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INSTRUCTIONS TO ALL THE ENGINEERS OF TNPCB REGARDING THE USE OF

ONLINE CONSENT MANAGEMENT & MONITORING SYSTEM (OCMMS)

1. The OCMMS has been customized for the requirement of Tamil Nadu Pollution
Control Board.
2. The process has been customized based on the manual processing of file that is being
followed at present. The main differences is that in the manual processing of
application, the processing is done using hard copy of application, Inspection Reports
etc., Whereas in OCMMS, similar processing is done, but the application, Inspection
Reports etc., will be in soft copy.
3. All the Engineers shall login to OCMMS daily to check for receipt of any
application for online processing.
4. Whenever, industry submits an application, it will reach the concerned DEE login
automatically. Simultaneously SMS and e-mail alert will also be received by the DEE
through his CUG phone and his personal e-mail ID which has been uploaded in
OCMMS software
5. As soon as the new application is received by the DEE, he shall check whether the
application is a 17 Category unit and if so he shall forward it to the JCEE (M).
Otherwise, he shall identify under which AE/AEE jurisdiction it falls and shall forward it
to him/her for scrutiny. He shall use the Forwarding activity to forward the file to the
JCEE (M) or the concerned AE/AEE. While forwarding the file he shall furnish his
remarks in the Text field provided therein.
6. The AE/AEE on receipt of the application from the DEE, shall check the instructions
given by the higher officer by clicking and viewing “Note History”. He shall then check
the correctness of the information provided by the unit in the application by verifying
each and every column of the form. The application can be viewed either by clicking
the view form or print Air form, print Water form. He can either take print out of the
application for verification or he can verify the application online from the screen.
7. After scrutiny, if the application is complete in all respect he can forward the file to the
DEE with the remarks stating that “The application is complete in all respect including
consent fee”. If the application is incomplete the AE/AEE shall prepare the scrutiny
report in the following 3 headings:
a. Corrections to be made in the Application
b. Corrections/Clarifications required in the enclosures
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c. CF details (Demand: current & arrears; Remittance and balance)

He shall prepare the report either separately as a word document and attach or write
in the text field provided in the forwarding activity area and forward the file to the DEE.
8. The DEE after receiving the scrutiny report from the AE/AEE shall go through the
report and after satisfying himself with the report he shall carryout one of the following
three activities.
a. If the application is complete in all respect then he shall proceed to other
activities.
b. If no corrections are required in the application and the CF balance is “Nil”,
but certain other clarifications or additional documents are needed then he shall
use “Raise Clarification” activity to request the unit to furnish the necessary
clarification/document keeping the file with himself. (DEE forwarding to DEE). In
this case application will not be returned to unit.
c. If either correction is to be made in the application or additional CF to be
remitted by the unit then he shall use “Scrutiny” activity. Here he will return the
application to the unit by choosing “Incomplete” option from the drop down
menu. If additional fee to be remitted by the unit, the DEE shall prepare CF
demand table which will appear on choosing the “Scrutiny incomplete” option.
He may prepare this table with the help of the scrutiny report received from the
AE/AEE. This table along with the remittance and balance can be viewed in
“Industry Master Data”. (Details of how to prepare industry master data has
been separately explained in the later part of this document).
d. While carrying out the activity mentioned in “b” and “c” he may write the details
required in the text filed provided therein or attach a separate document.
9. It is the responsibility of the Engineer concerned as well as the DEE to ensure that the
application received is in complete shape as well as the consent fee paid by the
industry is correct.
10. At this point, SMS and e Mail alert will be sent to industry
11. The Industry will make necessary corrections in the application form, attach any
leftover documents and remit any balance of consent fees if any and will resubmit the
application form to DEE. At that time SMS and e-Mail alert will be received by the
DEE.
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12. DEE shall open the Note History in the application in OCMMS, check whether any
documents have been attached, any fees have been remitted and send it to the AE for
verification by making noting in the Note file.
13. AE concerned on receipt of application, shall verify the application for its
completeness, verify the documents furnished for its completeness, verify the consent
fee demand and remittance details etc (can be checked from the “Industry Master
Data”) as is done in manual processing and make necessary remarks in the Note file if
there are any deficiencies and request DEE to obtain the information from the industry.
In this case the earlier steps indicated shall be followed till all the required information
is obtained from the industry.
14. After ensuring the completeness of the application the DEE shall „Raise inspection‟
by clicking “Yes button” in the above activity. It shall be noted that AE/AEE/DEE
can’t submit IR without prior “Raise inspection”. Here the DEE can either forward
the file to AE/AEE or keep it with himself for preparing IR.
15. After “Raise inspection”, the concerned inspecting officer shall inspect the unit after
serving the “Inspection Notice” to the industry offline in the prescribed format as per
the procedure laid down under the Water (P&CP) Act, 1974 as amended and the Air
(P&CP) Act, 1981 as amended.
16. After inspecting the site, the inspecting officer shall use “Submit Inspection” activity
to prepare IR. It shall be noted that “Industry Master Data” has to prepared and saved
first to prepare IR. It shall also be noted that there are certain information coming from
“Industry Master Data” and hence it is important to fill this data first and properly. The
inspecting officer shall also prepare topo sketch of the site and scan it and store it as
soft copy to upload along with IR.
17. On click of the „Prepare First Inspection Report‟ button, inspection report tab will
open in a separate window. IR can be prepared only by the officer in whose
login the file is pending. In IR the inspecting officer need to fill only date of
inspection, any other information and specific recommendations. If it is a joint
inspection then there is a provision in the “Industry Master Data” to add the
additional officer in the IR. There is a provision to upload topo sketch in the IR.
Additional documents like photographs can also be uploaded along with IR
using the “Upload additional document if any” provision in “Submit Inspection”
activity.
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18. After completing the above activities, If AE/AEE is the inspecting officer he shall
submit the IR and forward the file to the DEE. The DEE after receiving the file shall
add “DEE Recommendation” (available on the top of activities screen) if the IR is in
full shape. If not the DEE may forward the file to AE/AEE for necessary modification. If
the DEE is the inspecting officer and IR is prepared from his login he shall add “DEE
recommendation” before submitting the IR.
19. The DEE shall then state that the IR is approved if it is to be placed in the DLCCC, and
shall forward the file to the AE/AEE with the instruction to prepare note for DLCCC. If
the unit has to be placed in ZLCCC, the DEE shall submit the IR and forward it to the
JCEE (M).
20. The JCEE (M) on receipt of the file from the DEE shall forward it to the EE in his office
for scrutiny. The EE shall check if the application and IR received from the DEE is in
order. If no he can forward the file to the JCEE (M) with the details of clarification
required. JCEE (M) can forward the file either to the DEE or the unit to get the
clarification. On receipt of satisfactory clarification, the JCEE (M) shall ask the EE to
prepare Note for placing before ZLCC.
21. For preparing note „prepare note‟ tab may be used. Any additional
information/conditions to be added can be prepared as word file and attached. The
DEE/JCEE (M) shall go through the Note and if it is OK, then they can ask the AE/EE
to take copies and place before the DLCCC/ZLCCC.
22. On receipt of application by DEE/JCEE(M), he will approve the Note for
DLCCC/ZLCCC as the case may be and can instruct the AE/EE(M) to take print out of
the note and provide copies to all the Engineers in District Office/DEEs at Zonal level
to attend the DLCCC/ZLCCC meeting in a date fixed by DEE/JCEE(M).
23. The DLCCC/ZLCCC meeting shall be conducted and minutes of the meeting shall be
prepared industry wise separately and shall be got signed by all the members and
DEE/JCEE (M). The signed copy shall be scanned and uploaded by the DEE in case
of DLCCC or by the JCEE (M) in case of ZLCCC in the Note file. Simultaneously DEE
shall approve the consent by clicking the „approval status‟ button and assign it to
AE/AEE concerned requesting him to prepare consent order or refusal order. The
JCEE (M) similarly shall approve by clicking the „approval status‟ button and forward
the file to the concerned DEE. The DEE in turn forward the file to the concerned
AE/AEE to prepare CO.
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24. On receipt of application by AE, he shall check the note file and if the DEE has
requested to prepare consent order he shall prepare the consent order by pressing the
button named „prepare consent order‟ which is available on top.
25. While preparing the consent order, the AE must be careful in choosing the appropriate
drop down wordings. He shall also be careful in choosing the validity date of consent
order. He shall also enter the conditions which are to be incorporated in water consent
order at appropriate location and the conditions that should appear in Air consent
order at appropriate location. He shall also select the office from which consent order
is issued. He shall also select where the decision was taken(DLCCC/ZLCCC)
26. After completing the consent order he can view the consent order for its correctness
and completeness and after satisfying himself he can forward the application to DEE
for approval of the consent order. AE can make corrections in the consent order any
number of times till he sends it to DEE.
27. On receipt of application by the DEE, he shall verify all the details in the consent order
and satisfy himself for the correctness and completeness of the consent order. It is
the responsibility of the DEE to ensure for the correctness and completeness of the
consent order prepared.
28. After verification of the consent order, the DEE must state that the consent order is
approved and must click the button named „scrutiny status‟ as „scrutiny complete‟ and
then press the button named „close application after approval‟ and send the
application to record room for storage purpose.
29. Once, the DEE clicks the button named „close application after approval‟, the consent
order under Water and Air Act will be sent to the industry online and the industry will
be able to view the consent order.
30. In case of 17 Category units the JCEE (M) and EE in his office shall follow the same
process as it is followed in the DEE office for processing the file and the JCEE (M)
shall forward the IR and the file to the concerned JCEE in the Board office.
31. Similarly in case of units to be decided at Board office, the DEE shall forward the IR
and the file to the concerned JCEE in the Board office.
32. JCEE concerned at Board office on receipt of the application verify first whether he
has jurisdiction over the application received else he has to forward it to the concerned
JCEE.
33. JCEE at Board will then send it to AE/AEE/EE concerned working under him for
scrutiny of application, IR etc.
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34. AE/AEE/EE will go through the application form and Inspection Report column wise
and satisfy himself for completeness of the report. If the Inspection report/ Application
form is not in complete shape, he can note down the deficiencies in the Note file and
send it to JCEE at Board.
35. JCEE at Board can either raise clarification from the DEE/JCEE(M) by returning the
application or he can raise clarification from industry by clicking the button named
„Raise clarification‟ and assign the application to himself without fail for receipt
of details from industry by him. He also can return the application to industry for
making any corrections in the application form by clicking „scrutiny status‟ button as
incomplete which will ensure returning of application back to industry.
36. In case the application is incomplete and returned to industry, any correction,
attachment of documents, remittance of fees will be received by the DEE concerned.
DEE will then forward the application to JCEE concerned in Board for processing.
37. In case clarifications are only requested, clarifications furnished will be received by
JCEE at Board.
38. On receipt of information, JCEE at Board can send the application to AE/AEE/EE for
scrutiny and for putting Note for TSC/CCC.
39. On receipt of application, AE/AEE/EE shall open the note file and click the button
named „prepare note‟. Any additional conditions to be added can be sent as word file
and attached. After this activity, in the note file AE/AEE/EE can state that note has
been prepared and send it for approval.
40. JCEE at Board can verify the Note for TSC/CCC satisfy himself for the completeness
of application, inspection report and fees remitted, can send the Note to Member
Secretary.
41. MS on receipt of application shall go through the entire file noting, application form,
inspection report, and the Note for TSC/CCC. In case there is any clarifications
needed, MS can request the JCEE concerned for clarification by him or industry or
DEE/JCEE(M). In case of clarification needed the procedure already stated shall be
followed. In case there is no deficiency in processing of application in accordance with
the powers vested with him he can either approve the Note or forward the application
to Chairman for approval.
42. Chairman on receipt of application can check if the note for TSC/CCC is in order or
forward the application to PA Technical for verification. If there is any clarification
needed the application can be sent to JCEE concerned through MS for obtaining the
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clarifications. In case the application, Note are in complete shape, Chairman can
mention that the note may be placed before TSC/CCC for its approval and forward the
application to MS
43. On receipt of application by MS, the application will be forwarded to JCEE concerned
at Board for taking print out of the Note.
44. JCEE concerned at Board will take a printout of the Agenda Note and hand over the
copy to BMS section for taking Xerox and placing it before TSC/CCC. Simultaneously
JCEE shall forward the application to MS.
45. MS will then send the application to Chairman for approval after the conduct of
TSC/CCC meeting
46. BMS will take Xerox copy and furnish it to members of TSC/CCC and communicate
the date of meeting and make arrangements for the meeting.
47. TSC/CCC will be conducted as usual, decisions will be taken, JCEE concerned at
Board will put up minutes offline to Chairman through MS for approval. Simultaneously
Chairman shall approve the consent by clicking the „approval status‟ button and
assign it to MS requesting him to prepare consent order or refusal order.
48. MS will forward the application to JCEE concerned at Board for preparation of consent
order/refusal order.
49. The approved and signed minutes will be scanned by JCEE concerned at Board and
will upload the scanned minutes in OCMMS and send the application online to
AE/AEE/EE for preparation of consent order.
50. On receipt of online application by AE/AEE/EE, he shall check the note file and if the
JCEE has requested to prepare consent order he shall prepare the consent order by
pressing the button named „prepare consent order‟ which is available on top.
51. While preparing the consent order, the AE/AEE/EE must be careful in choosing the
appropriate drop down wordings. He shall also be careful in choosing the validity date
of consent order. He shall also enter the conditions which are to be incorporated in
water consent order at appropriate location and the conditions that should appear in
Air consent order at appropriate location. He shall also select the office from which
consent order is issued and the section (T1, T2 etc). He shall also select where the
decision was taken(TSC or CCC)
52. AE/AEE/EE after completing the consent order he can view the consent order for its
correctness and completeness and after satisfying himself he can forward the
application to JCEE for approval of the consent order.
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53. On receipt of application by the JCEE, he shall verify all the details in the consent
order and satisfy himself for the correctness and completeness of the consent order. It
is the responsibility of the JCEE for the correctness and completeness of the consent
order prepared.
54. After verification of the consent order, the JCEE shall forward the application with
consent order to MS for approval.
55. MS on receipt of application shall either approve as the case may be and must state
that the consent order is approved and must click the button named „scrutiny status‟
as scrutiny complete and then press the button named „close application after
approval‟ and send the application to JCEE.
56. In case the consent order has to be approved by the Chairman, MS shall forward the
application to Chairman
57. Chairman shall state that the consent order is approved and must click the button
named „scrutiny status‟ as scrutiny complete and then press the button named
„close application after approval‟ and send the application to MS for forwarding it to
JCEE concerned.
58. MS will send the application to JCEE concerned.
59. JCEE concerned shall then send the application to Record room in Board office for
custody.
60. Once, the Chairman/MS clicks the button named „close application after approval‟,
the consent order under Water and Air Act will be sent to industry online and the
industry will be able to view the consent order.
61. As per the present procedure, a signed, hologram pasted hard copy of consent
order in water marked paper shall be sent to Industry, with copy to Board office,
DEE office, JCEE (M) according to the category of industry, and to local body
without fail.
62. In case of renewal, the relevant procedures as explained above shall be followed
except preparing the note. The concerned officers can provide approval based on the
IR and the noting of the various officers.
63. Wherever the application is closed after approval, the DEE at District office and
JCEE concerned at Board who are processing the file for consent shall taken
print out of application form, Note History, inspection report, Industry master
data, Agenda note, consent order copy and have a signed hard copy for record
purposes.
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THE INSTRUCTIONS FURNISHED ABOVE IS FOR REFERENCE PURPOSE. ANY SCENARIO

DIFFERENT FROM THE ONE HIGHLIGHTED ABOVE, IT IS LEFT TO THE OFFICER
CONCERNED TO DECIDE WHAT ACTION MUST BE DONE. HOWEVER THE ACTIONS TO BE
INITIATED SHALL BE IN ACCORDANCE WITH THE INSTRUCTIONS ALREADY GIVEN BY
THE BOARD/CHAIRMAN/MS.

ANY DOUBTS REGARDING ONLINE PROCESSING OF APPLICATION, ANY OFFICER CAN

CONTACT OCMMS TEAM CONSISTING OF FOLLOWING FOR CLARIFICATIONS.
1. A.KRISHNAMOORTHY, JCEE (8056042116)
2. S.PALANISAMY, AEE (8056042172)
3. Dr. R.ETHIRAJAN, AEE (8056042129)
4. M.MURALIDHARAN, AEE (8056042462)
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