BBuuiillddiinngg PPllaann AApppprroovvaall –– UUsseerr GGuuiiddee

Release 1.1

13th October 2015

Municipal Reforms Cell

Copyright © 2015 Municipal Reforms Cell, Karnataka Municipal Data Society, Directorate of Municipal Administration, Govt. of Karnataka, All Rights Reserved.

Table of Contents

INTRODUCTION....................................................................................................... 3

SALIENT FEATURES OF THE NIRMANA APPLICATION .............................................. 5

OVERVIEW OF BUILDING PLAN APPROVAL SYSTEM ................................................ 6

CITIZEN’S VIEW OF THE BUILDING PLAN APPROVAL SYSTEM (NIRMANA) ............. 9

APPLICATION FOR BUILDING LICENSE ......................................................................... 10-14

CHECK STATUS ..................................................................................................... 14

VIEW CHALLAN ..................................................................................................... 15

ULB OFFICIAL LOGIN ................................................................................................................................. 15-31

Introduction

All Urban Local Bodies across Karnataka are issuing Building Plan License to the Citizen for

properties (Vacant/Building) which are coming under their jurisdiction. Karnataka State

Government has extended Town and County Planning to 96 ULBs and these ULBs come

under Planning Area. Urban Development Authorities are also established at almost all

District headquarters and in few other cities also. There are 28 Urban Development

authorities functioning across the state. ULBs coming under planning areas should take

consent of respective Town Planning offices and for cities which fall under Urban

Development Authorities, ULBs should take consent of Urban Development Authorities

before issuing License. All Town Planning and Urban Development Authorities have Zonal

regulations as per provisions made in Karnataka Town and Country Planning act,1961 and

The Karnataka Urban Development Authorities Act,1987 respectively and these zonal

regulations have been approved by Karnataka State Government. According to these zonal

regulations officials of Town planning and Urban Development Authorities will scrutinize the

Building Plan related applications received from ULBs and send feedback to respective ULBs.

ULBs which are not coming under Urban Development Authorities or Planning Areas will get

their council body approval for zonal regulations of nearby Town Planning offices and

processes the Building plan related applications.

A Brief Note on the Existing System

Citizen applies for Building License by coming to the ULB in person. The application is

registered and forwarded to the appropriate government official manually. Then appropriate

measures to issue Building License are taken.

The above manual process has inherent disadvantages:

1. There is possibility of delays in the movement of paper from desk to desk resulting in

delays.

2. The tracking of application status by the citizen is difficult and time consuming.

3. There are no established reporting practices for higher officials. A system is needed

to make sure that the applications are being handled in a just and efficient manner

and to enable officials to make informed decisions.

Salient Features of the NIRMANA Application.

Municipal Reforms Cell, KMDS has built Nirmana (Building Plan Approval) application

through which citizens can register their application with the ULB, either through the

internet or in person. The computer system assigns an application number, which they can

use to track the status of application.

The Salient Features of Nirmana:

o Easy and systematic method to register and track the application.

o Interfaces to Web & Walk-In with Paper-Form.

o The citizen is assigned an application number and can track the status of

application until it is approved/rejected. SMS is sent to the Citizen at each

stage.This introduces transparency to the system through computerization and

online tracking.

o Automatic routing of complaints to appropriate officials.

o An easy method of communication between the ULB Officials and the citizen.

This guide is meant for the ULB officials who would be using the system extensively. The

interface for both the citizens and the ULB Officials is the same. The only difference is that

the citizen is only exposed to a limited set of functionality which includes application

registration, application tracking.

Overview of Building Plan Approval System

Figure 1: High level System diagram for the Building Plan Approval

The above figure gives a high level overview of the entire Building Plan Approval System.

The citizen can register application either online on the internet or manually through a paper

form submitted to the ULB. In both cases, the citizen gets an application number which can

be used to track the status of the application.

Building Plan Approval Online Application allows the applicant to submit building plan

requisition online and once application is submitted two tabs Save and Print Application

are available. Applicant takes the print out and submits it along with supporting documents

to the operator sitting at ULB. Applicant can also upload the documents online.

Once citizen submits application online, the applications are automatically routed to the

Operator login. In the Operator role, provision to view online application submitted records

is available. He will click on corresponding application number and view the application

details. At the bottom of the screen check boxes are given against all supporting

documents. The operator can upload documents and can also view the documents uploaded

by the citizen. The operator checks the documents uploaded & then submits the application.

After application submission corresponding application will be forwarded to Case Worker.

Case Worker views and verifies the details of Building plan requisition application and its

supporting documents and forwards it to Revenue section.

In Revenue section, Revenue Officer/Revenue Inspector verifies related supporting

documents with the records available in the office. In case of mismatch, he can reject the

application selecting the reason for rejection. Once application is rejected, it will be available

with the Administrator role(Commissioner/Chief Officer) either for rejection or for further

process of approval. If approved, it will be forwarded to the Administrator.

Administrator can either reject/approve the application. Once administrator rejects the

application, a SMS will be sent to the applicant mobile number and will also be updated in

the NIC Sakala Database. After approval of Administrator, application will be forwarded to

UDA/TPO official.

UDA/TPO officials will do field verification by referring building plan drawn on blue print copy

and if everything falls under zonal regulation then the application will be approved at their

level & the application will be forwarded ULB Administrator. After receiving record ULB

Administrator forwards record to the Engineering section. Engineer will do field verification

and also verifies Building plan. He fixes the Building Plan License fee to be paid by the

citizen & approves the application if there are no issues. Then record will be forwarded to

the Administrator for final approval.

Administrator will take a decision whether approval has to be given or not. If Administrator

approves, an approval message to pay fee and collect building plan will be sent to the

Applicant Mobile Number. Application will be forwared to the CaseWorker to collect fee from

the applicant & issue License. Once the applicant pays fee, Building License will be issued.

The application status will also be updated in NIC Sakala database. If Administrator rejects,

a rejection message will be sent to the applicant's mobile.

Citizen’s View of the Building Plan Approval System

(Nirmana)

The citizen uses the Nirmana primarily for

1. New application (Registering application)

2. Check Status (Tracking the state of the application)

3. View Challan (Generate Challan)

1. New Application (Application Registration Form)

The details taken during application registration can be divided into 2 broad categories.

Data is captured in 3 screens.

1. Applicant details: Name, address and contact details

2. Site details: Site area, Builtup area, Property Identification Number(PID), location of

the Site, Checkbandi, Setback details etc.

Application for Building License - Page1

This section captures the details of the Application. It consists of the following fields:

Field Name Description

District* Select District Name

ULB* Select ULB Name

Building Usage Purpose * Select Building Usage Purpose.

Building license applying for * Select Building license.

Applicant Name* Enter Applicant Name.

Does building exist currently? *

Select Yes/No.

Site Information

Total Area(In Sq. Mts) * Enter Total Area

Owner Name * Enter Owner Name

Property Identification Number(PID) Enter Property Identification

Number(PID)

Municipal Assessment No. (Khatha/Door

No.) *

Enter Khatha No.

Site Number * Enter Site No.

Address * Enter Address

City / Town * Enter City/Town

N.B.: Fields marked with a ‘ * ’ are compulsory

Application for Building License - Page2 :

Field Name Description

Checkbandi of the site and other information

North* Enter North

South* Enter South

East* Enter East

West* Enter West

Set back as shown in Plan(in feet)

Front * Enter Front Setback

Back * Enter Back Setback

Left * Enter Left Setback

Right * Enter Right Setback

Proposed Building Information

Number of Floors *

Enter No. of Floors

Floor Number * Select Floor No.

Floor Usage* Select Floor Usage

Floor Builtup area* Enter Floor Builtup area

Proposed Plinth area(in Sq. Mts) *

Enter Plinth area

Height of building(in Mts)*

Enter height of the building

Floor Area Ratio(F.A.R) *

Built up area/Total area(Auto calculation)

Category of Road connectivity *

Select Category of Road Connectivity

Connecting Road width(in Mts) *

Enter Road width in meters

Vehicle parking facility is provided *

Select Yes/No

No Of Vehicles*

If Yes, Enter No. of vehicles

Select Consulting Engineer*

Select Consulting Engineer

Application for Building License - Page3 :

Field Name Description

Address * Enter Address

City/Town/Village * Enter City/Town/Village

Taluk * Enter Taluk

District * Enter District

State* Select State

Pincode * Enter Pincode

Mobile Number * Enter Mobile No.

Email address * Enter E-mail address

Aadhaar Number

Enter Aadhaar Number

Check the list of documents & then upload the corresponding document

CAPTCHA Enter CAPTCHA

Declaration Check declaration & Submit

After entering all the details click on Submit. The application is submitted & a unique

application number will be generated. A SMS is sent to the applicant to the Mobile no.

provided on successful registration.

Print Application - generates the pdf of the application form.

Save - generated the pdf of the Acknowledgement

Print - prints the content of the Screen

2. Check Status (Tracking the state of the application)

Citizen can check the status of his application using this option.

Enter Application No. & submit. It will display the status of the application. On Clicking

"View Application Flow Summary" application flow status at each ULB Official level can be

obtained.

3. View Challan

Citizen can enter the application no. On submit, generates Challan for payment of Building

License fee at Banks.

Login

The ULB staff is assigned an account in the system. Each ULB Official is given

username & password using which he can log into the application. Since the application is

role-based, each ULB Official will have specific options to perform himself.

1. Operator

Once Citizen submits the application, application will be routed to the operator

automatically. Operator checks the list of applications through pending Applications. On

clicking an application, application entered by citizen & list of documents uploaded can be

viewed. On submit, application get forwarded to Case Worker.

List of Pending Applications.

On Clicking an Application No., application appears in non-editable form.

Operator can view the documents uploaded. On submit, application gets forwarded to

CaseWorker.

2. CaseWorker

Once Operator submits the application, application will be routed to the Caseworker

automatically. Caseworker checks the list of applications through pending Applications. On

clicking an application, application entered by citizen & list of documents uploaded can be

viewed. If any document needs to be uploaded, the caseworker can upload & submit.

On Clicking an Application No., application opens in non-editable form.

On selecting Approve for further action & submit, application gets forwarded to Revenue

Officer/Revenue Inspector.

In case, any of the documents is pending for upload by the Citizen. Caseworker selects

Intimation option to send SMS to the Citizen informing him to upload missing documents.

On selecting Intimation, a screen will open with list of pending documents to be attached.

Caseworker selects the required document to be uploaded & clicks submit. A SMS will be

sent to the citizen to submit necessary documents.

If the application is not valid, Caseworker can select reject option & should select the reason

for rejection & clicks on submit. A SMS will be sent to citizen that the application has been

rejected with reason for rejection. Application gets forwarded to Commissioner/Chief Officer

on rejection. The rejected application will appear on View Pending Applications list.

Commissioner/Chief Officer can take appropriate action.

3. Revenue Officer / Revenue Inspector

Once Caseworker approves & submits the application, application will be routed to

the Revenue Officer / Revenue Inspector automatically. RO/RI checks the list of applications

through pending Applications. On clicking an application, application entered by citizen & list

of documents uploaded can be viewed. If any document needs to be uploaded, the RO/RI

can upload & submit.

List of Pending Applications :

On Clicking an Application No., application opens in non-editable form.

On selecting Approve for further action & submit, application gets forwarded to UDA/TPO for

further processing.

If the application is not valid, RO/RI can select reject option & should select the reason for

rejection & clicks on submit. A SMS will be sent to citizen that the application has been

rejected with reason for rejection. Application gets forwarded to Commissioner/Chief Officer

on rejection. The rejected application will appear on View Pending Applications list.

Commissioner/Chief Officer can take appropriate action.

4. UDA/TPO

Once RO/RI approves & submits the application, application will be routed to the UDA/TPO

automatically. UDA/TPO checks the list of applications through pending Applications.

UDA/TPO checks the application is as per Zonal regulations.

If the application is not valid, UDA/TPO can select reject option & should enter the reason

for rejection & submit. A SMS will be sent to citizen that the application has been rejected

with reason for rejection. Application gets forwarded to Commissioner/Chief Officer on

rejection. The rejected application will appear on View Pending Applications list.

Commissioner/Chief Officer can take appropriate action.

On selecting Approve for further action & submit, application gets forwarded to ULB

Engineer for further processing.

5. ULB Engineer

Once UDA/TPO approves & submits the application, application will be routed to the

ULB Engineer automatically. UDA/TPO checks the list of applications through pending

Applications. On clicking an application, application entered by citizen & list of documents

uploaded can be viewed. Also report from UDA/TPO can also be viewed.

On Clicking the application No., application opens in non-editable form.

ULB Engineer Calculates fees to be paid & then submits the application. Application will be

forwarded to Commissioner / Chief Officer.

6. Commissioner / Chief Officer

Once ULB Engineer approves & submits the application, application will be routed to

the Commissioner/Chief Officer automatically. Commissioner/CO checks the list of

applications through pending Applications. On clicking an application, application entered by

citizen & list of documents uploaded can be viewed. Also report from UDA/TPO can also be

viewed.

On Clicking the application No., application opens in non-editable form.

If the application is not valid, Commissioner/CO can select reject option & submit. A SMS

will be sent to citizen that the application has been rejected. Application gets forwarded to

Caseworker on rejection to issue Endorsement. The rejected application will appear on

Endorsement option in Caseworker login.

List of Applications in Endorsements in Case Worker Login.

On selecting Approved & submit, application gets forwarded to CaseWorker for issue of

License. The approved application will appear on License Fee option in Caseworker login.

On clicking on Application No., License Fee payment Screen will appear.

Select Bank Name, Branch Name. Enter Challan No. & Challan Date & submit. Record will be

inserted.

Application will be forwarded to Commissioner/CO for obtainig consent to issue License. The

approved application will appear on Fee Collected option in Commissioner/CO login. Once

the Commissioner approves, it will again get forwarded to CaseWorker to issue License.

Now the application due for License issual will appear under Issue of License option in

Caseworker Login.

On selecting the Application No., pdf of License will be generated. Printout of the same can

be obtained, signed by Concerned Authority for issuing License to the Citizen.

Screen Shot of sample Pdf is below.