Solution for Urban Local Bodies
The prominent aim in automation is overcoming the barriers to delivering effective services created by bureaucracy and departmentalization. Government is to be streamlined; services are to become more user-friendly and responsive to citizens' needs; and the costs of complying with government bureaucracy are to be substantially reduced. In Municipal Governance is to be automated in three ways - First, services and agencies are to be linked up horizontally; clear demarcation of functional areas between departments to be established; public services are to become more holistic; and agencies are to be encouraged to collaborate more actively in confronting social and terrorism related problems. Secondly, government is to be 'joined-up' vertically to the general public who uses the services. Public services are to be made more convenient to use, by means of such automated electronic facilities for lodging forms and direct telephone service lines, many of which will be available round the clock. And thirdly, policy makers will be 'joined-up' more effectively to operational managers, so that the strategic levels of government become more sensitive to the practical issues involved in delivering quality and effectiveness.
- The automation allows the display of all information on the screen, along with the graphics, maps and other integrated features like current state of administration, the available resources and planning. The integrated information at one place allows optimum resource allocation and mobilization.
- Automation will allow the application of modern technologies like GIS, Remote Sensing and GPS for carrying out cost effective, accurate, data collection, integration, analysis, planning, management and maintenance. The updation of the information will be regularized and the dynamic planning and decision making will be promoted.
- The sharing of technology and information between the different departments will become easier and more efficient and repetition of the activities will be avoided saving resources and time of the government machinery, it will go a long way in gearing up the current bureaucratic system of decision making.
- The transparency in the governance will increase as the public access to the information will be enabled and the monitoring of the corrupt procedures will be possible enhancing reliability of the information.
GIS is still one level above this enabling layer of technologies, as it acts as a “Decision Support System” by providing analytical capabilities through simple and yet powerful visualization. In this context, the inherent capabilities of the technology offered in a GIS are looked upon as one having a great potential to successfully cater to the specified requirements.
The primary objectives of the GIS integrated works management system were
- Initiate a GIS centric business solution, which addresses the basic needs various departments in a Municipal corporation.
- Develop a workflow system, which enables the user to locate the status of each task.
- A decision support system for the higher authorities.
Providing municipal services to the growing population is becoming increasingly difficult. mGIS provides crucial planning input for infrastructure planning, land use planning, Water Distribution and planning, town development and planning. mGIS assist and eligible for central assistance under the sub-mission Urban Infrastructure and Governance include :
- Civil Engineering
- Property Tax
- Water tax
- Grievance Management
- Town Planning
- GIS data maintenance and visualization
The civil engineering module comprises of following features.
Annual Budget Control : Municipal Corporation largely works with annual budget. Budgets are allocated based on the service with major head and minor head.
Major Head - Construction of Road (Capital Expenditure)
Minor Head – Repair & Maintenance of Road (Revenue Expenditure)
Project Prioritization : Projects are identified by the Engineer responsible for the ward, and elected member of the zone, Commissioner or citizens. The projects identified are forwarded to the commissioner with area highlighted on the map. After verification of previous history of work on the same land parcel the commission or the chief city engineer intimates the Jr. Engineer to proceed with estimation process. The Jr. Engineer generates a unique code for the project, after selection of the asset/assets, which are part of the project.
Preparation of Estimation : The estimations are prepared based on the District schedule rates applicable. Authorized user has privilege to update the DSR rates as per the new schedules released by the concerned organization. User can select multiple DSR or DSR pertaining to previous years too. Upon completion the Jr. Engineer forward the same for various approval processes.
Estimation Approval from Various Authorities : Every user has inbox/Outbox concept. Upon logging in user can access the cases/files allocated to the individual. On verification of the same the user can forward, reject, or accept the same. The approval processes are configured based on the type of project, cost estimation. Project details are approved electronically.
Budget Approval : The budget approvals are restricted to the accounting department. Before approval the authorized person can verify various details like past work, available budget, budget earmarked etc.
Tender Formalities : On approval of project in the pre tender stage, the engineer can publish the tender for inviting bids. Each tender activities comprises of various attributes, which can be configured based on the project size.
Acceptance of Bid : Upon receipt of bid, the user can enter the rates quoted by individual vendor (Material wise/ consolidated). The system identifies the lowest bidder and the percentage variation from the DSR rate.
Work Order Release : Upon acceptance of bid, municipality awards the work order to the competitive vendor.
Daily Measurement Book : Daily measurements are captured by the site engineer and bills are released based on the terms agreed.
Monitor Work In Progress : The higher authorities can monitor the work in progress with a click of button. The details comprises of the work name, work order vale. Project tenure, cost, and project liability period and percentage completion of work.
Payment Order : As per the terms agreed municipality releases the payment instruction based on the daily measurement. The Payment orders are forwarded to the Accounting department after updating the same with statutory deductions like work Tax, Tax deduction at Source (TDS)
Managing R.A and Final Bills : The bills are largely categorized in to R.A & Final Bill.
Municipal Inventory : As the work progresses the system keeps developing a inventory of the assets owned by Municipal corporation
The project approval and acceptance activities are largely divided in to Pre Tender, Tender and post tender activities.
GIS work as a backbone for urban planning and management. Essentially it seeks to integrate a large range of spatial and non spatial information with respect to topography & other spatial information including- urban services, infrastructure and socio-economic information.
- Work creation with demarcation on maps
- Progress monitoring reports on map with thematic reports for pending, complete, delayed projects etc.
- Associating one or more road segments with a tender.
Maintaining history of all civil works done on each segment, which can be retrieved at one click
Asset Selection on Map
Drawing Proposed Asset
Drawing Proposed Asset
Property Taxes are levied based on the basis of Ratable Value (RV) of land, buildings, assessable on the expected annual rental value where such properties may get when let out. Property tax contributes to the major source of revenue for a municipal corporation. Property Taxes are mainly calculated based on the structure and usage of the building.
- Property Registration
- Property assessment
- Property Re Assessment
- Demand Generation
- Bank Reconciliation
- Special Notice
- MIS Reports
New properties are registered based on the inputs received from the town-planning department. The property information’s comprises type of plot, usage, structure type etc. Upon registration the information’s are verified based on the plan and the physical verification of the structure. The ratable values calculated based on the locality, structure. Properties are subjected to reassessment based on various parameters like sale of property, lease, change or modification to structure, change in usage. The reassessment is applicable as and when the corporation amends the regulations of the property tax.
The demand cycles are generated as per the regulation of the corporations like bimonthly, bi annually etc. User can create new billing cycles based on the amendments. Demands are generated and sent to the property owners for payment of property Tax. The payment collections are done at various designated banks and ward offices of Municipal Corporation in the form of cheque, cash & DD. Online payment with payment gateways shall be made available with few modification in the collection module. In case of delayed payments, the
Delayed payment charge (DPC) is applicable along with interest component. The system manages the ledger for individual property tax payer. Reconciliation is carried out by the accounts department to ensure the realization of cheque received at various bank counters. In case of cheque dishonor, the collection entries are reversed with additional penalty towards Cheque Return.
System can generate list of defaulters with notices like 15 days notice, 48 Hrs notice etc. The property Tax system generates various MIS reports and control accounts. Control ledgers are maintained to calculate the part of collection towards the State government contribution. Adequate security and audit trail checks are maintained to capture new and modification to the existing details.
GIS integration provides many benefits for tax collection. Some of the strongest benefits are:
- Problem solving with taxpayers, such as clarifying tax bills and/or tax bill issues with taxpayers that have multiple parcels
- Tax Collection Support
- Developing outreach programs for defaulters by geographic area
- Location of Real and Personal Property defaulters for field collection
- Map support and management of field staff (collectors)
- Mobile home registration collection
- Other field collections (e.g. Motor Vehicle, Occupational Licenses, etc.)
- Preparation of tax delinquent (court, auction, and more) packages
- Increase role of public in governance
- The mosaic of the ward level information at the ULB level will become up-to-date and reliable
- Properties litigations will be reduced
- Provide accuracy in maintenance of Properties / land records
- The revenue collection will increase as the exact area of the land and the use of the land will be publicly known
- The individual property holders may be issued with smart cards having details of the property, 1st buyer, 2nd buyer.
Accessing Property Dues
The Water-billing system comprises of the following features.
- New Connection : New connection requests are accepted through a single window acceptance concept. Based on the type of connection and the usage (Residential, Commercial, Industrial etc.), applicant need to submit set of documents along with the application.
Upon acceptance the documents a sent to the Ward officer (water department) for further scrutiny along with site inspection. The ward officer inspection reports along with demand - supply report reports are further sent to various approvals. On approval from the designated engineer the system generates a challan with details of security deposit, connection charges applicable for the new connection. A new connection number is issued to the applicant with along with meter number and the present reading.
- Transfer of Connection : Transfer of connections requests are accepted through a single window acceptance concept. The transfer of connections is subject to verification of all the statutory documents and submission of No due certificate from various department of the municipal corporation.
- Disconnection & Reconnection : The water connections are disconnected in case of overdue payments for a specific period. The reconnections requests are carried out upon payment of all types of dues to the ULB including property and other outstanding.
- Billing Cycle: Bills are generated based on the connection type, consumption for the period, previous outstanding and other levies applicable. Delayed payments are applicable in case the payments are made before the due date.
Water flow analysis to assist theft detection
- Shortage / Incident reporting and analysis
- Highlighting defaulters in entire city or particular region/ward
- Integration with handheld devices for bill collection
Identification of Connection on Map
The Grievance Management module is a citizen centric module in which they can lodge report grievances for various services provided by ULB using an interactive web portal. Following are important features of this module:
- Grievance Registration
- Complaints are registered under the specific complaint type
- Grievance module will be integrated with GIS (Details such as Location, landmark will be captured)
- Detail Description about a complaint will be entered in the system
- Complaint Mode : Indicates whether a lodge complaint is received by Courier, Hand delivered, Fax, etc
- Complaint Category : Indicates whether a complaint is lodged by General public, Minister, MLA, etc
- Complaint Received Date
- Provides multiple channels of grievances recording & timely redressed of grievances as per defined escalation path
- To define complaints in a proper structure
- GIS Integrated web based solution where citizen have facility to demark the location
- User can define duration for the redressal of every complaint
- Define Escalation path for Complaints
- Easy tracking of the Complaint
- Grievance is lodges by entering proper service master and complaint type
- Mode of complaint is captured (Letter, Portal, etc)
- Status of Grievance can be tracked by entering Grievance id
Map based tool to mark location of grievance.
- Automatic selection of asset selected in marking.
- Automatic identification of administrative hierarchy based on location of grievance marked.
- Map based reports showing summary and locations of grievance lodged and redressed.
As part of the mGIS infrastructure, it provides centralized GIS Dashboards for key dignitaries such as commissioner and head of the departments through a GIS Control Centre. The m GIS Dashboard would enable viewing maps and images of any region and allow fusing of various data – thus, becoming a part of information-assimilation process in map format displays for key dignitaries in governance. It would be appropriate to adopt these dashboards for high-level reviews/meets etc and promote this GIS usage to key dignitary-levels.
Customized mGIS Dashboard allows status monitoring, planning and reviews on the GIS view. The mGIS Dashboard helps government authorities with inbuilt features like pop-up various abstract-scenarios and situational awareness and display maps (like Project Status; Property and water revenue, connections, pending bills and many others), images and other spatial data. The mGIS-Dashboard serves maps, tables, text and applications from the mGIS. Key datasets will be used to show graphical views of statistics. Information can be displayed in tables, charts, and thematic maps. Some of the sample dashboards are as shown in the Exhibit below.
mGIS is a robust framework designed for scalable and rapid GIS application development on variety of technologies and platforms. The framework is designed to be modular, extendable and completely configurable as per need.
mGIS utilizes internationally accepted standards such as W3C, SOAP, REST and OGC to provide smooth integration with variety of systems. Exhibit below depicts mGIS framework and technology stack.