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Published byMorgan Gray Modified over 8 years ago
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WEB BASED ENTERPRISE SYSTEM FOR UTTAR PRADESH FOREST CORPORATION
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THE SETTING
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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
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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.
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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
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(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
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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
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MODULES PRESENTED
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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
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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:
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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
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DISCUSSION OF MODULES: 1.LOGGING MANAGEMENT
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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
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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
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Sale List of Timber(Hindi)
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Marking Register Report
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Sale List Report
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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
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Form for Volume and Royalty calculation of Timber
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Detailed Report of Volume and Royalty Calculation
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Royalty Calculation
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Logging Plan
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Logging Plan (contd)
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Logging Plan Report
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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
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Production Of Timber -Form
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Production Of Timber: Form (contd)
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Production Report
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Ravanna of timber Form
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Ravanna Report
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2.DEPOT MANAGEMENT
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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.
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Receiving Register at depot
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Report of Receiving Register at Depot
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Pre Sale List Creation
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Final Sale List Report
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3.SALES
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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
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Pre Sale List of Timber
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Detail Report Of Salelist with Floor Price
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Auction Register
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Auction Report
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Lot Approval After Sale
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Lot Approval After Sale(contd)
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Lot power summary
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Approval Summary
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Generate Tax/ Sale Invoice
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Generate Tax/ Sale Invoice (contd)
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Invoice
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Sale Receipt
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Sale Receipt(contd)
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Tax Receipt
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Exit Permit
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Exit Permit(contd)
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Exit Ravanna
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Exit Ravanna Report
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4.FINANCIAL ACCOUNTING
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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
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Bank Receipt Voucher Form
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Bank Recipt Report
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Bank Recipt Voucher Report
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Bank Payment Voucher
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Bank Payment Voucher Report
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Journal Voucher
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Journal Voucher Report
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Ledger
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Ledger Entry Report
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Cash Book
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Cash Book Report
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Bank Book
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Bank Book Report
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Balance Sheet
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Balance Sheet Report
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Salary Posting
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Salaray Posting Report
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Search for Logging Payment Details-Data comes from Logging module
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Logging Payment Details Report
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5.BUDGET
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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
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Capital Expenditure Budget Request form
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Capital Expenditure Budget Request form(contd)
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Projected Budget Report for the current financial year
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6.PERSONNEL AND TOUR PROGRAMME
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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
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Employee Master:list of employees and details of particular employee like personnel info, salary structure.
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Employee Master (contd)
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Employee searching possible on various parameters like employee code employee name , designation etc
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Salary Report/Register
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Salary Slip: - Clicking on preview button will generate the salary slip.
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Monthly Salary Register
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Employee List :- Here we can see the list of employees designation wise
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Employee List (contd)
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TOUR PROGRAM AND TA BILLS
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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.
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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.
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Tour Program creation
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PendingTour Program
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Tour Program Report Generation
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TA Bill Creation
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TA Bill Creation(contd)
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TA Bill
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7.TENDU LEAF AND TENDU LEAF TENDER PROCESS
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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
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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.
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Tendu Leaf Collection
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Bag Number Generation
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Bag Send Process
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Production of Tendu Leaf
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Ravanna ofTendu Leaf
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Cash Pay Order Generation
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Division wise Bonus Details
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Pay Order Generation
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TENDU LEAF TENDER PROCESS: TENDER CONFIGURATION
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Party Details
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Party wise &Lot wise Tender Details
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Invalid Bidder Process
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Payment Detail after EMD Adjustment
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List of Disqualified Highest Bidder
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Final Approved Lots
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EMD Details of Disqualified Party
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Comparitive Statement
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8.E-NOTESHEET
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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
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Creation of new E-Notesheet
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Creation of new E-Notesheet (contd)
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E-Notesheet status
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E-Notesheet Archive
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E-Notesheet forward
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E-Notesheet pending report
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Forwarded E-notesheet status
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Forwarded E-notesheet status (contd)
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E-Notesheet Report
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E-Notesheet Report(Contd)
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9. Store & Purchase Asset Management
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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
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Item Creation
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PURCHASE INDENT
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PURCHASE oRder form
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PURCHASE oRder form(contd)
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PURCHASE oRder REPORT
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CHALLAN CUM BILL / INVOICE
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INWARD CHALLAN FORM
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INWARD CHALLAN FORM(CONTD)
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CASH PURCHASE FORM
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CASH PURCHASE FORM(CONTD)
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DIRECT ISSUE OF ITEMS
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REPORT FOR ITEM STOCK REGISTER
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Consolidate Direct Item Purchase Report
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Item Stock Register
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10.ONLINE AUCTION SYSTEM
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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
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Login Page
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WELCOME PAGE
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Running an auction
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Deleting an auction
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List Of Bidders
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Auction REPORT
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UPLOAD AUCTIONS
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Details of bids and outbids
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DISTRIBUTION REPORT
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DIVIDED LOTS AND LOTS FOR APPROVAL
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SECURITY AMOUNT
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Refund report
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10.MIS REPORTS
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Consolidated Ravanna Report
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Budget Allotment & Expense Report DDOwise
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REVENUE CASH BOOK REPORT
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REVENUE CASH BOOK REPORT
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REVENUE UNREMITTED BOOK IN MD ACCOUNT
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REVENUE UNREMITTED BOOK IN DSM ACCOUNT
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Consolidate Salelist Report With Floor Price
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