USER MANUAL

FOR
PUNJAB URBAN DVELOPMENT
AUTHORITY

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EDMS & Workflow Solution For PUDA
The software is named as Electronic Document Management System (EDMS) & workflow
management and will provide a facility to upload and stored digitized document. Through this
application Admin will be able create Roles/Users and can also provide rights to Roles created
and to users to access the system. Admin would also be able to monitor the activities of other
users and reset password of users if required.
In the system repository (folder structure) will be created as per need by the user to store
documents in ordered format that will enable a user to locate and search document with ease.
The goal of the application is to reduce the manual work overhead and most importantly save
time and to manage the document for longer period. We replace the manual service diposal
process by using Workflow management software.

We studied and analyse the whole manual process followed by PUDA officials from Single
window operator to dispatcher & record room activities. We replace all the activities with the
online software.
We include all the services related to allotment & building branch & end to end solution PUDA
provides ti its customer by using software.

In this document we see how the software works & dispose the application by using online
software.

There are 3 main modules of the software namely

1. Administration panel
2. Workflow from different authorities
3. Disposal & transfer the document to record room.

1. Administration panel:

Administration panel is responsible for creation of roles, user, authorites who are going
to use this software. Admin is responcible for assigning access to the particular roles &
service allotted.

Basically administration tab is use for creation of roles & users of assistant,
superintendent, Assistant estate officer, Esatae officer, accounts room user, dispatcher,
Record room user, Building Branch authorities including SDO,JE,Admin itself & their
access rights to access particular service or particular folder.

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 2. Workflow with different authorities
From receiving of application from single window to dispose by authority to transfer it
to the record room all the stages are involved in workflow.

Following are the users of workflow application

 Allotment related services

1. Single window operator
2. Assistant
3. Superintendent
4. Assistant estate officer
5. Estate officer
6. Dispatcher
7. Record room user

 Building Branch Related services

1. Single window operator
2. Assistant
3. JE
4. SDO
5. Estate officer
6. Dispatcher
7. Record Room User

When any service needs a concern or data from Account User, Application sends to the account
user at any stage and take back in workflow.

Please Go through the screens attached in the document. The screens are application screens
which are ready to use. Purpose of this document is just showing the users how he can operate
the system.

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PUDA – PUNJAB URBAN DVELOPMENT AUTHORITY

This is the login screen of the application.

Single window operator log in the system by using his/her assign credentials.
& click on the sign in button to enter the application.

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As shown in the image above, Welcome message pop up shows the operator is log in the
system. Along with the welcome message pop up,system shows the operators login time, with
his systems IP address.

 After login click on the workflow tab, select single window to enter in the workflow
system.

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 As shown in the following image all the received application on single window showing
on dashboard. Application with the Application no, Reference no, Property No, Property
size, Branch, status, scheme, Fifo id, Disposal date, & unique property ids are showing.
 Operator checks the two fileds- Data entry uploaded & Document uploaded. If both the
fields are tick mark with green arrow e can able to upload the application which is
received on single window.
 The files which are going to flow in workflow and passing through all the concern
authorities are need to be uploaded in the system & daya entry against that application
need to be uploaded in the system
 This two activity are performed back end. Scanning user already uploaded this two type
files. Operators task is just to upload exact received file on single window by clicking on
upload button.

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 As we know the PUDA follows the FIFO system for service management, we get thw
application from single window by using web service.
 Operator select the FROM DATE & TO DATE & click on sync button to sync the
application from single window.

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 Lets take example for Property ID 113160
 For property id 113160 following applications along with services are received. We take
example for service- Permission to Mortgage.
 Both the files- Data entry & document files are uploaded against the property id
113160.
 Operator Upload the application file which is received on single window.

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 All the application details of operators uploaded copy are shown in red.
 Operator click on the upload button select the application file from the location.

 Once upload the pop message shows file is uploaded can’t be remove from in
noting/supplementary

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 As shown in below image, after file uploading operator need to select Role & User from
drop down.
 Here role selected is ASSISTANT
 User selected is MADHUR GARG

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 After selecting the user from drop down , click on the Transfer button, file is sent to
madhur garg along with noting & supplementary.
 Madhur garg- assistant now is need to lgin with his credentials which is created by
Admin.

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 On operators dashboard status shows that file is moved to the MAdhur garg- Assistant
along with all the file details.( Service requested, scheme, property no, property size,
property id, application no, reference no )

 Madhur garg login with his credentials. Sysytem welcomes with the pop up along with
the Login time & IP address

 On madhur gargs dashboard file is received. Now click on view button to view the
documents.

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 On top right corner along with the application details its noting & supplementary part is
shown. Assistant can see the noting & supplementary part.
 Assistant study the service case & comment his concern in comment box,& then
transfer to Superintendent Role.

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 For comment box- after typing the word in English alphabet & space button comment
will be converted into Punjabi language.

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 After commenting on Service requested, Assistant transfer the case to Superintendent
role & its concern Superintendent.

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 On Assistants dashboard it shows status that application is sent to superintendent-
Gurmukh singh .

 Now Superintendent Gurmukh singh is login with his credentials which is created by
admin. Welcome message pop up shows to the Gurmukh Singh.

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 On superintendents dashboard shows the application is received. Now superintendent
click on the view button to see the applications noting & supplementary part.
 Comment his concern in comment box & send to the next authority – Assistant EO
 While commenting he can see the assistants comments in down box. So he can analyze
the application & comment on it.

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 Now Gurmukh Singh select the role & user & click on transfer button to sent application
to the next stage.

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 AEO- the next role in the workflow login with his credentials, which is created by Admin.
 Welcome pop up message shows the login time & system IP.

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AEO can see the Gurmukhs comment in down box, Comment his own concern & transfer
application to the EO ( next authority )

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 On AEO dashboard status shows that application is sent to next authority EO for
disposal.

 EO login with his credentials, analyze the application, read the comments of assistant,
superintendent, AEO & comment his own concern & dispose the case.
 If he wants partial dispose ( Superintendent also) he can select the partial dispose
option & sent the case again to operator with his concern mention in comment.

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 Once EO dispose the case the file transfer to the dispatcher user, EO dashboard shows
the file status.

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 EO transfer the file to dispatcher by clicking on dispose buton
 Dispatcher- Sukhdeep singh Brar login with his credentials which is created by admin.

 Dispatcher- Sukhdeep Singh Brar-

 Along with the digital file in workflow, one physical signing authority copy is also need to
flow in system manually
 Dispatchers task is to add this copy in workflow at last by uploading the copy in
supplementary part.
 Dispatcher upload the sign authority copy where all the assistants, superintendents,
AEO, EO signature is made.
 As shown in image dispatcher upload the signature copy & transfer the whole file to the
record room user.

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 After Dispatcher file sent to the Record room user
 Record room user login with his credentials & view the file.
 All the comments part are added in Noting part & signature copy are attached in the
supplementary part
 This is how application is disposed & service is closed.

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 Record room user view the file by clicking on view button

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 Same workflow we can run for Building branch services with respect to its concern
user(SDO,JE,EO)
 Some extra document security features we are adding such as water marking on
document, time stamping, capture IP address, access level restriction, digital rights
solution, special Admin rights.

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