esarkar_training_ppt-below-ds_09-nov-22.pptx

Training for eSarkar

1. P r e s en tat ion for eSarkar Training

2. Web module details 2 2 Core Modules Citizen Centric Module Departmental Modules E-Tappal E-File Office Note MP-MLA References GOI Reference E-Meeting & Committee Management 1. LAQ Management 2. Award Management 3. Legal Case Management 4. Audit Paras 5. Record Management 6. Knowledge Repository 7. Asset Management 8. Circular Management OTHER APPLICATIONS Citizen Grievance Redressal Portal HRMS- SATHI SWAGAT eCourt Integration Source HRMS- SATHI Email, SMS & eSign Public Grievance ( https://esamadhan.gujarat.gov.in/ ) RTI Management (https://onlinerti.gujarat.gov.in/ ) Appointment Scheduler ( https://esampark.gujarat.gov.in/ )

3. 3 e-Sarkar State Departments HoDs All Commissionerates Other important Government Offices All Collectors Office Mamlatdar/ districts/ taluka level offices Phase-1 State Departments HoDs All Commissionerate’s Other important offices of Government of Gujarat Phase-2 All Collector Offices, Mamlatdar and other districts & taluka level offices 3 e- Sarkar Geographical Coverage e-Sarkar State Departments HoDs All Commissionerates Other important Government Offices All Collectors Office Mamlatdar/ districts/ taluka level offices State Departments HoDs All Commissionerate’s Other important offices of Government of Gujarat All Collector Offices, Mamlatdar and other districts & taluka level offices

4. E n t e r U s e r I d E n t e r P a ss w o r d E n t e r h e r e to l o g in E n t e r C a p t c ha L ogin Screen A cc e s s e- Sarkar us i n g h ttp s : / / esarkar . g u j a r a t . g o v . i n /

5. L ogin Screen with OTP via Internet A cc e s s I W D M S 2 . us i n g h ttp s : / / esarkar . g u j a r a t . g o v . i n / Enter OTP

6. Tappal/MP-MLA/GOI Inward Registry Process Reg i s t ry C l erk w il l l og i n i n t o eSarkar w it h h i s / her Log i n Creden ti a l s . Reg i s t ry C l erk w il l C li c k on t he Qu i c k M enu of e- t appa l/MP-MLA letter/GOI letter . C li ck s on ‘ R eg i s t er Tappal ’ L i n k . Fill s m e t ada t a and up l oad t he s o ft c opy of t he t appa l/MP-MLA/GOI . S ub mit s t he e- t appa l/MP-MLA/GOI .

7. Check New eTappal 7 Click Here on unfiled e-Tappal to see new e-Tappal

8. Check New GOI-PMO 8 C lic k he r e GOI-PMO Un f ile d t a p p al

9. Check New MP/MLA 9 C lic k he r e

10. Unfiled eTappal (Tappal Submitted to you) C li c k He r e t o s ee e - t a pp a l d e t a ils U s e r c a n t a k e a c t i o n f r o m h e r e a f t e r s e l ec t i n g e - t a pp al C lic k h e r t o s e e a l l e - t a pp al t r a n s f e r r e d b y y o u C lic k h e r e t h e t a pp a l on whic h y o u h a v e t a k e n a c t i o n C lic k h e r e t o s e e a ll K W P m a r k e d e - t a pp al 10

11. E - T AP P A L R E G I S TR A T I O N S CR E E N C lic k H e r e t o S A VE t h e T a pp a l C li c k H e r e t o S U B M I T t h e T a pp a l C li c k He r e t o R e s e t a l l f i e ld s C lic k H e r e t o C L OSE t h e W ind o w 11 Upload Scanned Tappal

12. eTappal Details C r ea t e n ew H e r e y o u wi l l s e e a l l r e m a r k A d d e - t a pp al t o f ile T r a n s f e r e - t a pp a l to o t h e r u s e r Book M a r k T a p p a l s ca nn e d c o p y wil l b e v is ib l e h e r e r e m a r k 12 C li c k h e r e t o s e e e - t a pp a l p r o p e r t i e s

13. Assign Tappal S e l e c t r o u t e W e h a v e g i v e n p r edi c t i v e s e a r c h t o s el e c t t h e u s e r i n T o a n d C C . P l e a s e n o t e t h a t u s e r c a n s e lec t m u ltipl e u s e r s i n T o a n d C C . S e l e c t p r i o r i ty S e l ec t m o s t r ec e n t u s e r yo u h a v e u s e d A d v a n c e S e r a c h 13

14. Inbox of Concerned User C li c k h e re C h e c k n e w ly a ssi gn e d e - t a pp al C h e c k t a pp a l y o u s e n t C h e c k e - t a pp al y o u h a v e c c t o o t h e rs 14 C h e c k n e wl y c c e - t a pp al

15. To Check Bookmarked Tappal 15 C li c k He r e t o s e e a l l Bookmarked e - t a pp al

16. Inbox ( eTappal assigned to you) C li c k H e r e t o c h e c k e - t a pp al d e t a ils 16

17. C O NV E R T T AP P A L I N T O E - F ILE E - T AP P A L AN D E - F ILE

18. eTappal Details F o r w a r d – S e nd t a p p a l t o ot h e r u s er R e t ur n – R e t urn t a p p a l t o l a s t us e r R efe r – S e n d t a p p al fo r refe r t o a n y u s er C l a r i f y – C l a r i f y f r o m a n y us e r w h i c h i s p a rt o f fl o w ( i n t h e c h a i n of t a p p a l fl o w ) 18

19. Convert eTappal to eFile C o nv e r t e - t a pp a l t o n ew e - f ile C o nv e r t e - t a pp a l t o e xis t ing e - f ile 19

20. Add eTappal to Existing eFile C lic k he r e f o r e x i st in g e -f ile Se a r c h e x i st in g f ile s he r e

21. Add eTappal to Existing eFile C lic k he r e f o r Se a r c h Selec t e x i st in g f ile he r e C lic k he r e t o a dd f ile

22. Add eTappal to Existing eFile C lic k he r e t o a dd f ile

23. CR E A T E N E W F ILE E - T AP P A L AN D E - F ILE

24. Create New eFile C r ea t e N e w F il e 24

25. eFile Creation P r e di c t iv e p r e d e f i n e d F il e Su b j e c t S e l e c t F il e P l a n W r i t e D e s c r ip t i o n o f F ile C lic k h e r e t o C r e a t e 25

26. Newly Created eFile A L L N o ti n g w il l b e vi s ibl e h e r e D e l e t e A d d No t e E d i t No t e E n c l o s u r e A d d N ew A tt a c hm e n t P r i n t No t e A ssi g n F ile L i n k No t e 26 No t e

27. Assign eFile S e l e c t r o u t e S e l ec t m o s t r ec e n t u s e r y o u h a v e u s e d 27 W e h a v e g i v e n p r edi c t i v e s e a r c h t o s el e c t t h e t o w h o m y o u w a n t t o a ss i g n t h e f ile S e l e c t p r i o r i ty

28. Check New eFile Assigned to You C h e c k n e w ly a ssi gn e d e - f ile 28

29. Inbox C li c k t o c h e ck e - f il e d e t a ils 29

30. eFile View F o r w a r d – S e nd t a p p a l t o ot h e r u s er R e t ur n – R e t urn t a p p a l t o l a s t us e r R efe r – S e n d t a p p al fo r refe r t o a n y u s er C l a r i f y – C l a r i f y f r o m a n y us e r w h i c h i s p a rt o f fl o w ( i n t h e c h a i n of t a p p a l fl o w ) App r o v e – App r o v e t h e f il e a n d s e n d b a c k f o r c o m pl e tio n 30 O n l y C r e a t o r o f e - f il e w il l a bl e t o c o m pl e t e t h e f ile

31. Forward e F ile C lic k he r e t o s elec t r o u t e C lic k he r e t o ch a n ge pr i o r i ty C lic k he r e t o s en d e -f ile C lic k he r e t o e x i t s c r een En t e r u s e r n a me he r e

32. Create Draft Letter C lic k he r e t o C r e a t e D r a f t Le t t er

33. Create Draft Letter C lic k he r e t o s elec t t e mp l a t e En t e r he r e C lic k he r e t o s a v e t e mp l a t e

34. Create Draft Letter En t e r t h e n a me o f D r a f t Le t t e r a n d A dd

35. eSign after Approval & Approve with eSign Scenario 1: Approver can only approve the file which will be sent to initiator. Initiator will then send the file to User for eSign Scenario 2: File can be Approve and eSign directly.

36. Scenario 1: eSign after Approval Process: Step 1: The initiator user creates the file and then creates a draft letter and assigns it to the user for further process.

37. Step 2: Authorized user receive the file, user can approve the file. HTML convert into PDF with QR Code and File No.

38. Step 3: Once the Authorized user approves the file and sends it back that file to the initiator user, the initiator user sends draft letters for eSign with help of the “Send for e-Sign ” button.

39. Step 4: The initiator user selects any flow user name and sends a file to that user to perform e-Sign .

40. Step 5: Authorized user selects the document and clicks on the e-Sign link for the further process.

41. Step 6: Authorized user clicks on the Aadhar eSign button.

42. Step 7: Authorized user submit all details and click on Perform eSign button.

43. Step 8: After e-Sign process, the user views the eSign at bottom of the every page and returns that file to the initiator

44. Scenario 2: Step 1: The initiator user creates the file and then creates a draft letter and assigns it to the user for further process. Step 2: Authorized user receives the file, user can click on the “Approve & eSign ” button. HTML file converts into PDF with QR Code and File No.

45. Step 3: After Approve & eSign , the file is approved and ready for eSign , user selects the document and clicks on eSign link for further process. The rest of the other steps are the same as per Approve process.

46. Approved eFile Intimation 46 A l l t h e p e o p l e i n f l o w wil l g e t in t im a t i o n i s e - f il e is a pp r o v e d

47. Approved eFile Intimation 47

48. Search eFile S e a r c h e - f ile 48

49. Search eFile S e a r c h e - f il e u s i n g t h e c r i t e r i a s e lec t e d 49

50. eMeeting Key Features Me e t i n g S c h e d u l er S c h e du l e M e e ti n g C r e a t i o n o f A ge n d a F o r ma t i o n o f me e t i ng co mm itt ee A cce p t / R e j ec t M e e ti n g i n vi t a tio n No m i n a t i o n o f o t h e r o ff icia l f o r a m e e ti n g R e s c h e du l e a m e e ti n g C a n ce l a m e e ti n g M i n u t e s of m e e t i ng D r a f t c r e a tio n o f M OM A pp r o v a l o f M O M C i r cu l a tio n o f M O M V i ew M O M A c ti o n T r ac k e r C r e a t e a c tio n t r a c k e r f o r t h e m e e ti n g Vi ew a c tio n t r a c k e r Upd a t e a c tio n t r a c k e r A ss i gn i ng o f a c t i o n it e m A c tio n i t e m co m pl e tio n

51. 4 Features of eMeeting U s er C a n C r ea t e T h r ee t y p e s o f Me e t i n g A d H o c M e e t i n g F o r ma l M e e t in g C o m m it t e e M e e t in g U s e r w il l g e t M e e ti n g C a l e n d a r w h e r e t h e y c a n s ee a l l t h e i r s c h e du l e d M e e ti n g . M obil e A ppli c a tio n i s a v a ila bl e f r o m w h e r e u s e r c a n a cce p t / r e j ec t m e e ti n g i n vi t e a n d c a n c h e c k a l l t h e d e t a il s o f e - m e e ti n g m o du l e w h ic h i s a v a il a bl e o n w e b U s e r w il l g e t t h e m e e ti n g i n vi t a tio n n o ti f i c a tio n o n S M S a n d e m a i l o f H i g h a n d V e r y H i g h pr io r it y m e e ti n g .

52. 5 Ad h o c M e e ti n g If u s e r w an ts t o ha ve a m ee t i n g w it h o n s ho r t no t i ce w it h h i s c o ll eague / o r an y o t he r o f fi c i a l s w it hou t an y f o rm a l i n v it a ti o n t he y c an cr ea te t h e A d H o c M ee t i ng. T he re n o nee d t o appo i n t C ha i rm a n an d C on v ene r . N o nee d t o ad d an y agend a f o r i n iti a ti o n o f m ee t i ng N o nee d t o a sk f o r app r o v a l f o r c on v en i n g t h e m ee t i ng O p ti o n o f s end i n g e - i n v it a ti o n o r f o rm a l i n v it a ti on N o nee d t o cr ea te M O M o r a c ti onab l e F o r m a l M e e ti n g If u s e r w an ts t o C r ea te a f o rm a l m ee t i ng , a n app r o v e d agend a i s c o m pu l s o ry t o i n iti a t e t h e s a me C ha i rm a n an d C on v ene r a re m anda t o ry N ee d t o s en d t h e m ee t i n g f o r app r o v al A f o rm a l i n v it a ti o n w il l g o t o a l l m e m be rs w hene v e r m ee t i n g i s app r o v ed. I n ti m a ti o n w il l b e s ha r e d b y E m a i l & S M S . Features of eMeeting

53. 6 C o mm itt ee M e e ti n g F i rs t U s e r nee d t o cr ea te t h e c o mm itt ee C o mm itt e e c i rc u l a r w il l b e s en t t o a l l m e m be rs o f c o mm itt ee If u s e r w an ts t o C r ea te a C o mm itt e e m ee t i ng , a n app r o v e d agend a i s c o m pu l s o ry t o i n iti a t e t h e s a me C ha i rm a n an d C on v ene r a re m anda t o ry N ee d t o s en d t h e m ee t i n g an d c o mm itt e e f o r app r o v al A f o rm a l i n v it a ti o n w il l g o t o a l l m e m be rs w hene v e r m ee t i n g i s app r o v ed S y s t e m w il l gene r a t e be l o w t e m p l a t e s a s pe r o f fi ce p r o c edu re C o mm itt e e Ci rc u l ar S ub m itt e d C o mm itt e e Ci rc u l ar A gend a D e t a il s M ee t i n g I n v it e M i nu t e s o f M ee t i ng M ee t i n g D e t a il s T e m pla t e s G e n e r a t e d in F o r m a l a n d C o mm itt ee M e e ti n g Features of eMeeting

54. 8 User Dashboard C li c k h e re

55. eMeeting Dashboard M e e t i ng In v i t e w il l b e v i s i b l e h e r e T o d a y ’ s M e e t i ng w il l b e v i s i b l e h e r e T h is is M e e ti n g C a le n d a r , w h e r e a ll f u t u r e m e e ti n g w ill be vi s ible .

56. 13 Meeting Invite U s e r c a n s e e a ll m e e t in g i n vi t e b y c lic k in g h e re

57. 16 Meeting for Approval for Formal Meetings ( I N B O X ) C lic k o n Inb o x t o s e e a n y n e w p e nd in g w o r k i t e m . F r o m h e r e u s e r wil l g e t m e e t in g d e t a il r ec e i v e d f o r a pp r o v a l C li c k He r e t o s ee m e e t in g d e t a ils

58. 18 EMA I L S MS Meeting Invitation After Approval of Meeting 58 View and Tracking on Mobile App available in eSarkar

59. 2 5 MEET I N G I N V I T A T I ON C O MM IT T E E CIRC U L A R

60. 28 C reation of M OM C li c k He r e t o m a r k A t t e n d a n c e C li c k He r e t o c rea t e M O M

61. 29 Creation of MOM W r i t e t h e M O M h e r e U s e r N a m e t o w h om M O M wi l l g o for a pp r o v a l w ith R e m a r k C li c k He r e t o s e n d M O M f o r a pp r o v al

62. 31 Creation of Actionable C li c k He r e t o C r e a t e A c t i o n a b le Ac tio n a bl e t a b w ill op e n o n l y i f M O M a r e a pp r o v e d

63. 32 C reation of Actionable W r i t e t h e M O M h e r e C li c k He r e t o C rea t e t h e A c t i o n a b l e U s e r c a n s ele c t mu ltipl e us e r s a n d ass i g n a c tio n s aga i n s t t h e sam e

64. 33 Actionable of Meeting C li c k He r e t o co m p l e t e y o u r a c t i o n a b le C li c k He r e t o c h e c k y o u r a c t i o n a b l e

65. Future Enhancement / Upcoming Functionality

66. Budget File User view the Budget related file(s) count User create Budget related file File Creation : Will provide a separate link to create budget-related files. Files created using this link only would be considered as budget-specific files. The workflow of these files would be similar to other files created in the system. The system would internally handle the segregation of these files from the normal files.

67. DAP-ST Quick link to access budget-related files : Will provide a quick link on the dashboard to access the budget-related files received in the inbox separately Budget File

68. Create Budget File

69. Budget File Status

70. Create Budget File

71. Budget File Status

72. New Modern Landing Configurable* Dashboard *Number of Visible Tiles can be changed by user as per convenience

73. New Modern Landing Page of Modules

74. RTI Module

75. RTI Management Create RTI (Received Offline)/ Receive Online RTI PIO Level APIO/DH/CO Level Complete RTI Register/Receive First Appeal FAA Review Complete First Appeal

76. PIO Level Once the RTI is initiated by the Registry user, the RTI will be allocated to the respective PIO. PIO user will click on the RTI menu and via inbox he will be navigated to the PIO screen

77. PIO Level

78. PIO Level Under PIO Review tab, PIO will be able to see the following functionalities: RTI Timer: PIO will select the RTI time according to the need for the RTI Status: PIO can choose the status as: Allocate to the other Department PIO Allocate to APIO Hold Complete Reject Forward the RTI as per the status, while forwarding the RTI, PIO comments are mandatory. SLA Date: This is an optional field provided to the PIO where PIO can enter the date before which the RTI need to be completed and sent to the citizen. Show detail: Link at the upper right corner will display all the information regarding the RTI to the concern user. Tracksheet : This link will show the tracker of the RTI. Hold Functionality PIO can intimate the citizen for visiting the office or other hearing details by selecting the status of the RTI as HOLD and enabling the intimate button. While the status is on HOLD, the timer will be paused and will be resumed once the status is changed again from the HOLD.

79. APIO/ DH/ CO Level Once the RTI is initiated by the PIO, the RTI will be allocated to the respective APIO. APIO user will click on the RTI menu and via inbox he will be navigated to the APIO screen RTI Forward workflow: PIO  APIO  DH  CO RTI Return workflow: CO  DH  APIO  PIO

80. APIO/ DH/ CO Level

81. Additional cost PIO/APIO/DH/CO users can add the additional cost in the Cost section mentioning the description and the value respectively All the details entered must be saved by clicking on the “Save Query” button before forwarding or returning the RTI.

82. Intimate payment

83. Complete RTI Once all the details has been captured and necessary documents has been uploaded by the APIO/DH/CO level users and RTI is sent back to PIO, PIO will be able to complete the RTI and send the uploaded documents to the citizen manually (if RTI is offline registered) or automatically (if the RTI is online registered via RTI portal) by clicking on the Complete button and keeping the status of the RTI as Complete. Complete

84. Complete RTI RTI movement into the file

85. Complete RTI

86. Complete RTI

87. Register/Receive First Appeal Scenario 1: if original RTI was received offline and created manually in system, the first appeal also has to be raised in system manually Scenario 2: if original RTI was received by online citizen portal, then citizen can raise first appeal after original RTI is complete or 30 days after creation of original RTI

88. Under FAA Review Once the FAA is received to the FAA user, FAA user will enter all the necessary details under all the FAA user tab and will assign it to the concerned PIO.

89. Under FAA Review FAA user will approve or reject the query by selecting the approve/ reject option. Once the FAA user approves the FAA request , he will submit the FAA request to the PIO for further processing

90. Under FAA Review Once the FAA request in under PIO, same steps will be applied as before applied on the RTI. PIO after receiving the details from APIO/DH/CO level user will provide with the RFA final Decision in the RFA final Decision text box and will return it to FAA user. Click here to return it to FAA

91. AA comments will be visible to the citizen on the RTI portal in online registered RTI. And all the documents attached will be displayed to the citizen on the RTI portal in online mode if the RTI is registered online else will be manually processed if the RTI is offline registered. Once the First Appeal Authority receives the reply from PIO, FAA user will enter his final comments in AA comments section and will complete the FAA request and put it into the file. Complete the RFA into file Under FAA Review

92. Complete First Appeal Once the First Appeal has been completed, the First Appeal user will click on the complete button and will navigate to the file screen to create a file or put the documents in the existing file.

93. Once the file is created, all the first appeal information is attached to the file under enclosure tab The first Appeal file can be viewed later for any reference.

94. Th a n k Y ou.