1. WEB BASED ENTERPRISE SYSTEM FOR UTTAR PRADESH FOREST CORPORATION

2. THE SETTING

3. Primary objective / Schema for the Project :
Automate all the manual processes
Integrate the entire operation
User friendly and error free
MIS Reports generation in a well-organized form
Ease of updating records
Intelligent Complaint-Redress System

4. The Transcend Web based n-tier E-Governance System is an online software application suite with all inherent security features apart from role based accessibility and state-of-the-art administrative features covering all the functions of a large enterprise.
Covering almost all functions and operations, our E-Governance System shall enable Forest Department to have better control over resources. Information is generated, shared and exchanged through these different modules of the system.

5. ARCHITECTURE Head Office ZO RO DLO DSO Depot Unit Office Unit Office
Application
Server DB
Server
RAC
RAC
PSTN
Application
Server DB
Server
RAS
LAN
GSM
User
User
User
Internet/
VPN
Head Office
LAN
LAN
LAN
LAN
LAN ZO RO
DLO
DSO
Depot
Unit Office
Unit Office

6. (Divisional Logging Office)
Workflow of UPFC, Lucknow
Forest Department
Royalty
Lots or Sale list
Forest Corporation
(Divisional Logging Office)
Head Office (MD)
Revenue
Lots or Sale list
Zonal office
Lots or Sale list
Revenue
Lots or Sale list

7. Divisional Logging Office Divisional Sale Office
Revenue
Regional Office
Lots or Sale list
Revenue
Divisional Logging Office
Divisional Sale Office
Lots or Sale list
Work Description
Work Description
Revenue
Section Office
Form 3.4
Form 3.5
Form 4.1
Form 4.2
Form 4.4
Form 4.5
Work Description
Lots or Sale list
Unit office
Form 2.1
Sale Depot
Sale Depot
Form 1.1
Form 2.1
Work Description

8. MODULES PRESENTED

9. The different modules of E-Governance System are:
Logging Management
Depot/Godown Management
Forest Inventory Management
Sales & Marketing
Tendu Patta Tender
Tendu Leaf
Personnel System
Online Leave System
EPF Trust
Financial Accounting & Budgeting System
Asset Management System
Stores & Purchase
Tour Program and TA Bill
Legal Mgt. System
Library
Vehicle Management System
File Tracking System
DAK Monitoring/Letter tracing
E-Notesheet

10. The login screen is visible as follows:
UPFC user credentials
Login details are created for all users of the system
Unique user name for every user
Privileges allocated accordingly
Singe sign-on system
The login screen is visible as follows:

12. Once the user has logged in, all the modules are populated based on rights.
Modules are divided according to various departments and functionalities for ease of use and transparency

14. DISCUSSION OF MODULES: 1.LOGGING MANAGEMENT

15. PURPOSE: It consists of following main tasks:
Logging management deals in the cutting/felling, logging and transportation of forest produce. The process of production varies according to various forest produce group such as Timber, Bamboo, Tendu leaf, Herbs, Grass etc.
It consists of following main tasks:
Marking of Timber.
Sale list (Lots) creation.
Volume calculation.
Royalty calculation.
Formation of Unit for cutting and transportation of forest product.
Creation of Logging plan.
Creation of Transportation plan.
Production at Unit Office.
Transportation to Depot.
Various MIS report generation related to logging.
The following screen shows the form for sale list of Timber

17. The website has been designed in both English and Hindi and can be viewed as per user preference in either language.
By simply clicking on the Hindi check box on the top right corner of the screen , the form is populated in Hindi

18. Sale List of Timber(Hindi)

19. Marking Register Report

20. Sale List Report

21. Volume and Royalty Calculations
The volume of the produce which is felled and collected is calculated for purpose of sale .
Royalty is paid by the corporation to the forest Department U.P for the process of cutting and selling of produce and the reports can be generated

22. Form for Volume and Royalty calculation of Timber

23. Detailed Report of Volume and Royalty Calculation

24. Royalty Calculation

25. Logging Plan

26. Logging Plan (contd)

27. Logging Plan Report

28. Various forms have been created as per requirements for production of various species of produce and also the movement of the same to and from the depot(Ravanna)
Reports can be generated for all the forms
In the following slides u will see the production and ravanna of timber and the consolidated report generated
for ease of tracking

29. Production Of Timber -Form

30. Production Of Timber: Form (contd)

31. Production Report

32. Ravanna of timber Form

33. Ravanna Report

34. 2.DEPOT MANAGEMENT

35. PURPOSE
Depot/Godown management deals with the stocking of forest produce before and after its sale.
Following are the list of activities involved in Depot/Godown management:
Entry of Depot/Godown Import Register.
Initial information of forest produce reached at depot.
Entry in receipt registers of forest produce at depot.
Separate plot creation for each species at depot.
Stack is created for same length, same diameter class, same species and same grade to sale the forest produce.
Creation of Sale list (Lots) which consists of many stack.
Final Sale List Creation.
Creation of Sale Register with Lot history after sale.
Work Order or Information to party about approved lot.
Approval letter for disposal of sold forest produce.
Issue Ravanna to party after taking payment.
Update stock register.
Creation of various MIS related to Depot/Godown stock.

36. Receiving Register at depot

37. Report of Receiving Register at Depot

38. Pre Sale List Creation

39. Final Sale List Report

40. 3.SALES

41. PURPOSE
This module deals with the creation/execution of sales process for various group of forest produce
This module includes following main tasks:
Tender/Auction Date opening.
Lot creation for sale.
Floor price creation of listed lot.
Bidding.
Sold lot approval.
Intimation to party regarding approved lot.
Payment collection from Party.
Sale bill/Tax bill generation.
Tax Challan creation.
Sale Value report generation.
MIS of Tax and Sale.
The following slide shows the Pre Sale List of Timber

42. Pre Sale List of Timber

43. Detail Report Of Salelist with Floor Price

44. Auction Register

45. Auction Report

46. Lot Approval After Sale

47. Lot Approval After Sale(contd)

48. Lot power summary

49. Approval Summary

50. Generate Tax/ Sale Invoice

51. Generate Tax/ Sale Invoice (contd)

52. Invoice

53. Sale Receipt

54. Sale Receipt(contd)

55. Tax Receipt

56. Exit Permit

57. Exit Permit(contd)

58. Exit Ravanna

59. Exit Ravanna Report

60. 4.FINANCIAL ACCOUNTING

61. PURPOSE
This module looks after all financial aspects of Department including incomes, expenses, revenue generation, cash and bank related transactions
Finance module shall have the following capabilities:
Receipt / Payment of cheques, drafts, pay orders etc. from /to various sources
Journal and Contra Entry
Generation of Ledger, cash book and bank book
Bank reconciliation statement
Generation of Trial Balance , Profit &Loss Account and Balance Sheet
Integration of Accounting with various activities like Salary Posting , Revenue from sales , Expenditure ,Budget and other financial activities

62. Bank Receipt Voucher Form

63. Bank Recipt Report

64. Bank Recipt Voucher Report

65. Bank Payment Voucher

66. Bank Payment Voucher Report

67. Journal Voucher

68. Journal Voucher Report

69. Ledger

70. Ledger Entry Report

71. Cash Book

72. Cash Book Report

73. Bank Book

74. Bank Book Report

75. Balance Sheet

76. Balance Sheet Report

77. Salary Posting

78. Salaray Posting Report

79. Search for Logging Payment Details-Data comes from Logging module

80. Logging Payment Details Report

81. 5.BUDGET

82. PURPOSE
Budget is a quantitative expression of a plan for a defined period of time. It may include planned sales volumes and revenues, resource quantities, costs and expenses, assets, liabilities and cash flows
The Budget module comprises of the following:
Production and Disposal of the final products
Capital Expenditure
Budget for the various types of forest groups:
1.Social Forest
2.Reserve Forest
3.Tendu Patta
4.Bamboo

83. Capital Expenditure Budget Request form

84. Capital Expenditure Budget Request form(contd)

85. Projected Budget Report for the current financial year

86. 6.PERSONNEL AND TOUR PROGRAMME

87. PURPOSE
In these modules, we take care of the entire HR practices, like the payroll, salary slips, and detailed bank statement to be sent to the bank, PF and ESI, and conveyance as per the vouchers.
The Various Reports in this module :
Manage Employee(s) data to process Salary and create login id’s for different locations.
Employee(s) list
Monthly salary register
Monthly salary slip
Monthly GPF status
Monthly Earning report
Monthly Deduction Status
Monthly Income Tax status
Monthly Insurance Status
Monthly Bank Status
Employee (s) Annual Salary Status

88. Employee Master:list of employees and details of particular employee like personnel info, salary structure.

89. Employee Master (contd)

90. Employee searching possible on various parameters like employee code employee name , designation etc

91. Salary Report/Register

92. Salary Slip: - Clicking on preview button will generate the salary slip.

93. Monthly Salary Register

94. Employee List :- Here we can see the list of employees designation wise

95. Employee List (contd)

96. TOUR PROGRAM AND TA BILLS

97. PURPOSE TOUR PROGRAM
Officers of UPFC undertake various tours of the divisions, section offices, and units under their jurisdiction to ensure and observe whether there is smooth operation of all processes and to motivate their employees. Tours are also undertaken by officers of the corporation to various other locations within India and also in a global context for conferences, meetings and various other developmental agendas.
The functionalities in this module include:
Creation of tour program
View the pending, approved, in-process and completed tour programs.
Generate reports for all tour programs.

98. TA BILLS:
Once a tour is undertaken and completed, the expenses incurred during the tour is submitted in the form of Travel Allowance Bills (TA Bills)
The TA Bills are sent for approval to the respective authorities and once the go –ahead is obtained from the authority it is sent for Pre-Audit.
After the pre-audit of the bill and getting a green signal it is sent to the respective head for sanction and the to the accounts department for payment of the same.
Our module covers all functionalities from creation of the TA bill to its approval.

99. Tour Program creation

100. PendingTour Program

101. Tour Program Report Generation

102. TA Bill Creation

103. TA Bill Creation(contd)

104. TA Bill

105. 7.TENDU LEAF AND TENDU LEAF TENDER PROCESS

106. PURPOSE
The Tendu plants are pruned in the months of February and March and the mature leaves are collected after about 45 days. The leaves are collected in bundles of 50 to 100 leaves
The smallest unit of Tendu leaves is a bundle
The processing of Tendu leaves is divided into following modules:
Tendu leaves Collection / Plucking Center Activity.
Tendu leaves Storage / Pre Sale Activities at Godown.
Sales Centre Activities.
Post Sale Activities.
Godown Inventory.
Incentive to Collectors/ Pluckers

107. Tendu Leaf Tender : Tender includes following key activities:
Major parts of sales are being done through Tender and minor parts of sales are being done through Auction.
Tendu Leaf Tender : Tender includes following key activities:
Tender committee creation
Finalization of lots for tender.
Opening of Tender.
Advertisement of Tender.
Distribution of Tender Forms.
Financial Bid
Cutoff rate.
List of qualified Bidders lots wise.
Payment Details after adjustment of EMD with Highest Bid lots.
Lot wise / Party wise highest bid details
Tied Bid process
Final approval of Bid for lots.
List of outstanding lots after unsuccessful bid.
EMD details of disqualified party.
Various other reports.

108. Tendu Leaf Collection

109. Bag Number Generation

110. Bag Send Process

111. Production of Tendu Leaf

112. Ravanna ofTendu Leaf

113. Cash Pay Order Generation

114. Division wise Bonus Details

115. Pay Order Generation

116. TENDU LEAF TENDER PROCESS: TENDER CONFIGURATION

117. Party Details

118. Party wise &Lot wise Tender Details

119. Invalid Bidder Process

120. Payment Detail after EMD Adjustment

121. List of Disqualified Highest Bidder

122. Final Approved Lots

123. EMD Details of Disqualified Party

124. Comparitive Statement

125. 8.E-NOTESHEET

126. PURPOSE
E-Notesheet is the digitized version of the note sheet register maintained by the UP forest department. A notesheet or register is used for any request from the immediate or subsequent higher authorities and it has the provision for any remarks and changes to be done before the approval of the same. All the remarks are saved and action done on them and the action taken is documented before it is passed for approval again.
In the e-notesheet developed for the UPFC the following actions can be taken :
View all notesheets sent for approval
Remarks done by various officers on the same notesheet
Status of the e-notesheets pending.
Archive of all e-notesheets.
Forwarding of an e-notesheet in case the need for approval by an higher authority is recognized.
Forwarding an e-notesheet along with the forward status.
Reports of pending notesheets ,the same can be printed as an pdf document

127. Creation of new E-Notesheet

128. Creation of new E-Notesheet (contd)

129. E-Notesheet status

130. E-Notesheet Archive

131. E-Notesheet forward

132. E-Notesheet pending report

133. Forwarded E-notesheet status

134. Forwarded E-notesheet status (contd)

135. E-Notesheet Report

136. E-Notesheet Report(Contd)

137. 9. Store & Purchase Asset Management

138. PURPOSE
This module will automate the procurement and inventory part of the Department. It will follow the process once purchase order has been generated then the material will be taken in after the physical inspection.
Once the material has been taken in then it can be issued to department or even to individuals. This is as same for Asset Management, only it contains a unique serial no. for each Item.
Following are the functionalities of this module
Entry of Items if fixed then serial number allocated
Create purchase indent
Create purchase order
Inward Challan cum bill /Invoice
Inward Challan against P.O
Direct Purchase
Requisition of items
Issue of items against requisition
Direct issue of items
Stock Reports

139. Item Creation

140. PURCHASE INDENT

141. PURCHASE oRder form

142. PURCHASE oRder form(contd)

143. PURCHASE oRder REPORT

144. CHALLAN CUM BILL / INVOICE

145. INWARD CHALLAN FORM

146. INWARD CHALLAN FORM(CONTD)

147. CASH PURCHASE FORM

148. CASH PURCHASE FORM(CONTD)

149. DIRECT ISSUE OF ITEMS

150. REPORT FOR ITEM STOCK REGISTER

151. Consolidate Direct Item Purchase Report

152. Item Stock Register

153. 10.ONLINE AUCTION SYSTEM

154. PURPOSE
The contemporary online auction system of UPSC paves to way for paperless auction and also for ease to the customers and the corporation alike. In this system all the customers interested in bidding for a particular lot can create their unique login ids. Security amount should be deposited via challan for becoming eligible to bid.
The sale list is uploaded on the website within a week of their completion. Bidders can view this to decide for the lots to bid. On the particular day of sale, bidding is allowed between 10 a.m and 5 p.m only. All transactions are done in a cashless mode via Cheque , Draft and direct bank transfers
The online auction system has the following functional provisions:
Check for the highest bidder
Security check to ensure security deposit has been paid
Security deposit adjusted against the final bid amount
Balance generated in form of invoice
Approval of the final bids by Sales Manager , Regional Managers, General Manager and MD.
Percentage calculation done based on which approval list sent to the respective authority
Various MIS forms and corresponding reports generated
In case of disapproval of the highest bidder for any reason , the second highest bidder is declared as winner
Refund of security amount to all the other non-winning bidders

155. Login Page

156. WELCOME PAGE

157. Running an auction

158. Deleting an auction

159. List Of Bidders

160. Auction REPORT

161. UPLOAD AUCTIONS

162. Details of bids and outbids

163. DISTRIBUTION REPORT

164. DIVIDED LOTS AND LOTS FOR APPROVAL

165. SECURITY AMOUNT

166. Refund report

167. 10.MIS REPORTS

168. Consolidated Ravanna Report

169. Budget Allotment & Expense Report DDOwise

170. REVENUE CASH BOOK REPORT

171. REVENUE CASH BOOK REPORT

172. REVENUE UNREMITTED BOOK IN MD ACCOUNT

173. REVENUE UNREMITTED BOOK IN DSM ACCOUNT

174. Consolidate Salelist Report With Floor Price