User Manual

on
Certified Copy of
Deed Service
for
State-wise Rollout
of
e-District MMP
in
West Bengal

CMC LTD
 User Manual
On
Certified Copy of Deed
Service

For

State-wise Roll Out

of
e-District MMP
in
West Bengal

Prepared By:
CMC Ltd., Kolkata
 CAUTION

This document is released by the SI - ER Software Development Group of CMC

Limited.

The information contained in this document is confidential and no part of this

document may be reproduced, stored in a retrieval system or transmitted in any
form or by any means, electronic, mechanical, photocopying, recording or
otherwise, without the prior written consent of CMC Limited.

ANY QUERIES OR SUGGESTIONS SHOULD BE FORWARDED TO:

The Regional SI Head

CMC Limited
28, Camac Street,
Kolkata – 700 016

Document Control:
Document No. CMC-WB-eDistrict-User-Manual
Version No. 0.2
Prepared By CMC Limited
th
Release Date 4 May, 2014
th
Template Effective Date 28 December, 2001
Template Version 05
 Revision Control Information

File Name : WB_eDistrict_User_Manual_Applicant_Certified_Copy_of_Deed_4May14

File : 04/05/2014
Creation
Date
Author(s) : Priyanka Das
Approver(s) : Tarun Kar

Document
Sr. Section Document
Nature of Amendment Release Remarks
No. Number Version No.
Date
Sent for
1 - Draft 0.1 14/11/2014
Review
Sent for
2 - Screens updated 0.2 04/05/2015
Review
 Table of Contents
1 INTRODUCTION ............................................................................................................... 8
1.1 Application Overview ......................................................................................................... 8
1.2 Functional Scope of the System ....................................................................................... 8
1.3 User Role and Access Right ............................................................................................. 8
1.4 Document Usage Description ........................................................................................... 8
1.5 Related Documents ........................................................................................................... 8
1.6 Customer Support ............................................................................................................. 9
1.7 Acronyms and Abbreviations ............................................................................................ 9

2 GETTING STARTED FOR WEST BENGAL E-DISTRICT APPLICATION ................... 10

2.1 Login to the Application ................................................................................................... 10
2.2 Home Page ..................................................................................................................... 10
2.3 Apply to Services ............................................................................................................ 11
2.3.1 Apply to Certified copy of Deed ........................................................................... 11
2.3.2 Search Deed ........................................................................................................ 13
2.3.3 Search Result and Applicant’s Basic Information ................................................ 14
2.3.4 Payment for Certified Copy of Deed .................................................................... 15
2.3.5 Acknowledgement ................................................................................................ 16

3. SYSTEM SET-UP ........................................................................................................... 17

3.1. System Start up Parameters ........................................................................................... 17
3.2. Master File Set-up ........................................................................................................... 17
3.3. Business Rules ............................................................................................................... 17
3.4. Print Set-up ..................................................................................................................... 17

4. APPLICATION DETAILS ............................................................................................... 18

4.1. Module Name .................................................................................................................. 18
4.1.1. Function Name ..................................................................................................... 18

5. REPORTS / QUERY ....................................................................................................... 19

5.1. Report / Query Title ......................................................................................................... 19
5.1.1. Selection Rules .................................................................................................... 19
5.1.2. Description ........................................................................................................... 19
5.1.3. Report / Query Layout .......................................................................................... 19

6. INTERFACES ................................................................................................................. 20
6.1. Interfaces to other systems ............................................................................................. 20
6.2. Data Files Upload / Down Load ...................................................................................... 20
6.2.1. Description ........................................................................................................... 20
6.2.2. File Format ........................................................................................................... 20

7. MESSAGES AND CORRESPONDING ACTION ........................................................... 21

BIBLIOGRAPHY .............................................................................................................................. I

GLOSSARY ..................................................................................................................................... II

INDEX ............................................................................................................................................. III

 List of Figures

Figure 1: West Bengal e-District Login Page ................................................................................ 10

Figure 2: Home Page .................................................................................................................... 11
Figure 3: Apply to Services ............................................................................................................ 12
Figure 4: Other Means of Apply to Service ................................................................................... 12
Figure 5: Instructions and Requirements of Certified Copy of Deed ............................................. 13
Figure 6: Application for the Certified Copy of Deed ..................................................................... 13
Figure 7: Search Deed .................................................................................................................. 13
Figure 8: Search Result and Applicant’s Basic information .......................................................... 14
Figure 9: GRIPS Payment ............................................................................................................. 15
Figure 10: Application Acknowledgement ..................................................................................... 16
 West Bengal eDistrict Certified Copy of Deed

1 Introduction

1.1 Application Overview

e-District is the project that aims at electronic delivery of identified high volume citizen centric
services, at district and sub district level by utilizing the four pillars of infrastructure namely,
SDCs, SWANs, SSDGs and CSCs, optimally to deliver public services electronically to citizens at
their door steps.

e-District has been envisaged by Government of West Bengal as automation of workflow and
internal processes of District Administration for providing services to the citizens. This project is of
paramount importance to the State as it would help in moving towards electronic workflow system
for the district administration and help in providing efficient individual department services through
Common Service Centres (CSCs) and Kiosk Centres, which would be the primary front end
channels as envisaged in the project.

1.2 Functional Scope of the System

The system is intended for electronification of generation of Certified Copy of Deed. Scope of the
system mainly includes Searching of deed details, Submission of application, Verification,
Generation of Certified Copy of Deed and report generation process. The System also allows
status inquiry of the application and maintains Electronic Register.

System will be implemented at following places for the Certified Copy of Deed.

 CSC
 Kiosk Centres
 ARA/ADSR/DSR office

There will be no such approval for this service. If data is available based on the given request,
then the Certified Copy of Deed will be issued after payment of required fees.

1.3 User Role and Access Right

This section describes the roles and access rights of various users that WB eDA supports

Access Rights
Role
Create Read Update Delete
Able to Able to read/ view
Kiosk/CSC operator/ Able to update the
create new the saved request N/A
Citizen saved request
request and its status

1.4 Document Usage Description

This User Manual describes the process of Searching of deed details, Submission of application,
Verification, Generation of Certified Copy of Deed and report generation process.

1.5 Related Documents

Software Requirement Specifications

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 West Bengal eDistrict Certified Copy of Deed

1.6 Customer Support

The Regional SI Head
CMC Limited
28, Camac Street,
Kolkata – 700 016

1.7 Acronyms and Abbreviations

ADM(G) Additional District Magistrate
ADSR Additional District Sub-Registrar
AIN Application Identification Number
ALC Assistant Labour Commissioner
AR Additional Registrar
ARA Additional Registrar of Assurance
ASO Assistant Statistical Officer
ATO Additional Treasury Officer
BCW Backward Class Welfare
BCWI Backward Class Welfare Inspector
BDO Block Development Officer
BI Block Inspector
CEO Chief Executive Officer
CSC Common Service Centre
DA Dealing Agent / Dealing Assistant
DCC Deputy Chief Controller
DLTO District Level Treasury Officer
DM District Magistrate
DR District Registrar
DSR District Sub-Registrar
E-District Electronic District
EO Enquiry Officer
ETaal Electronic Transaction Aggregation & Analysis Layer
IGR Inspector General of Registration
LWFC Labour Welfare Facilitation Centre
MMP Mission Mode Project
MSDG Mobile Services Delivery Gateway
OCJM Officer in Charge, Judicial Munshikhana
RLO Regional Labour Offices
SDC State Data Centre
SDO Sub-Divisional Officer
SLO Self Employed Labour Organiser
SMS Short Messaging Service
SRS Software Requirement Specifications
SSDG State e-Governance Services Delivery Gateway
SWAN State Wide Area Network
UAIN Unique Application Identification Number
Webel West Bengal Electronic Industry Development Corporation Limited

WB e-District application notifies the applicant about the status of the application
via SMS and email.

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 West Bengal eDistrict Certified Copy of Deed

2 Getting Started for West Bengal e-District Application

2.1 Login to the Application

In order to log in to the West Bengal e-District Application, the user should open an internet
browser, type the <site url> in the address bar and press Enter. West Bengal e-District
Application login page appears as below:

Figure 1: West Bengal e-District Login Page

The login page contains ‘Welcome’ message for the users of West Bengal e-District application.
Login option is for Admin/ Kiosk User and Other User. The user can select the language
(English/ Bengali) from the drop down. Enter User Name and Password. Type the Captcha, as
visible. Press Login to enter the home page of the application.

If the citizen is logging into the system for the first time, click Citizen Registration to register in
the system. If the user has forgotten the user name or password or both, click Forgot
Password.

The citizen or CSC/ kiosk operator will log in to the system to apply for Certified Copy of Deed.

2.2 Home Page

After login to West Bengal eDistrict, the Home page appears. It shows the comprehensive list of
services under Department and District column. Total Count is displayed for the total number of
applications for all services till the last update.

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Figure 2: Home Page

2.3 Apply to Services

Click on ‘Apply to Services’ to view the list of services under different modules. The modules are:
Social Welfare Schemes, Registration of Societies, Land Records and Revenue Court Services,
Services of Labour Department, Certificates, Licenses and Grievance Redressal/ RTI. Click on
the specific service name the user wants to apply for.

2.3.1 Apply to Certified copy of Deed

In order to apply for ‘Certified Copy of Deed’, click on the service name under ‘Land Records
and Revenue Court Services’ module.

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Figure 3: Apply to Services

It is also possible to apply for specific service by clicking on the service name from Home Page.
‘Certified Copy of Deed’ Service is available under the column ‘Department’.

Figure 4: Other Means of Apply to Service

After applying for the service ‘Instruction and Requirements for Certified Copy of Deed’ page
opens as below:

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 West Bengal eDistrict Certified Copy of Deed

Figure 5: Instructions and Requirements of Certified Copy of Deed

The applicant will have to select ‘Apply’ button in order to apply for Certified Copy of Deed. The
page opens as below. The applicant will have to select ‘Application for certified copy of deed’
radio button and then click ‘Next’ to apply for the service.

Figure 6: Application for the Certified Copy of Deed

2.3.2 Search Deed

After the applicant selects Radio button for ‘Application for Certified Copy of Deed’, following
screen appears for providing search input.

Figure 7: Search Deed

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 West Bengal eDistrict Certified Copy of Deed

 District:
This is a mandatory drop-down field. The applicant has to select the District name from the drop-
down list.

 Registration Office:
This is a mandatory drop-down field. The applicant has to select the Registration Office from the
drop-down list. The list appears as per the district selected by the applicant.

 Year of Registration:
This is a mandatory date field. The applicant has to select the date from the calendar.

 Registered in Book:
In this field the default value is displayed as ‘1’, as the registration is always done in Book 1.

 Deed Number:
This is a mandatory text box field. The applicant will have to manually enter the Deed Number to
apply for the certified copy.

 Search:
The applicant will have to click this button to search the result from West Bengal Registration
Department.

2.3.3 Search Result and Applicant’s Basic Information

On clicking ‘Search’ button, the Search Result from West Bengal Registration Department
appears as below. The screen also contains a section named ‘Applicant’s Basic Information’,
where the applicant will have to manually enter the basic information required.

Figure 8: Search Result and Applicant’s Basic information

Search Result from West Bengal Registration Department:

 Availability of digitally signed deed image:

This shows if the digitally signed deed image is available or not.

 Amount to be paid (INR):

This shows the calculated amount to be paid in INR value.

 Pages:
This shows the number of pages present in the digitally signed copy of deed. The amount to be
paid is calculated on the basis of the number of pages.

Applicant’s Basic Information:

 Salutation:

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This is a mandatory field. The applicant will have to select the salutation from the list, as entered
during registration.

 First Name:
This is a mandatory text box field. The applicant will have to manually enter the First Name, as
entered during registration.

 Middle Name:
This is an optional text field. The applicant will have to manually enter the Middle Name, if
entered during registration.

 Last Name:
This is a mandatory text box field. The applicant will have to manually enter the Last Name, as
entered during registration.

 Mobile No.:
This is a mandatory numeric field. The applicant will have to enter the Mobile Number.

 E-mail:
This is a mandatory text box field. The applicant will have to enter the e-mail id.

 Deed No.:
This field displays the Deed No.

 Applicant Address:
This is a mandatory text box field. The applicant will have to manually enter the address.

 Reset:
If the user wants to reset the data entered, it is required to click on ‘Reset’ button.

 Save and Next:

If the user wants to save the data entered and proceed to the next step of application, he/ she
will have to select ‘Save & Next’ button.

After the applicant clicks ‘Save and Next’ button, the payment page appears as below:

Figure 9: GRIPS Payment

2.3.4 Payment for Certified Copy of Deed

 Payment Gateway:
The payment for this service is done in online mode. The applicant will have to select the
‘Payment Gateway’ radio button to make the payment.

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GRIPS Payment

 Payment mode:
This is a mandatory drop-down field, where the applicant will have to select the mode of
payment (online/ counter payment/ debit card payment) from the drop-down list.

 Payment Amount:
This is a mandatory text field, where the applicant will have to enter the payment amount.

 Pay:
After selecting the payment mode and entering data in all required fields, the applicant will have
to click the ‘Pay’ button to make the payment.

 Cancel:
The applicant can click this button if cancellation of payment is required.

2.3.5 Acknowledgement

After the applicant submits the payment, acknowledgement appears as below:

Figure 10: Application Acknowledgement

The applicant can take a print out of the acknowledgement by clicking ‘Print’ button. After the
acknowledgement appears with AIN, the applicant will have to exit the system by clicking on
‘Close’ button. Later, by using the AIN, the applicant can get the Certified Copy of Deed.

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3. System Set-up

3.1. System Start up Parameters

NA

3.2. Master File Set-up

NA

3.3. Business Rules

As per the SRS related to ‘Certified Copy of Deed’

3.4. Print Set-up

NA

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4. Application Details

4.1. Module Name

4.1.1. Function Name

NA

4.1.1.1. Purpose
NA

4.1.1.2. Menu Navigation

NA

4.1.1.3. User Group

NA

4.1.1.4. Form Layout

NA

4.1.1.5. Activation Options

NA

4.1.1.6. Form Description

NA

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5. Reports / Query

5.1. Report / Query Title

NA

5.1.1. Selection Rules

NA

5.1.2. Description
NA

5.1.3. Report / Query Layout

NA

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6. Interfaces

6.1. Interfaces to other systems

NA

6.2. Data Files Upload / Down Load

6.2.1. Description
NA

6.2.2. File Format

NA

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7. Messages and Corresponding Action

NA

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Bibliography

i
Glossary

ii
Index

iii