50 - Ask for clarification

Department Officer 1 has to upload the document.

Figure 51 - Upload document



Department Officer 1 browses for the attachment.

Figure 52 - Browse document

Department Officer 1 uploads the attachment and click on ‘Submit’ button.

Figure 53 - Upload success

Business User resubmits the application after addressing the department comments.



Department Officer 1 can ask the Business User if to make an additional payment, if required.

Figure 54 - Payment required

Department Officer 1 provides the comments related to the payment deficit and provides the amount which the Business User has to pay and clicks on ‘Send’ button. Business User makes the additional payment as required. Department Officer 1 receives the application once the Business User makes the payment. Department Officer 1 verifies the payment details by clicking on eChallan link.

Figure 55 - Challan details



Department officer 1 forwards the application to Department Officer 2 for further action.

Figure 56 - Forward to next user

3.3.3 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 57 – Department Officer 2 inbox



By clicking on ‘Take Action’ link against the application, Department Officer 2 will be displayed with

‘Approval’, ‘Rejection’, ‘Ask for Clarification’, Payment Required’ options.

Figure 58 – Department Officer 2 options

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 for Clarification’ option and provides comments. Department

Officer 2 can upload any document if required, else, can click on ‘Send’ button.

Figure 59 – Send back to business user



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 or ask for any payment.

Figure 60 - Payment needed

Department Officer 2 clicks on ‘Payment Required’ option, provide the comments, provide the

payment details, which the Business User has to make the payment, attach any document if

required and clicks on ‘Send’ button.

Business User makes the payment as required.

Department Officer 2 can view the payment details which the Business User made.



Figure 61 - Challan details

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.

Figure 62 - 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 63 – Rejection letter upload

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 64 - 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 65 – Upload approval letter



4 Abbreviation Used

Abbreviation Full Form

DIPP Department of Industrial Policy & Promotion

NEGP National E-Governance Plan

MMP Mission Mode Projects

GOI Government of India

FC Foreign Collaboration

BPM Business Process Management



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