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RTI Management SystemRTI Management System(eGov RTI)(eGov RTI)

Product Specification DocumentProduct Specification Document

Document Version History

Version Date Author Comments

1.1 07 November2011

Phaninder Choda Created

Legal Disclaimer

eGovernments Foundation its members, officers, directors, employees, or agents shall not be liable for anyinjury, loss, damages, financial or otherwise, arising from, related to, or caused by the use of this document orthe specifications herein, as well as associated guidelines and schemas. The use of said specifications shallconstitute your express consent to the foregoing exculpation.

Copyright

eGovernments Foundation. All rights reserved. No part of this publication may be reproduced, stored in aretrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording,or otherwise, without the prior written permission of the publisher.

Trademarks

eGovernments Foundation and eGovernments Foundation logo are trademarks or registered trademarks of"eGovernments Foundation," a non-profit organisation. All other product names and company logos mentionedherein are the trademarks of their respective owners. In the best effort, all terms mentioned in this documentthat are known to be trademarks or registered trademarks have been appropriately recognised in the firstoccurrence of the term.

eGovernments Foundation

www.egovernments.org

Copyright 2004 eGovernments Foundation, AllRights Reserved.
http://www.egovernments.org/http://www.egovernments.org/

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Product Specification Document

TABLEOF CONTENTS

1 INTRODUCTION .......................................................................................... 3

1.1 OVERVIEW

...................................................................................................................................... 31.2 ASSUMPTIONS................................................................................................................................... 41.3 ABBREVIATIONS................................................................................................................................. 4

2 SYSTEM OVERVIEW .................................................................................... 5

3 FUNCTIONAL OVERVIEW ............................................................................. 7

3.1 MASTER DATA MANAGEMENT............................................................................................................... 73.2 WORKFLOWAND INBOX FEATURE.......................................................................................................... 73.3 MASTER DATAMANAGEMENT................................................................................................................ 9

3.3.1 Fee Setup ............................................................................................................................93.3.2 Mode of payment of RTI fee ...............................................................................................103.3.3 Response time Types for RTI application ..........................................................................103.3.4 Escalation of the RTI application ........................................................................................11

3.3.5 SMS/Email based status alerts ..........................................................................................113.3.6 Check status online ............................................................................................................11

3.4 TRANSACTIONS............................................................................................................................... 123.4.1 Create new RTI application ................................................................................................123.4.2 Search RTI application .......................................................................................................183.4.3 View RTI application ..........................................................................................................193.4.4 Modify RTI Application .......................................................................................................213.4.5 Cancel RTI application .......................................................................................................233.4.6 Status change of RTI application .......................................................................................25................................................................................................................................................... 263.4.7 Financial Integration ...........................................................................................................273.4.8 Receipt ..............................................................................................................................27

3.5 CLOSINGAN RTI APPLICATION........................................................................................................... 28

3.6 DOCUMENT STORAGE....................................................................................................................... 303.6.1 Document Upload ..............................................................................................................303.6.2 Document Retrieval............................................................................................................ 313.6.3 Detach Document.............................................................................................................. 31

3.7 RTI APPLICATION RAISEDON INTERNETBY CITIZEN................................................................................. 323.7.1 Create RTI application online .............................................................................................323.7.1 Search Online RTI application ...........................................................................................373.7.2 View Online RTI application ...............................................................................................38

3.8 REPORTS...................................................................................................................................... 403.8.1 RTI abstract report............................................................................................................. 403.8.2 Department wise ................................................................................................................423.8.3 Responses due in X days ..................................................................................................43

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1 INTRODUCTION

1.1 Overview

"Right to information"[RTI] means the right to information accessible under this Act

which is held by or under the control of any public authority and includes the right toi. Inspection of work, documents, records;ii. Taking notes, extracts or certified copies of documents or records;iii. Taking certified samples of material;iv. Obtaining information in the form of diskettes, floppies, tapes, video cassettes or

in any other electronic mode or through printouts where such information isstored in a computer or in any other device;

Public authorities have designated some of its officers as Public Information Officer. Theyare responsible to give information to a person who seeks information under the RTI Act.These are the officers at sub-divisional level to whom a person can give his RTIapplication or appeal. These officers send the application or appeal to the Public

Information Officer of the public authority or the concerned appellate authority. AnAssistant Public Information Officer is not responsible to supply the information.

Person who desires to seek some information from a public authority is required to send,along with the application, a demand draft or a bankers cheque or an Indian Postal Orderof Rs. 10/- (Rupees ten), payable to the Accounts Officer of the public authority as feeprescribed for seeking information. The payment of fee can also be made by way of cashto the Accounts Officer of the public authority or to the Assistant Public InformationOfficer against proper receipt.

The eGov RTI management system (RTI) is designed to capture the RTI applicationreceived by the ULB and track the status of the applications. RTI application can beraised by the citizen online.

System should be built to handle the RTI applications that can be raised by the citizenover internet and collect the filled in RTI application at the citizen service centers (CSC).

The following are the high level features of the RTI Management System1. Facility to create a new RTI application in the system both manual and online by

citizen.2. Ability to automatically forward the RTI application to the concerned employee

based on the rules defined in the system.3. Ability to allow forwarding of application to other official.4. Ability to capture the comments of the employees at various stages of the

workflow5. Ability to cancel the application6. Ability to modify the application

7. Ability to take the printout8. Ability to attach physical copy of documents9. Update the status of the RTI application

10. Ability to retrieve the status of the RTI application based on various searchparameters

11. Ability to define the Workflow for approval of information dissemination12. Ability to accept payment for RTI applications13. Allow the citizen to track the RTI application online14. Escalation of the RTI application of expiration of the specified number of days to

respond15. Expiration set up16. SMS/Email based status alerts17. Reports Graphical as well as MIS

a. RTI Abstract reportb. Category wise


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c. Department wised. Responses due in XXX dayse. Performance (Category/Department wise)

Modification of the RTI application:

Only the creator of the RTI application will be allowed to modify the RTIapplication.

To modify the RTI application, RTI application has to be sent to the creatorsinbox.

System should not allow modifying the Cancelled, Closed, and Rejected.

Comments History

User should be allowed to enter the comments

User should be allowed to post comments for the attachments

History of the comments to be shown with date, user and comment

When a response is given to the citizen, the citizen should be able to view only

the final outcome/ comment that are marked as visible to applicant.

Workflow history /Application Movement history

For all the users, work flow history/application movement history should be visible

Workflow history should show all the below details

o Date

o User Department

o User

o Task

o Status

o Comments

1.2 Assumptions

1. The documents stored in the system are either a scanned image of the originaldocument or in any of the following formats - text, word, excel, pdf.

2. Please refer the hyperlink for RTI related requirementshttp://rti.gov.in/RTICorner/Guideonrti.pdf

1.3 Abbreviations

PIO-Public Information OfficerAPIO-Assistant Public Information Officer

http://72.18.155.226:8980/dms/dms/yui-dt0-href-Datehttp://72.18.155.226:8980/dms/dms/yui-dt0-href-SenderDepartmenthttp://72.18.155.226:8980/dms/dms/yui-dt0-href-Senderhttp://72.18.155.226:8980/dms/dms/yui-dt0-href-Taskhttp://72.18.155.226:8980/dms/dms/yui-dt0-href-Statushttp://72.18.155.226:8980/dms/dms/yui-dt0-href-Commentshttp://rti.gov.in/RTICorner/Guideonrti.pdfhttp://72.18.155.226:8980/dms/dms/yui-dt0-href-Datehttp://72.18.155.226:8980/dms/dms/yui-dt0-href-SenderDepartmenthttp://72.18.155.226:8980/dms/dms/yui-dt0-href-Senderhttp://72.18.155.226:8980/dms/dms/yui-dt0-href-Taskhttp://72.18.155.226:8980/dms/dms/yui-dt0-href-Statushttp://72.18.155.226:8980/dms/dms/yui-dt0-href-Commentshttp://rti.gov.in/RTICorner/Guideonrti.pdf

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2 SYSTEM OVERVIEW

Create

Applicaion

Forward to

Concerned

Official

InboxTrack and

Update File

Close

application

Master Data Management

Transactions

ApplicationType Master

ApplicationStatus

Cancel/ModifyReasons

SubmissionMethod

Type ofPayment

Escalation Expiration Fee Setup

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RTI application Processing

Customer

serviceCenter

PublicInformationOfficer

[PIO]

RTIApplication

Processor

Citizen

Fill and submit theRTI application(Citizen service

Center)

ReceiveApplication

Enter Applicationdata

R ece ive Paym ent Gene rat e R ece ipt

Get Receipt

Send Applicationto PIO

View the RTIapplication

(inbox)Change status

All information isready

Change status toInformation ready

Send to the inboxof the Public

Information Officer

Inform theapplicant aboutthe application

status & Payment

Wiling to makepayment ofinformation

Receive Payment

Yes

Generate receiptand Hand over

informationEnd

No

In-ProgressStatus

Invalid/Cancel/Rejected

End

Citizen files theRTI application

online

Make payment

Acknowledgement

and receipt

Send Applicationto concerned

Department user

View the RTIapplication

(inbox)

Process theapplication

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3 FUNCTIONAL OVERVIEW

3.1 Master Data Management

There should be provision to capture the below Master data on to the application.

1. Category Master

a. Should be functional complaint categories. These categories should bemapped to departments internally.

2. Application Statusa. New

b. IN progress- When application is in progress

c. Closed-Once the requested information is given to the applicant andpayment received then application will be moved to close

d. Cancel- of the applicant voluntarily cancels the RTI application

e. Rejected-In case information requested does not come under RTI ACT

f. Information ready-If the requested information by the applicant is readyfrom ULB

g. Escalated-In case the RTI response time is breached and application isescalated. This should not be an application status. Should be internal tothe system. The status in this case should be In progress only.

h. Hold-Application is in hold for some known reason3. Cancel/Modify reasons

a. Incomplete applicationb. Invalid applicationc. Applicant with drawn

4. Submission Methoda. In-Person

b. Postc. Internet5. Type of Payment

a. Cashb. Chequec. onlined. Revenue Stamp

6. Fee Setupa. Application feeb. Document Printing Feec. Other fee

Only fee setup will be added through the user interface all the other setups can be

handled through the configuration parameters.

3.2 Workflow and Inbox Feature

RTI application in all the ULBs will have a work flow that will be configured for eachcategory of application

Typically a RTI application is received by a public information officer of the departmentwho then makes an entry in the register. Details like, the sender of the RTI application,description of the application, etc are maintained in the register by the public informationofficer. On receiving a RTI application and making the entry in the register, the publicinformation officer will then forward it to the concerned official in the department. Each

application will be given a number and the same will be intimated to the citizen to enablehim to track his application online. The official in the department has to sign in a registerto acknowledge the receipt of the RTI application. The official, on completion of the work


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on the RTI application can forward it back to the public information officer or anotherofficial in the same department.

The same workflow is depicted in the eGov RTI application. The user of the applicationcan create, accept, forward, comment, and attach documents to the RTI application.

Once the RTI application is sent to a selected user in the department, it is available in theinbox of the user. The user can open the RTI application to work on it and then forward tothe concerned user. All the users will be allowed to add comments.

After completing the work on the RTI application, concerned user will send the RTIapplication to the public information officer. Public information officer will in turn sendthe RTI application response back to citizen/applicant and mark the application status asClosed.


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3.3 Master Data management

3.3.1 Fee Setup

There should be a fee setup user interface available for the user to setup the fee. Twotypes of fee applicable for the RTI application:

a. Application fee-collected at the time of the accepting the applicationb. Other fee-Fee applicable while giving the information to the applicant.

Computed based on the number of papers, any kind of information given inCDs and floppys

User should be allowed to define fee from the user interface.

Field Field Type Required (Y/N) CommentsApplication Fee Number Y Enter the

application fee whilereceiving theapplication

Cost of A3 or A4 sizePaper (Per unit)

Number Y Enter the per unitcost for the

preparation of A3 orA4 size paper

Information providedin diskette or floppy(per unit )

Number Y Enter the per unitcost of theinformationprovided in disketteor floppy

Photocopy cost (perunit )

Number Y Enter the per unitcost for taking thephotocopy of theextract

User should have below options1. Save2. Modify- Should allow user to modify the rates


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3. Close the page

3.3.1.1 Collection of the RTI fee and Rules:

With every RTI application, citizen has to pay some amount of money. This money iscollected at the time of the Receipt of the RTI application.

RTI fee for the persons below the BPL should be 0.

The applicant may also be required to pay further fee towards the cost of providing theinformation, details of which shall be intimated to the applicant by the PIO as prescribedby the Right to Information (Regulation of Fee and Cost) Rules, 2005. Rates of fee asprescribed in the Rules are given below:

a. rupees two (Rs. 2/-) for each page ( in A-4 or A-3 size paper) created or copied;b. actual charge or cost price of a copy in larger size paper;c. actual cost or price for samples or models;d. for information provided in diskette or floppy, rupees fifty (Rs. 50/-) per diskette

or floppy; ande. for information provided in printed form, at the price fixed for such publication or

rupees two per page of photocopy for extracts from the publication.

Citizen has a right to inspect the records of a public authority. For inspection of records,the public authority shall charge no fee for the first hour. But a fee of rupees five (Rs. 5/-)for each subsequent hour (or fraction thereof) shall be charged.

Current Other Charges:

Rs.2/- per page created / copied for A4 / A3 sizes;

Actual charges for larger paper;

Actual cost / price for samples / models;

For inspection of records: Rs.5/- per hour or part thereof. First hour is free. Rs.100/- per CD, Rs.200/- per DVD

Actual cost of books and other printed matter.

Postage charges: actual

3.3.2 Mode of payment of RTI fee

Mode of the payment for the RTI application fee

By Demand Draft or Bankers Cheque or Indian Postal Order

By affixing court fee stamp

By direct payment in cash

Online/card

3.3.3 Response time Types for RTI application

There should be feature available to define the response for the RTI application. This is asthe specified time limit in which ULB should respond to the citizen back.Example: 45 days

System should have a scheduler that will run and pick the RTI applications thatwill be expired. The system should take appropriate action based on the expiryperiod.

RTI applications that are going to be expired to be escalated should be sent to thepre-defined users inbox.

This should be a master where user should be able to change the number of daysas and when policy changes

Sr.no Situation Time limit for disposing off


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applications

1 Supply of information in normal course. 30 days2 Supply of information if it concerns the life

Or liberty of a person.48 hours

3 Supply of information if the application is re-

ceived through Assistant Public Information Of-ficer.

05 days shall be added to

the timePeriod indicated at Sr. No. 1and 2.

4 Supply of information if application/request is re-ceived after transfer from another public author-ity:(a) In normal course(b) In case the information concerns the life orliberty of a person.

(a) Within 30 days of the re-ceipt of the application bythe concerned public au-thority.(b) Within 48 hours of re-ceipt of theApplication by the con-cerned public authority.

5 Supply of information by organizations specified

in the Second Schedule:(a) If information relates to allegations of viola-tion of human rights.(b) In case information relates to allegations ofcorruption.

(a) 45 days from the receipt

of application.(b) Within 30 days of the re-ceipt of application.

3.3.4 Escalation of the RTI application

If the RTI application is not closed/Rejected/Cancelled in predefined number ofdays, in that case the RTI application has to be escalated (move to the inbox) tothe specified User. Ex: Commissioner, Head of the department.

This escalation role to be specified by application category and response types.

There should be feature to send the notification to the Escalation role X numberof days before the escalation. This should be based on application category.

For each department there should be feature to setup

o Escalation position

o Number of days before escalation to send notification.

o Notification Message should be Application Number:

XXXXXXXXXXXXXXXX is going to expire in X number of days. ThisNotification message has to be sending to Notification inbox.

3.3.5 SMS/Email based status alerts

SMS/Email status updates on the RTI application. System should have the send

SMS/email in the below cases1. When the application is moved the below status

a. Information Ready [Status]-[Message] : Applicant Nameyourapplication number:xxxxxxxxxis ready with the requested information.Please contact for further details.

b. Cancelled [Status]-[Message] Title Applicant Nameyour applicationnumber:xxxxxxxxxis Cancelled. Please contact for further details.

c. Rejected [Status]-[Message] Title Applicant Nameyour applicationnumber:xxxxxxxxxis Rejected. Please contact for further details.The above are sample messages. The system should allow the messagesto be configured for individual client.

3.3.6 Check status online

2. Applicant should be allowed to check the status of the application online


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a. Enter the application number and view the status of the application andcomments.The citizen should be able to view the comments for which the ULB officialhas explicitly given the permission.

3.4 Transactions

3.4.1 Create new RTI application

RTI application can be created by the ULB user. ULB user will have all the below features.

RTI application will have 4 parts1. RTI application details2. Submission and payment details3. Attach documents4. Approver authority information

RTI application details:

1. Application Date:

Application date should defaulted show the current date for the onlineapplication.

For manual application entry, the System should not restrict user to createback dated applications.

Should not accept future dates2. Physical Application form number

If the application have a pre-printed number this will be useful for that number.

This is a non mandatory field3. Application status

All the statuses configured in the master

When an application is saved in draft it will be NEW Status

When and application is processed completely status should be changed toCLOSE

Closed application should not be processed, when application status ischanged to CLOSE, Approver authority should not be shown and should nothave forward option. Should have submitted option only.

Field Field Type Required (Y/N) Comments

Application Mode Drop down Y This field will beshown only if the


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ULB Official islogged in. ForCitizen this field willnot be shown and

should be defaultedto Online by Citizen.

Application date Date Y B y default show thesystem date. Thisfield should beenabled for editingonly when theapplication modedropdown is post.

Physical applicationform number

Alphanumeric N Enter the physicalapplication formnumber if any

Priority Drop down Y Values should beHigh, Medium, LowDepartment Drop down Y All the departments

in the ULB to beshown

Applied as Drop down Y Options should beFreshAppeal

Old ApplicationNumber

Alphanumeric N Enabled in case of Appeal, the oldapplication numbershould be enteredhere.

Application Category Drop down Y All the applicationtypes configuredshould be shown

Application Title Text Y Enter theapplication title

RTI ApplicationDescription

Text area Y Enter the RTIapplicationdescription

Application concernsto the life or libertyof person

Check box N Check the flag if theRTI Applicationconcerns to the lifeor liberty of person

Applicant DetailsTitle Drop down Y Mr., Mrs., Dr., Shri.,

Smt.,First Name Text Y Enter the First nameMiddle Name Text N Enter the Middle

Name

Last Name Text Y Enter the Last NameDate of Birth Date Y Enter the date of

birth if theCitizenship Status Radio button Y Option should be

IndianNRI/Persons of

Indian OriginCountry of Drop down Y All the countries


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Residence should be shown inthe drop down

Is the ComplainantBelow Poverty Line

(BPL)

Radio Button Y Yes/No

Address Text Box Y Enter the address

Pin code Text Box Y Enter the pin codeState/UT Drop down Y Select the state/UTName ofcity/town/Village

Text box Y Enter the name ofthe city/town/village

Telephone-1 Number Y Area code andphone number

Telephone-2 Number Y Area code andphone number

Mobile Number Number Y Enter the mobilenumber

E-mail Email N Enter the e-mailSubmission details

Submission details Drop down Y Select thesubmission details.Options should beMailIn-personInternet

(If a logged inperson enters thedetails, it should

show Mail/In Person.Otherwise it will bedefaulted to Internetand the option willnot be shown to theuser)

Type of Mail Drop down (Shownonly when post)

Y incase submissiontype=Mail

Options should beNormalSpeed postRegistered

Type of payment:

There should also bean option tointegrate paymentwith our collectionsystems along withthe non integratedsystem presentedbelow.

Drop down Y Select the Type of

payment.1. Cash2. Cheque3. Revenue

Stamp

Receipt No Alphanumeric Y Enter the ReceiptNumber

Receipt Date Date Y Select the ReceiptDate

Amount Number Y Enter the Amount

paidDD/Cheque Date Date Y (incase Cheque date


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Cheque/DD)DD/Cheque Number Number Y (incase

Cheque/DD)DD/Cheque Number

Bank Alphanumeric Y (incase

Cheque/DD)

Bank (Auto

complete to beimplemented)

Branch Alphanumeric Y (incaseCheque/DD)

Enter the Branchname

Comment Text Area N Enter the Comment

Visible to applicant Check box N Check this if thecomment should bevisible to theApplicant online

User should have below options

1. Save as a draft2. Forward to the selected approver

3. Attach document- should take the user to our Attach document featurea. User should be able to add the comments for the document

4. Close the page

Once the application is submitted, the following would happen:

1. The system will generate the application number

a. Application Number to be system generated. Format of the number shouldbe DEPARTMENT/FYI/ running sequence number (PWD/2011-12/0000003)

b. Number should be 7 digits.c. Number should reset every financial yeara.

2. The application would be forwarded to the Officials inbox based on thepredefined rules in the system.

3. If the citizen has given a mobile number/email address, a SMS/email would besent to the citizen along with the application number.


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3.4.2 Search RTI application

Search the RTI application with the multiple search criteria. User should be able tosearch with the below criteria

1. From date and to date

2. Department3. Status

4. Application number

5. Application Category6. Applied as(Fresh/appeal)7. Enter the number of days(days before the application expires)

User should have below option after searching the application.1. Export to excel2. Export to PDF3. Close

For closed, cancelled, Rejected, escalted application Days to escalete should be NA.

Field Field Type Required (Y/N) CommentsApplication number Text box N Enter the

application numberto be searched

Department Drop down N Select thedepartment. All thedepartmentsconfigured in theULB should beshown

From date Date N Enter the from datefrom when the RTIapplications to be

searchedTo date Date N Enter the to date up


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to which the RTIapplications to besearched

Status Drop down N All the statuses of

the RTI applicationto be shown

Application Category Drop down N All the applicationcategoriesconfigured shouldbe shown

Applied as Drop down N Options should be

Fresh

AppealSubmission Type Drop down N Show all the

submission typesconfigured in the

systemSearch Resultsr.no Display display DisplayApplication id Hyperlink to view

the applicationNA

Date Display Display Display

Application Title Display Display DisplayDepartment Display Display Display

Submission Type Display Display DisplayApplied As Display Display DisplayStatus Display Display Display

3.4.3 View RTI application

View RTI application should show the RTI application in the read only made. User shouldnot be allowed to change any details.User should the RTI application and click on the application number hyperlink to view theRTI application.

User should be able to view the attachments linked to the RTI application.

User should be allowed to click on the workflow history and view the workflowhistory

User should be allowed to click on the comments history and view the Commenthistory.


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3.4.4 Modify RTI Application

Only the PIO will be allowed to modify the RTI application. System should notallow modifying the Cancelled, Closed, and Rejected applications.

When the RTI application is in the inbox of the PIO when PIO click in the view andthe modify button should be available.

To modify the RTI application, application should be in the creators inbox. Whenthe RTI application is in PIOs inbox, modify button should be enabled.

PIO should be allowed to modify all the fields except the belowo Application Date

o Application ID

All the other details can be modified

While modifying the RTI application, user should mandatorily select the Modifyreason.

When user click on modify, Modify reason drop down should be shown and usershould mandatorily select.


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3.4.5 Cancel RTI application

Cancel the RTI application action will be given to the PIO. Only the PIOshould beallowed to cancel the RTI application.

When the RTI application is in the PIO inbox, then the Cancel button to beenabled.

While cancelling the RTI application, user should mandatorily select the Cancelreason.

When user click on Cancel, Cancel reason drop down should be shown and usershould mandatorily select.

RTI application in the below statuses should not be allowed to cancelledo Closed

View the RTI application in the creators inbox.


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3.4.6 Status change of RTI application

User will be allowed to change the application Status only the applications in theinbox of the user.

When user change the application status to Close/Rejected/Invalid, Approver

authority information is not mandatory User should not be allowed to change the status when the application is in

Close/Rejected/Invalid they are the end of the application statuses.

Statuses like In-progress/Received/Hold can be changed by the user when the RTIapplication is in the users inbox.

Statuseso New

o Received

o Invalid

o In-progress

o Hold

o Processing complete

o Awaiting response from applicant

o Closed

o Cancelled


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3.4.7 Financial Integration

System should be able to create a voucher on creation of the RTI application.For cash

Dr Cash account

Cr RTI income accountFor DD

Dr DD accountCr RTI income account

For CardDr Card account

Cr RTI income account

End of the day, all the money collected will be remitted and contra voucher to becreated

o CSL to be created when collector submit all the day end collection.

3.4.8 Receipt

Receipt show below should be generated on receipt of the payment for the RTIapplication.


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3.5 Closing an RTI application

Closing RTI application, where user need to capture the below details and collect anyextra money towards the other fee.

When user changes the status of the RTI application status to the closed, belowdetails to be captured.

o Number of A4 or A3 Pages

o Cost of Larger paper size

o Cost or price for samples or models

o Number of diskette or floppy

o Number of Photocopy

Mode of paymento Cash

o Cheque

o Postal Order

Voucher to be created

o Cash

o Demand draft

o Postal order

Amount to be computed based on the setup, where user will enter only the number andamount to be auto calculated. Refer to the below screen shot.Ex:

o Number of A4 or A3 Pages

o Number of diskette or floppy

o Number of Photocopy

Item Number

Amount [Number * Set upValue for item]

Number of A4 or A3 Pages 5 10Number of diskette or floppy 5 250

Number of Photocopy 5 10Cost of Larger paper size 100

Cost or price for samples ormodels

100

Total [sum of all amounts] 470/-

In the amount should be populated in the amount in the payment details node.


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3.6 Document Storage

3.6.1 Document Upload

The module should support document attachments. All documents that need to be

uploaded during the workflow or the approval process can be done using the followingscreen.

A file can be selected from the local system using the browse option

Multiple files can be uploaded using the + symbol

A search tag can be associated with each file. This helps while retrieving the file.

The Save Document option will attach the file

The Close option closes the pop-up Window once the file is uploaded

Note: An executable file (.exe) cannot be uploaded via Document Managementsystem


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3.6.2 Document Retrieval

eGov RTI supports downloading of the document.

3.6.3 Detach Document

In the Workflow/Approval process, if a file that is attached using the RTI needs to bedeleted, such files can be marked for Detachment. A file marked Detached cannot beviewed or downloaded.


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3.7 RTI application Raised on Internet by Citizen

3.7.1 Create RTI application online

RTI application can be created by the citizen online. Citizen should be able to perform the

following tasks on the RTI application1. Create RTI application

a. Upload attachments2. Search RTI application3. Print RTI application

Process to raise RTI application online1. Fill application online2. Make payment3. Get receipt and acknowledgement4. Application moves into the inbox of the PIO5. PIO sends the application to the RTI application processor

6. Once the information is ready, PIO informs the citizen about the application andthe pending payment

a. Send intimation through email/SMS7. Get the pending payment

RTI application details:

1. Application id:This should be generated on submission of the RTI application. Application ID tobe system generated. Format of the number should be DEPARTMENT/FYI/running sequence number (PWD/2011-12/0000003)

a. Number should be 7 digits.b. Number should reset every financial year

2. Application Date:

Should be system date to the system date.3. Application status

After the submission of the application, should be moved to the inbox of thePIO with the application status as NEW.

User should have below options:

1. Upload attachments-User should be able to attach documents

2. Submit-validate the data and submit the RTI application. On submission,application should move to the inbox of the PIO.

3. Close-Close the page

Once the application is submitted, the following would happen:

1. The system will generate the application number2. The application would be forwarded to the Officials inbox based on the

predefined rules in the system.3. The application form receipt along with the information will be given to the

citizen.4. If the citizen has given a mobile number/email address, a SMS/email would be

sent to the citizen along with the application number.


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Applied as Drop down Y Options should beFreshAppeal

Application Category Drop down Y All the application

types configuredshould be shown

Application Title Text Y Enter theapplication title

RTI ApplicationDescription

Text area Y Enter the RTIapplicationdescription

Application concernsto the life or libertyof person

Check box N Check the flag if theRTI Applicationconcerns to the lifeor liberty of person

Application Description

Title Drop down Y Mr., Mrs., Dr., Shri.,Smt.,

First Name Text Y Enter the First name

Middle Name Text N Enter the MiddleName

Last Name Text Y Enter the Last NameDate of Birth Date Y Enter the date of

birth if theCitizenship Status Radio button Y Option should be

IndianNRI/Persons ofIndian Origin

Country ofResidence

Drop down Y All the countriesshould be shown inthe drop down

Is the ComplainantBelow Poverty Line(BPL)

Radio Button Y Yes/No

Address Text Box Y Enter the address

Pin code Text Box Y Enter the pin codeState/UT Drop down Y Select the state/UTName ofcity/town/Village

Text box Y Enter the name ofthe city/town/village

Telephone-1 Number Y Area code and

phone numberTelephone-2 Number Y Area code and

phone numberMobile Number Number Y Enter the mobile

number

E-mail Email N Enter the e-mailSubmission details

Type of payment Drop down Y Select the Type ofpayment.

1. Cash2. Cheque3. Revenue

StampReceipt No Alphanumeric Y Enter the Receipt


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NumberReceipt Date Date Y Select the Receipt

DateAmount Number Y Enter the Amount

paidDD/Cheque Date Date Y (incase

Cheque/DD)Cheque date

DD/Cheque Number Number Y (incaseCheque/DD)

DD/Cheque Number

Bank Alphanumeric Y (incaseCheque/DD)

Bank (Autocomplete to beimplemented)

Branch Alphanumeric Y (incaseCheque/DD)

Enter the Branchname

Comment Text Area N Enter the Comment


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3.7.1 Search Online RTI application

User should be able to search for the RTI application and view the application. Usershould be allowed to view the attachments.Search parameters should be

1. Application Number2. Date of Birth3. Mobile Number

User should have below options1. Search2. Reset3. Close

Field Field Type Required (Y/N) CommentsApplication Number Text Y Enter the

application numberDate of Birth Date Y Enter the date of

birth of theapplicant

Mobile Number Number Y Enter the mobileNumber of theapplicant entered inthe RTI application

Search ResultApplication Number Hyperlink to View NA Hyperlink to view

the RTI applicationDate Display Display Display the

application dateApplication Title Display Display Display the

application TitleStatus Display Display Display the current

status of the RTIapplication


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3.7.2 View Online RTI application

View the RTI application, when user click on the hyperlink, below details should be shown

1. User should be able to click on comments and view the comments marked advisible to the applicant

2. Click on the View attachments to view the attachments linked to the RTIapplication

3. User should have below optionsa. Printb. Commentsc. View attachmentsd. Close


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3.8 Reports

The Search screen can be used for both reports as well as purposes of searching. An Export to excel option will be provided for the search results.

3.8.1 RTI abstract report

There should be RTI abstract report available in system where user should be able toview the abstract of all the RTI applications.User should be able to generate report based on the below search criteria.Group by APPLICATION TYPE.

Field Field Type Required(Y/N)

Comments

From date Date N Enter the from datefrom when the RTIapplications to besearched

To date Date N Enter the to date upto which the RTIapplications to besearched


Application ID Text box N Enter theapplication id to besearched

Status Drop down N All the statuses of


Application category Drop down N All the applicationcategoriesconfigured shouldbe shown


Fresh


submission typesconfigured in thesystem

Search ResultSelect Radio Button NAApplication id Hyperlink to view

the applicationNA

Date Display Display Display

Application Title Display Display DisplayDepartment Display Display DisplaySubmission Type Display Display DisplayApplied As Display Display DisplayStatus Display Display Display


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When user click on the hyperlink, show the below screen where user should have backand close options.

When user click on the Application ID hyperlink, should take to the view RTI applicationand view the application in read only.

3.8.2 Department wise

RTI application filed to department. Below is the Search criterion

Field Field Type Required (Y/N) CommentsFrom date Date N Enter the from date

from when the RTIapplications to besearched

To date Date N Enter the to date upto which the RTIapplications to besearched


Application ID Text box N Enter theapplication id to be

searchedStatus Drop down N All the statuses of


Application Category Drop down N All the applicationcategoriesconfigured shouldbe shown


Fresh




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Search ResultSelect Radio Button NA

Application id Hyperlink to viewthe application

NA

Date Display Display DisplayApplication Title Display Display Display

Department Display Display DisplaySubmission Type Display Display Display

Applied As Display Display DisplayStatus Display Display Display

Group by department

When user click on the hyperlink, show the below screen where user should have backand close options. (screen shot shown in the 3.8.1)

3.8.3 Responses due in X days

Report to show the list of all the RTI applications that need to be responded in X numberof days. Below is the search criterion

Field Field Type Required (Y/N) CommentsFrom date Date N Enter the from date

from when the RTIapplications to besearched

To date Date N Enter the to date up


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to which the RTIapplications to besearched

Department Drop down N Select the

department. All thedepartmentsconfigured in theULB should beshown

Application ID Text box N Enter theapplication id to besearched

Status Drop down N All the statuses of the RTI applicationto be shown

Application Category Drop down N All the application

categoriesconfigured shouldbe shown


Fresh



Respond in Xnumber of days

Number N Enter the numberbefore which theapplications are

going to expireSearch ResultSelect Radio Button NA

Application id Hyperlink to viewthe application

NA

Date Display Display DisplayApplication Title Display Display DisplayDepartment Display Display DisplaySubmission Type Display Display DisplayApplied As Display Display DisplayStatus Display Display Display

When user click on the hyperlink, show the below screen where user should have backand close options. (screen shot shown in the 3.8.1)


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egov rti psd 1.2

Documents