Mussoorie Dehradun Development Authority

Enterprise Resource Planning (ERP)

HRMS | PAYROLL | MAPS | RTI | PGRC | PROJECT | PROPERTY | NAZOOL | FINANCE | PURCHASE | LEGAL | UCMS

An ICT Initiative towards Smart Governance

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ERP : Utility & Features

ERP provides an integrated view of core business processes, often in real-time, using common databases maintained by a database management system. ERP systems track business resources—cash, raw materials, production capacity—and the status of business commitments: orders, purchase orders, and payroll, Human resource. The applications that make up the system share data across various departments (Finance, HR, Project , Map, Legal etc.) that provide the data.ERP facilitates information flow between all business functions, and manages connections to outside stakeholders.

• Integrates all sections of MDDA office (Redundancy of information is prevented)• Reduce the time in file movement (desk to desk)• Easy accessibility / monitoring to all files and data (information)• Ensure transparency in the functioning• Get rid of enormous papers and their storage• Improve time less / space less office concept• MIS on almost every aspects• Strong Database management capability for analytics

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ERP : Utility & Features

• Preservation of files in electronic format • Online Document submission for map approval / RTI / Public

Grievance / Property / license / Compounding etc• Online Delivery of Sanctioned building plans / RTI information

/ Grievance status / Licenses etc to the applicant• Paper-less office (E-Office)• Easy monitoring & progress evaluation of all sections• Tracking & verification to prevent data manipulation• Accessibility to applicant to submit & view progress from

comfort of their home or office• 24 Hrs working for employees as ERP is accessible globally

over internet.

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Online Map Approval System(OMAS)• MDDA is probably the 1st development authority in India to have paperless online map approval system.• Applicant submits his application and documents online at MDDA’s online portal without even stepping into MDDA office.•All internal scrutiny & processing is carried online and digitally saved.•All information / queries asked to applicant is sent by email & through SMS alerts.•All information / current status of the application is available at MDDA portal and informed to the applicant through SMS / e_mail •Sanctioned Digital Map Delivered online to the applicant with digital signatures in it•Applicant can make payments thru online payment gateway integrated in the MDDA’s portal 4

Right To Information (RTI)

• Applicant can file RTI’s online at mddaonline.in .• All RTI’s submitted online are verified and forwarded to concerned PIO for further action.• Once the query is answered the applicant is notified of any response charges(if applicable) that he needs to pay, the fee can be paid online and as soon as the payment is made the RTI response is delivered to him online on his mail and portal.

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Public Grievance Redress System (PGRS)

•Applicant can file their grievance /complaint online at mdda portal mddaonline.in with his login.•All grievance s/complaints submitted online are verified and forwarded to the concerned officer for further action.•The applicant is notified by SMS of the response and action taken against his/her grievance is delivered to him online (portal/email).•The status of all complaints/grievances can be monitored at any point of time

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Human Resource Management System (HRMS)• Recruitment to Retirement management

• Loan and Advance Management• Skill Management • Formation of different committees

(tender/ interview /inspection etc)• Pension Management • Leave Management • Employee Management

(promotion/transfer etc)• Career Management • No-Dues , employee grievance

Management• Increment • Last pay certificate • Organization Structure etc

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Salary/Advances and Pension Management

• Salary Approval process• Stop/ Re-pay salary• Arrears (DA , Pay , Promotional

arrears)• Tax deductions • Form 16• PF/GPF/EPF management • Bonus• Income tax• Bank Transfer • Recurring Deposits• Salary certificates etc

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Finance and Accounts

• Budget Management• Asset and Liability Management• Bank Management• Transaction management • All type of receipt management• All type of payments and bill passing procedure• Automatic Accounts Reconciliation • Balance sheet• Profit and Loss statement• Trial Balance• Income Expenditure Statement• All type of Forms • TDS Management• On Line payment / Receipts

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Project Management

• Managing new proposal & approval• Estimating only proposal which are approved for action• Monitoring Tender process & Managing Contractor's details & quotes• Maintaining SOR sheets for different places & chapters• Updating MB into system & generating bills for contractor payments• Approving bills & raising contractor cheques• Monitoring project progress & penalty for not obeying bond conditions.• Mandatory tracking & approval on work amendments & extra works or date extension.

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Unauthorized Construction Management System (UCMS)

• FIR registration with site photographs • Challan and notice generation • Online cause register• Monitoring case register date and hearing dates.• SMS alerts and emails for case status (hearing date etc)• Review case status and pendency• Check for case current status & past event actions.• Review sector wise case registration ratio.• Review of case closing turn around ratio.• Monitor case events and updates.• In-build Compounding process (map approval)

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Purchase / Stores

• New purchase indent• Tender / Quotation based on single bid or double bid• Vendor Response capturing & analysis• Purchase / Work order award• Goods Receipt & Physical Verification• Vendor invoice capturing & payments• Stock/Inventory register • Employee / department requisition• Stores issue & return• Dead Stock disposal/Auction

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Planning Section• Land Use Application / Scrutiny / certificate• Surveyor/Engineer License issuance and renewal• Development Planning Proposal / Approval• Master Plan approval Process• Public Objection/Suggestion • Plan Amendments

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Nazool Land Management Systen

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• Nazool land free hold process is online

• All financial management (collection etc)

• Status is informed to applicant through mail/sms/portal

• All MIS related to applicant and land

Legal Case Management System

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• Advocate details• Legal Cases (Court

Wise/Advocate wise/ Nature wise)• Case Tracking• Types of cases

Property Management System

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• New Scheme Launch • New Property Registration (online)• Property Allotment• Property Sale / Rent amount collection

details• Account management of all property

holders• Regular updates through mail & SMS

to applicant• Individual details available to

applicant on MDDA portal

A Technical Over-view

MDDA has its own –• Data Centre • SMS server• Email Server• Application Server• Database Server• Backup Server• Document management server• Dedicated lease line• Wi-fi Campus• Different Whatsapp groups for m_governance• Bio-Metric Attendance System• CCTV•Digital Signature Integration for the documents to be delivered online.

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An Impact – Employee’s perspective

• More responsive – All performance is recorded•More efficient•More productive – All information on a click of the mouse, No paper file movement•More accessible (24 x 7 Availability) – Web bases ERP•Punctual (Bio-Metric )•Aware of their pending works (SMS alerts)• Confident in using technologies –(Computers / smart phones etc)

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An Impact – Citizen

•Transparent process - At every step applicant is aware of with the status of his file/application• Services are delivered to the applicant in a specific time frame (built-in-time-management).• Before implementation of ERP, citizen were very negative about building plan approval process, now there is an increase of 20% in building plan submission and subsequent decrease in un-authorized construction, resulting in increased revenue.

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An Impact – Authority

•Now MDDA is considered one of the best organization in terms of management and accessibility• Better Management – All information is available on a click of mouse, no need to go for files, better utilization of manpower.• Improved service delivery – Services like (Building plan approval is done is just 5 days in comparison to more than a month )• Efficient and development friendly organization.•Better image in the public

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Thanks