User Manual

on
Election of Board of
Directors of cooperative
societies by the Co-
operative Election
CommissionService
for
State-wise Rollout
of
e-District MMP
in
West Bengal

TCS LTD
 User Manual
On

Election of Board of Directors of

cooperative societies by the Co-
operative Election Commission
For

State-wise Roll Out

of
e-District MMP
in
West Bengal

Prepared By:
TCS Ltd., Kolkata
 CAUTION

This document is released by the Software Development Group for West Bengal
e-District project of TCS 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 TCS Limited.

ANY QUERIES OR SUGGESTIONS SHOULD BE FORWARDED TO:

Delivery Head – State Project, West Bengal

TCS Limited
28, Camac Street,
Kolkata – 700 016

Document Control:
Document No. TCS-WB-e-District--User-Manual
Version No. 1
Prepared By TCS Limited
Release Date
Template Effective Date 27/02/2017
Template Version 1
 Revision Control Information

File Name : WB _eDistrict_User_Manual_Election_of_Board_of_Directors_of

_cooperative_societies_by_the_Co-operative_Election_
Commission_0.1_24Jan2018
File : 04/04/17
Creation
Date
Author(s) :
Approver(s) :

Document
Sr. Section Document
Nature of Amendment Release Remarks
No. Number Version No.
Date
Sent for
1 - Draft 0.1
Review
 Table of Contents
1 INTRODUCTION ............................................................................................................. 10
1.1 Application Overview ....................................................................................................... 10
1.2 Functional Scope of the System ..................................................................................... 10
1.3 User Role and Access Rights ......................................................................................... 10
1.4 Document Usage Description ......................................................................................... 11
1.5 Related Documents ......................................................................................................... 11
1.6 Customer Support ........................................................................................................... 11
1.7 Acronyms and Abbreviations .............................................................................................. 11

2 ELECTION OF BOARD OF DIRECTORS OF COOPERATIVE SOCIETIES BY THE

CO-OPERATIVE ELECTION COMMISSION – APPLICATION PROCESS ................................ 12
2.1 Login to the Application ................................................................................................... 12
2.2 Home Page ..................................................................................................................... 13
2.3 Apply for Election of Board of Directors of cooperative societies by the Co-operative
Election Commission ..................................................................................................................... 13
2.4 Filling the form for Election of Board of Directors of cooperative societies by the Co-
operative Election Commission ..................................................................................................... 15
2.4.1 Applicant’s Basic Information .......................................................................................... 15
2.4.2 Application Process Continued ....................................................................................... 16
2.4.3 Application Details and Other Details ............................................................................. 16
2.4.4 Application View .............................................................................................................. 17
2.4.5 Final Application View and Final Submission ................................................................. 19

3 PRINT MEMBERSHIP DETAILS ................................................................................... 21

4 SYSTEM SET-UP ........................................................................................................... 23

4.1 System Start up Parameters ........................................................................................... 23
4.2 Master File Set-up ........................................................................................................... 23
4.3 Business Rules ............................................................................................................... 23
4.4 Print Set-up ..................................................................................................................... 23

5 APPLICATION DETAILS ............................................................................................... 24

5.1 Module Name .................................................................................................................. 24
5.1.1 Function Name ................................................................................................................ 24
5.1.1.1 Purpose ....................................................................................................................... 24
5.1.1.2 Menu Navigation .......................................................................................................... 24
5.1.1.3 User Group .................................................................................................................. 24
5.1.1.4 Form Layout ................................................................................................................ 24
5.1.1.5 Activation Options ........................................................................................................ 24
5.1.1.6 Form Description ......................................................................................................... 24

6 REPORTS / QUERY ....................................................................................................... 25

6.1 Report / Query Title ......................................................................................................... 25
6.1.1 Selection Rules ............................................................................................................... 25
6.1.2 Description ...................................................................................................................... 25
6.1.3 Report / Query Layout ..................................................................................................... 25

7 INTERFACES ................................................................................................................. 26
7.1 Interfaces to other systems ............................................................................................. 26
7.2 Data Files Upload / Down Load ...................................................................................... 26
7.2.1 Description ...................................................................................................................... 26
7.2.2 File Format ...................................................................................................................... 26

8 MESSAGES AND CORRESPONDING ACTION ........................................................... 27

 List of Figures

Figure 1: West Bengal e-District Login Page ................................................................................ 12

Figure 2: Home Page ................................................................................................................... 13
Figure 3: General Instructions for Applicants Applying for Election of Board of Directors of
cooperative societies by the Co-operative Election Commission.................................................. 13
Figure 4: Election of Board of Directors of cooperative societies by the Co-operative Election
Commission ................................................................................................................................... 14
Figure 5: Searching for the Application ......................................................................................... 14
Figure 6: Details of Co-operative Society ...................................................................................... 15
Figure 7: Address of Co-Operative Society .................................................................................. 15
Figure 8: Area of membership ....................................................................................................... 16
Figure 9 : Application Details and Other Details ............................................................................ 16
Figure 10 : Application view ........................................................................................................... 17
Figure 11 : Attaching the Supporting Documents .......................................................................... 18
Figure 12 : Modifying Documents .................................................................................................. 18
Figure 13 : Upload Process ........................................................................................................... 18
Figure 14 : Upload Confirmation for Document Upload ................................................................ 19
Figure 15 : Proceeding after Modifying Supporting documents .................................................... 19
Figure 16 : Final Application View and Submission ...................................................................... 20
Figure 17 : AIN generated after finishing Application .................................................................... 20
Figure 18 : Home Page ................................................................................................................. 21
Figure 19 : Selecting the Service Name for List of Approved Applications ................................... 21
Figure 20 : List of e-Notice Applications ........................................................................................ 22
Figure 21 : Membership Details ..................................................................................................... 22
 West Bengal e-District Election of Board of Directors of cooperative societies by the Co-
operative Election Commission

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, Kiosks 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 at electronification of the Election of Board of Directors of cooperative
societies by the Co-operative Election Commission process. Scope of the system mainly
includes Registration, processing, Approval, Certificate Generation and Report Generation
Process. The System also allows the status inquiry for the application Submitted and
maintaining Electronic Register.
System will be accessed at following places for the Election of Board of Directors of cooperative
societies by the Co-operative Election Commission
 CSC
 Kiosks
 Citizen Portal

Approval of the application will be done at Co-Operation office. The generated certificate can be
availed either from CSCs, Kiosk or by the applicant for download/print.

1.3 User Role and Access Rights

This section describes the roles and access rights of various users that WB e-District Application
supports for the service under consideration

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1.4 Document Usage Description

This User Manual describes the step-wise process for Election of Board of Directors of cooperative
societies by the Co-operative Election Commission in West Bengal e-District Application. It explains
how the citizen can apply for the sanction by himself or with the help of CSC / Kiosk Operator
and how the back end actors (Returning Officer, Assistant Returning Officer, ) approve or
reject or send back the application after verification.

1.5 Related Documents

Software Requirement Specifications

1.6 Customer Support

Delivery Head – State Project, West Bengal
TCS Limited
28, Camac Street,
Kolkata – 700 016

1.7 Acronyms and Abbreviations

AO Admin Officer
ADM(G) Additional District Magistrate
AIN Application Identification Number
AR Additional Registrar
ASO Assistant Statistical Officer
BDO Block Development Officer
CEO Chief Executive Officer
CSC Common Service Centre
E-District Electronic District
EO Enquiry Officer
ETaal Electronic Transaction Aggregation & Analysis Layer
FO Finance Officer
MMP Mission Mode Project
MSDG Mobile Services Delivery Gateway
SDC State Data Centre
SDO Sub-Divisional Officer
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
NKDA New Town Kolkata Development Authority

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 West Bengal e-District Election of Board of Directors of cooperative societies by the Co-
operative Election Commission

2 Election of Board of Directors of cooperative societies by

the Co-operative Election Commission – Application
Process
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 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 should select the General Login.
It is the default option.

The user can select the language (English/ Bengali) from the drop down. Enter User Name and
Password and type the Captcha as it appears in the screen. Press Login to enter the home
page of the application.

If the applicant is registering into the system for the first time, he/ she will have to click on
Citizen Registration. If the applicant has forgotten the password, click Forgot Password.

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2.2 Home Page

After login to West Bengal e-District, the Home page appears. It shows the comprehensive
list of services under Department, District and All Service column. The Election of Board of
Directors of cooperative societies by the Co-operative Election Commission is a service under the
Department Category (Co Operation) or All Service as shown below:

Figure 2: Home Page

2.3 Apply for Election of Board of Directors of cooperative societies by

the Co-operative Election Commission

To apply for Election of Board of Directors of cooperative societies by the Co-operative Election
Commission, the user needs to select the correct option under services provided and user is
directed to the Home screen which contains basic instructions for the user as shown below:

Figure 3: General Instructions for Applicants Applying for Election of Board of Directors of
cooperative societies by the Co-operative Election Commission

To proceed with the application the user needs to click on Apply button. The following screen
appears.

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operative Election Commission

Figure 4: Election of Board of Directors of cooperative societies by the Co-operative Election

Commission

The applicant will have to click on Apply button in order to apply for ‘Election of Board of
Directors of cooperative societies by the Co-operative Election Commission’.

Figure 5: Searching for the Application

In Order to search for the Application for Registration of a proposed Co-operative Society the
user needs to enter the following fields:

 Enter Registration No. : This is a mandatory field. The applicant needs to Enter
Registration No. received after applying for Registration of a proposed Co-operative
Society.
 Registration Date: This is a mandatory date field. The applicant needs to select the
Registration date that was entered during registration for Registration of a proposed
Co-operative Society.
 Search : By clicking on this button the applicant searches for his/her details that were
filled earlier.

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operative Election Commission

2.4 Filling the form for Election of Board of Directors of cooperative

societies by the Co-operative Election Commission
2.4.1 Applicant’s Basic Information
Upon clicking the Search Button the following screen appears:

Figure 6: Details of Co-operative Society

The Applicant’s Basic Information of the applicant is displayed here, as entered during
Application of Registration of a proposed Co-operative Society.

The next Section is designed to capture the Address of Co-operative Society for the user as
shown below:

Figure 7: Address of Co-Operative Society

The address of Co-operative Society is displayed here, as entered during Application of

Registration of a proposed Co-operative Society.

 Reset:
If the user clicks on this button, all the values entered in the field will be automatically reset.

 Cancel:
The applicant will have to press this button in order to cancel the application.

 Save and Next:

The applicant has to click this button to save the data entered and move to the next page.

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2.4.2 Application Process Continued

This part displays the Area of membership of the applicant as entered during Application of
Registration of a proposed Co-operative Society.

Figure 8: Area of membership

2.4.3 Application Details and Other Details

Figure 9 : Application Details and Other Details

 Applicant Type :
This is a mandatory drop-down field. The applicant needs to select the type of applicant form
drop-down list.

 Name:
This is a mandatory text box field. The applicant need to enter the full name of the applicant.

 Mobile No.:
This is a mandatory Numeric field. The applicant need to enter the ten digit mobile number of the
applicant.

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Declaration of Acceptance:
The user has to click on the check box ‘I Accept’ to provide declaration that the information
provided in the application form is true to the best of his/ her knowledge and belief.

Save Draft:
Click on ‘Save Draft’ to save the entered details. User can access the drafted application from
“Draft application’ section of the home page.

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.

2.4.4 Application View

The User needs to click on Save & Next to proceed further with the process of Application. The
following screen appears.

Figure 10 : Application view

The following options are available:

 Attach Supporting Documents

 Edit Basic Information
 Edit Application
 Print
 Cancel
The user can click on Attach Supporting Document to include the necessary supporting
documents along with the application

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Figure 11 : Attaching the Supporting Documents

Once the user selects the “Attach Supporting Documents” option the following screen is
displayed.

Figure 12 : Modifying Documents

All the mandatory documents are highlighted with the (*) asterisk symbol. The user may modify
any documents if it is required. After clicking on the Modify button, the following screen is
displayed.

Figure 13 : Upload Process

Clicking on Upload button, completes the uploading of document against the selected option.

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operative Election Commission

The system acknowledges the successful uploading of the file by displaying the following
message:

Figure 14 : Upload Confirmation for Document Upload

After modifying the required documents. The user clicks on the submit button to Proceed.

Figure 15 : Proceeding after Modifying Supporting documents

2.4.5 Final Application View and Final Submission

Once the uploading of all the necessary documents is complete the user needs to complete the
application process finally and click on Save and Next to proceed further and then click on
Submit button to submit the application finally as shown below:

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Figure 16 : Final Application View and Submission

On Clicking Submit button, the application is submitted. The AIN is generated and displayed as
shown below:

Figure 17 : AIN generated after finishing Application

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3 Print Membership Details

In order to get the certificate for Election of Board of Directors of cooperative societies by the Co-
operative Election Commission the applicant (Citizen/ CSC/ Kiosk Operator) will have to login to the
system again by typing the <site url> in the address bar of an internet browser and entering
correct user id and password. The Home Page appears as below. In order to get the print the
membership details, the applicant will have to click on ‘e-Notice’.

Figure 18 : Home Page

The ‘List of e-Notice Applications’ page opens as below, where the applicant will have to select
the service name from ‘Please Select Service Name’ list field.

Figure 19 : Selecting the Service Name for List of Approved Applications

After the applicant selects ‘Election of Board of Directors of cooperative societies by the Co-operative
Election Commission’ as service name and clicks on ‘Search’ button, the list of e-Notice
applications for the service will be displayed as below:

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operative Election Commission

Figure 20 : List of e-Notice Applications

The user will have to click on the ‘Action’ icon for a particular application to get the notice for
‘Election of Board of Directors of cooperative societies by the Co-operative Election Commission’.

Figure 21 : Membership Details

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4 System Set-up
4.1 System Start up Parameters
NA

4.2 Master File Set-up

NA

4.3 Business Rules

As per the SRS related to

4.4 Print Set-up

NA

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5 Application Details
5.1 Module Name
5.1.1 Function Name
NA

5.1.1.1 Purpose
NA

5.1.1.2 Menu Navigation

NA

5.1.1.3 User Group

NA

5.1.1.4 Form Layout

NA

5.1.1.5 Activation Options

NA

5.1.1.6 Form Description

NA

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operative Election Commission

6 Reports / Query
6.1 Report / Query Title
NA

6.1.1 Selection Rules

NA

6.1.2 Description
NA

6.1.3 Report / Query Layout

NA

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7 Interfaces
7.1 Interfaces to other systems
NA

7.2 Data Files Upload / Down Load

7.2.1 Description
NA

7.2.2 File Format

NA

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8 Messages and Corresponding Action

NA

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Bibliography

i
Glossary

ii
Index

iii