eBiz – A G2B Platform for Government of...

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eBiz – A G2B Platform for Government of India Training – eBiz User Manual Registration under Shops and Establishment Act Submitted to Department of Industrial Policy and Promotion (DIPP) UdyogBhavan, New Delhi - 110011 Phone: 011-23061222 Fax: 011-23062626 By Infosys Limited 44, Electronic City, Hosur Road Bangalore – 560100

Transcript of eBiz – A G2B Platform for Government of...

eBiz – A G2B Platform for Government of India Training – eBiz User Manual Registration under Shops and Establishment Act

Submitted to

Department of Industrial Policy and Promotion (DIPP) UdyogBhavan, New Delhi - 110011

Phone: 011-23061222 Fax: 011-23062626

By

Infosys Limited 44, Electronic City, Hosur Road

Bangalore – 560100

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Contact Information Name Saroj Senapathy

Designation Delivery Manager

Address Infosys Technologies Limited, 44, Electronics City, Hosur Road, Bangalore – 560100, INDIA

Phone Board: +91-80-2852-0261 Direct: +91-80-6641-5774 Mobile: +91-97422-01355 Fax: +91-80-2852-0362

Email [email protected]

Confidential Information The information provided in this document including information disclosed in discussions to be conducted pursuant to this document is confidential to Infosys Limited and Department of Industrial Policy & Promotion (DIPP). This document contains information and data that Infosys considers confidential and proprietary (“Confidential Information”). Confidential Information includes, but is not limited to, the following:

Corporate Information about Infosys

Project experiences and Client experiences provided to illustrate Infosys capability

Human resources and skills information provided in response to request for the same

Details of current and future services and products, research and any and all intellectual property and rights of Infosys

Any disclosure of Confidential Information to, or use of it by a third party (i.e., a party other than Department of Industrial Policy & Promotion (DIPP) will be damaging to Infosys. Notwithstanding anything contained in the RFP, ownership of all Confidential Information, in whatever media it resides, remains with Infosys and no right, title or license to such Confidential Information is being granted herein. Further, Confidential Information in this document shall not be disclosed outside the Client’s vendor evaluators and decision makers and shall not be duplicated, used, or disclosed – in whole or in part – for any purpose other than to evaluate.

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Document Reference

Document Reference Number Date

INFY/eBiz/2009/GPR/eBiz_Integration_Solution/User Manual_Registration under Shops & Establishments Act

28-Jan-2016

Approval Matrix

Role Name Date Signature

Written By Anil Garg 28-Jan-2016

Reviewed By Charu Pareek 2-Feb-2016

Approved by

Version Control

Version Date Description of Changes

1.1 28-Jan-2016 Created

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Table of Contents 1 INTRODUCTION .............................................................................................................................................. 6

1.1 BACKGROUND ............................................................................................................................................................ 6 1.2 DOCUMENT OBJECTIVE ................................................................................................................................................ 6

2 ACTOR/ ROLES AND THEIR RESPONSIBILITIES ................................................................................................. 7

3 END TO END PROCESS FLOW .......................................................................................................................... 8

3.1 STEPS OF BUSINESS USER ............................................................................................................................................. 8 3.2 PROCESS FLOW ........................................................................................................................................................ 17 3.3 DEPARTMENT USERS ................................................................................................................................................. 18 3.3.1 RECEIVING HAND .......................................................................................................................................................... 18 3.3.2 DEPARTMENT OFFICER ................................................................................................................................................... 20

4 ABBREVIATION USED ................................................................................................................................... 24

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Table of Figures Figure 1 – eBiz User Portal .................................................................................................................................................. 8 Figure 2 – Upload and Submit form .................................................................................................................................... 8 Figure 3 – Confirm Invoice .................................................................................................................................................. 9 Figure 4.1 –Payment ........................................................................................................................................................... 9 Figure 4.2 – Payment ........................................................................................................................................................ 10 Figure 4.3 – Payment ........................................................................................................................................................ 10 Figure 4.4 – Payment ........................................................................................................................................................ 11 Figure 4.5 – Payment ........................................................................................................................................................ 11 Figure 4.6 – Payment ........................................................................................................................................................ 12 Figure 4.7 – Payment ........................................................................................................................................................ 12 Figure 5 – Payment Receipt .............................................................................................................................................. 13 Figure 6 – Status................................................................................................................................................................ 13 Figure 7 – Status- Audit Trail ............................................................................................................................................. 14 Figure 8 – Application Approved –Deemed ...................................................................................................................... 14 Figure 9 – Deemed Approval Certificate ........................................................................................................................... 15 Figure 10 – Resubmission Required .................................................................................................................................. 15 Figure 11– Clarification comments ................................................................................................................................... 16 Figure 12 – Resubmitting .................................................................................................................................................. 16 Figure 13 – Resubmission Complete ................................................................................................................................. 17 Figure 14 – Department Portal ......................................................................................................................................... 18 Figure 15 – Inbox: Receiving Hand .................................................................................................................................... 18 Figure 16 – Payment Details ............................................................................................................................................. 19 Figure 17.1 – Clarification required .................................................................................................................................. 19 Figure 17.2 – Acknowledge Application ............................................................................................................................ 20 Figure 18 – Login to Portal ................................................................................................................................................ 21 Figure 19 – Inbox: Department Officer ............................................................................................................................. 21 Figure 20.1 – Clarification needed .................................................................................................................................... 22 Figure 20.2 – Rejection by Department Officer ................................................................................................................ 22 Figure 20.3 – Approval by Department Officer ................................................................................................................. 23 Figure 21 – Scan and Upload Registration Certificate ....................................................................................................... 23

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1 Introduction

1.1 Background The Government of India (GOI) has been making efforts on several fronts to improve the investment climate in the country by simplifying the procedures for grant of approvals, by reducing the delays, by reengineering the regulatory processes prescribed under various legislations etc. As a result, starting a business in India has become considerably easier over the last 2 years. It now takes 35 days to register a company in Mumbai, compared with 71 days a year ago and 89 days in January 2004. However there is scope for further improvement. Against the above background, the Department of Industrial Policy and Promotion (DIPP), Government of India has been pursuing eBiz Project, whose main purpose is to create a one-stop-shop of convenient and efficient online G2B services to the business community, by reducing the complexity in obtaining information and services related to starting businesses in India, and dealing with licenses and permits across the business life-cycle. eBiz is one of the integrated services projects and part of the 31 Mission Mode Projects (MMPs) under the National E-Governance Plan (NEGP) of the Government of India. This document is intended to serve as a User Guidefor grant of “Registration certificate”under the provisions of Registration under Shops and Establishment Actunder Government of India across states.

1.2 Document Objective Objective of this document is to provide end usertraining to the Department officials for using the eBiz system. It is also intended to work as a guide for user reference in future.

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2 Actor/ Roles and their Responsibilities

Actor Responsibilities

Business User Submits e-form with attachments

Makes Payment

Provides clarification sought by the department

Receiving Hand

Scrutinizes application submitted by the Business User

Request Clarification from Business User

Generates acknowledgement

Department Officer

Scrutinizes application submitted by the Business User

Request Clarification from Business User

Provide Approval/Rejection on application

Signs and upload Registration Certificate/Rejection letter

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3 End to End Process flow

3.1 Steps of Business User

1. Enter credentials if already a member/ register if not a member.

Figure 1 – eBiz User Portal

2. Click on Submit forms and select appropriate data from the menu by scrolling down, browse the

form and click on upload.

Figure 2 – Upload and Submit form

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3. Enter fee and click on proceed. Screen will appear to confirm Invoice and to enter Name and

Address.

Figure 3 – Confirm Invoice

4. Select from the dropdown the payment options, choose the preferred bank and click on pay.

Figure 4.1 –Payment

5. Application is redirected. Click on OK.

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Figure 4.2 – Payment

6. User will be directed to the chosen bank’s webpage.

Figure 4.3 – Payment

7. Enter the confidential username and password for the payment to proceed.

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Figure 4.4 – Payment

8. Scroll down in the below page to select the account number from where the money is to be

debited.

Figure 4.5 – Payment

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Figure 4.6 – Payment

9. Once Payment is made, click on Return to eBiz. Usergets redirected to the eBiz webpage.

Figure 4.7 – Payment

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10. On eBiz portal, eBiz payment receipt is displayed with the summary of transaction along with the

generated eBiz Application Number which is used to track the status of the application.

Figure 5 – Payment Receipt

11. User can check the status of the submitted application by selecting status in the left menu, just

below the My Account.

Figure 6 – Status

12. User may view all the comments sent by department byclicking on the hyperlink ’View Comments'.

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Figure 7 – Status- Audit Trail

13. If at any stage no action is taken by concerned Department within 15days of submission of application then application is deemed approved.

Figure 8 – Application Approved –Deemed

14. Registration certificate can be downloaded by clicking on Application number and then view comment.

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Figure 9 – Deemed Approval Certificate

15. In case Receiving hand ask for clarification, application comes back into applicant’s inbox with status as ‘Resubmission required’.

Figure 10 – Resubmission Required

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16. The application check the clarification comments by clicking on application number and view comments.

Figure 11– Clarification comments

17. Application can resubmit by clicking on ‘Resubmission required’ and ‘Resubmit’ and upload the new form.

Figure 12 – Resubmitting

18. After uploading the form the status changes to “Resubmission Complete” and application goes to Receiving Hand’s inbox.

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Figure 13 – Resubmission Complete

3.2 Process Flow The process flow diagram below explains the steps application undergoes for registration certificate. All users have their roles and task defined for processing the application.

Registration under Shops & Establishment Act – Form Submission and Processing

Dep

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Bu

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3.1.1.9Resubmit After

Addressing Comments

3.1.1.12Receive

Acknowledgement

3.1.1.11Forward

Acknowledgement to Applicant

3.1.1.10Send

Acknowledgement Comments

3.1.1.7Request for

Scrutiny/Clarifications

3.1.1.8Forward Scrutiny

Comments

3.1.1.5Scrutinize

Application Form and

Attachments

3.1.1.1Submit

e-form with Attachments

3.1.1.2Make Payment

3.1.1.3Process

Payment

3.1.1.6Is Form OK?

(SCR-1)No

Start

3.1.1.4Forward

submission to Department

3.1.1.13Scrutinize

Application Form and Attachments

3.1.1.14Satisfactory?

(SCR-2)

3.1.1.23Receive Approval/Deemed App roval

3.1.1.22Forward Approval/Deemed App roval

3.2.8.16Forward

Modification/Clarification Comments

3.1.1.15Request for Modification/

Clarifications, Upload Clarifications (Scr 2

Contd.)

3.2.8.17Resubmit After

Addressing Comments

Objection

End

Yes

3.1.1.18Send Rejection

3.1.1.24Forward Rejection letter to Applicant

3.1.1.25Receive Rejection

Letter

Rejected

3.1.1.20Generate RC or Rejection Letter

3.1.1.21Sign, & Upload RC or

Rejection Letter (SCR-3)

3.1.1.7aFreeze of

Clarification (7 days)

3.1.1.26Deemed Approval

A

A

3.1.1.15aaFreeze of

Clarification (7 days)

3.1.1.19Send Approval

Approved

Approved?

Yes

No

3.1.1.27Generate Deemed

Approval

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3.3 Department Users

3.3.1 Receiving Hand 1. Receiving handopens the eBiz department portal on Mozilla Firefox 3.0.5 and login to Department

Portal by entering his credentials

Figure 14 – Department Portal

2. Inbox of Receiving Handdisplays the list of unassigned applications. Select Action dropdown will

allow the operator to assign task to himself.

Figure 15 – Inbox: Receiving Hand

3. RH can view the details of payment made by the user. Payment hyperlink opensbelow screen with

details of the transaction made by Business User.

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Figure 16 – Payment Details

4. Receiving Hand scrutinizes the application, if he needs clarification, he can choose ‘Scrutiny Comment’ radio button and click on Send. This will automatically send an application back to the applicant for resubmission with scrutiny comments.

Figure 17.1 – Clarification required

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5. If the form is acceptable, Receiving Hand can choose ‘Acknowledgement’ radio button and click on Send. This will automatically send an acknowledgement to the applicant.

Figure 17.2 – Acknowledge Application

3.3.2 Department Officer

19. Department officer log into Department portal using his credentials.

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Figure 18 – Login to Portal

20. Inbox of Department Officer opens with list of unassigned applications. Select Action dropdown will

allow the operator to assign task to himself.

Figure 19 – Inbox: Department Officer

21. If Department Officerneeds clarification, he can choose ‘Clarification/Modification Comment’ radio button, enter his comments and click on Send. This will automatically send an application back to the applicant for resubmission with scrutiny comments.

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Figure 20.1 – Clarification needed

22. If Department Officerchooses to reject application, he can choose ‘Rejection’ radio button, enter rejection reason and click on Send. This will inform the user about rejection of application.

Figure 20.2 – Rejection by Department Officer

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23. If Department Officerapproves application, he can choose ‘Approved’ radio button and click on Send. However the application will remain in his inbox only for uploading the scanned letter.

Figure 20.3 – Approval by Department Officer

24. Department officer downloads the Registration certificate, validates and manually puts his signature.Department officer then uploads the scanned copy of Registration certificate and click on submit button to send the status to applicant.

Figure 21 – Scan and Upload Registration Certificate

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4 Abbreviation Used

Abbreviation Full Form

DIPP Department of Industrial Policy & Promotion

NEGP National E-Governance Plan

MMP Mission Mode Projects

GOI Government of India

FC Foreign Collaboration

BPM Business Process Management

RC Registration Certificate

DIL Department Industrial License

AR Acknowledgement Receipt

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End of Document