Chief Minister's Rural Housing Mission Madhya Pradesh

Implementation Guidelines

&

User Manual

Integrated e-Governance Portal for Automation, Streamlining &

Effective Management and Monitoring of Process involved in the

implementation of CM RHM Scheme

http://mmgam.mp.nic.in

Need of the scheme:

MP has about 37 lac rural poor who are either houseless or live in semi-pucca

houses. The gap between the demand and supply is too huge to be

addressed by existing schemes like IAY. In view of this the Govt has launched

‘CM Gramin Awas Mission” to facilitate housing to rural poor. It is proposed

to construct 1.5 lac houses per year.

About Scheme: Scheme covers APL/BPL of rural areas having a total annual

income of Rs. 1.25 Lac. Patta for plot for construction of house is allotted to

beneficiary based on the eligibility of the applicant. The scheme facilitates

construction of houses at the cost of Rs. 70,000/- The beneficiary

contribution is Rs. 10,000/-, Rs. 30,000/- is subsidy and long-term loan of Rs.

30000/- is being arranged from the banks. As banks are also stakeholders,

the chances of the construction of the good quality house will be improved.

Stakeholders:

1. Beneficiaries

2. MMGAM State Hqs

3. District Project Implementation Units

4. Block Project Implementation Units

5. Survey Engineers (SE)

The main challenges in the implementation of the scheme were to have a

platform and mechanism for the following

- Transparent, economic and effective implementation with minimal resource

and manpower requirements by facilitating

- Automated functions based on event triggers

- To facilitate economy in operations and accountability on functionaries

- To design and suitable strategy to minimize interface of the beneficiary with

the government and reduce the scope of human interventions/discretions

and thus insulate the implementation from the leakages and undue

harassment of the beneficiary.

ICT Solution Proposed by NIC

To meet the above challenges an online e-governance portal has been designed

and deployed. The system seamlessly uses and integrates readily available

technologies and concepts like SMS, PDA, Mobile phones, GPS, Google earth,

integration with bank data etc to facilitate meeting of challenges. All of the

following processes involved in the implementation of the schemes have been

automated and made online

1. Applicant Registers his application for the scheme

2. Janpad Panchayats initiates action to verify the eligibility of the Patta for

applicant.

3. After the confirming the availability of plot/patta for construction of House, bank

forwards the proposal to bank branch for sanction of loan.

4. Follow-up with bank for sanction of the loan

5. Release of the scheme sanction order

6. Depute survey engineer for layout foundation. Engineer reports layout

7. After 30 days of the day of layout, visit of the survey engineer for confirmation of

the plinth level progress

8. Instruction to bank for release of first installment

9. After 30 days of the day of release of previous installment, Site visit of the survey

engineer for confirming the completion of the next level for release of next

installment

10. Instruction to bank for release of next installment.

11. Monthly repayment to the bank after the 6 months of the release of the first

installment, till the completion of the loan term

The application has automated all the above functions.

12. It generates all documents like proposal for bank loan, scheme sanction order,

installment release order etc

13. It automatically sends automatic alerts to beneficiaries for updating them on

various activities related to his case.

14. It automatically sends automatic SMS to engineers for alerts them to complete

the surveys and update the progress to facilitate the release of the installment

release orders to banks.

15. It also facilitates generation of the bank advice of the repayment of the

installments.

Methodology of implementation :

Designed and developed a roles-based/work-flow system and e-Governance portal for the

streamlining & automation of various processes involved in the implementation of the CM

RHM scheme. The roles for State Admin, District Admin, Block Admin, bank admin have been

implemented.

Main Modules/functions of the system are as under:

1. Beneficiary Management

- Beneficiary registration.

- Updation of the status of the application (Accepted / Rejected) by various authorities

- SMS to beneficiary after registration.

- Mapping of the beneficiary with the bank/branch

- Generation of the scheme sanction order

2. Loan Case Management

- Preparation of the proposal for the house loan and tracking of the status of sanction of

loan.

- Updation of the loan sanctions details and loan account number. SMS to beneficiary on

Loan sanction.

3. Inspection Management

- Mapping of the beneficiary with the survey engineer

- SMS to survey engineer for site visit for layout.

- Generate the details of sites where inspection is over due

- Uploading of the Geo-location of the worksite with beneficiary, latest geo-tagged

worksite photographs using web interface/GPS enabled mobile phone

4. Instalment release Management

- Automated generation of the instalment release orders to banks and real-time

publication on web portal.

- Generate the details of sites where instalment release has been delayed.

- Generate the details of the sites whose all instalments have been released

5. Loan repayment Management:

- Generation of bank advise for repayment of the loan cases after six months of the data

of release of first instalment

6. Bank reconciliation

- The system use the transaction data from various banks to reconcile and update the

details related to the beneficiaries and bank transactions.

7. Loan repayment Management:

- The use the bank transaction data to track the re-payment of the instalment by various

beneficiaries.

- It generates the list of beneficiaries whose repayment has not started or who are

defaulting the re-payment for last two months.

- The list is used by the concerned officials to follow-up action against the beneficiary and

motivates him to repay the instalments.

Objectives

The main object of the project was to design and develop an integrated e-Governance system for rural housing sector using the optimal & judicious use of the available technologies (like Web, MIS, SMS etc) with the aim to

• Create backbone for service delivery and program implementation and Single window interface for all stakeholders

• Streamline the core processes; automate routine and repetitive tasks to increase the efficiency & effectiveness of the system by minimizing the manual effort in the preparation of bank proposals, instalment release orders, re-payment orders and compilation of information and creation and updation of related documents, reports, and registers

• To facilitate effective and transparent implementation of the scheme with minimal involvement and dependency on the Staff

• Minimization of scope of discretion in decision making and functions

• Introduction of economy and efficiency in operations by minimization of work load at all levels for all stakeholders of the system

• Integration with banks MIS to minimize the efforts of the departmental functionaries and better record keeping and accurate accounting

• Facilitate proactive governance by forecasting the problems and bottlenecks at various levels

• Fixing accountability on all stakeholders

• Empowering people by information exchange in real-time among stakeholders

• Enhance coordination and communication among all stakeholders

• Tool for effective monitoring, evaluation and management

• Minimization of paper work at all levels

Benefits of projects

The scheme and its implementation strategy were finalized after taking into account

the use of ICT tools for its effective implementation. Following paragraph taken from

the scheme documents clearly illustrates the point:

“The progress of construction of houses shall be monitored and captured by Supervisory

team preferably from the site. System of monitoring shall be so designed that at least one

visit is done by supervisory team in a month and surely between the release of two

installments. The releases by bank will also get reflected in the mission’s website and

banks would be given the power to amend their part while they will have an opportunity

of monitoring the progress.”

Considering the fact the field level implementation machinery i.e. Jilla Panchayat

and Janpad Panchayats are already overburdened with the implementation of

several other schemes, the implementation model of the scheme has been designed

to in such a manner that it maximizes the use of available technologies for the

proper, effective and transparent implementation and required minimal

involvement of the staff in various functions.

The system is helping the Mission in the effective and efficient implementation of the

scheme and to facilitate a proper housing for rural poor by providing a system to

ensure the implementation with minimum administrative cost, minimum human

intervention, check leakages and introduce the much needed transparency in the

government functions. GPS enabled mobile phones, PDAs with GPS and Digital

Cameras, Satellite imagery and other allied technologies are being used for

streamlining the implementation of the scheme and related monitoring and

evaluation.

Following services have been extended

- G2C

• Online Application Status tracking, Download Scheme Sanction order for

beneficiary

• Online availability of details of installment released by banks

• SMS alerts on various events like application registration, scheme sanction,

installment release etc

• Download application forms, best practices for low cost housing etc.

- G2G :

• All processes involved in the implementation of the scheme have been

automated

• Applicant registration and Beneficiary Management

• Preparation of the proposal for loan to be submitted to banks

• Tracking and updation of the status of the loan sanction

• Sanction of the scheme and generation of scheme sanction order

• Assignment of survey engineer

• Capturing Site inspection reports from survey engineers

• Online preparation of installment release orders based on the survey reports

available online

• Interface with the banks for downloading the installment release order

• Integration with the bank transaction data to Synchronize the details of the

installment released and repayment by beneficiaries

• Interface to Bank for Uploading of loan sanction details

• Transparent Loan Sanctioning and installment release process

Step-by-Step user guide for Janpad Panchayats

1. User Name and passwords have been provided by CMRHM to all the janpads

2. Janpad Panchayats are supposted to perform following major functions

1) Login in the page by clicking the login button on the top right side of the screen this link

will redirect you on the login page where you have to provide your username and password.

2) Enter User Name, Password and Characters in the space provided.

3) Main menu for navigation through modules

Main menu for navigation

through modules

Repayment

1. Govt. Subsidy repayment

part of Rs. 30,000 has to paid

to as EMI by Govt.

2. Beneficiary Loan EMI

repayment to be made by

beneficiary himself (how to

ensure)

3. System automatically

propose the list of beneficiaries

whose loan repayment has to

be started (after six months of

first installment). (GPR)

4. System generates of

monthly bank advise for

repayment

Loan Module

1) Online preparation and forwarding of

the bank wise, branch-wise proposals

for the house loan of beneficiaries to

concerned bank/branch(GPR)

2) Tracking of the status of sanction of

loan and Pendency with banks

3) Updating of the loan sanctions details

and loan account number by Bank

(GPR)

4) Intimation to beneficiary by SMS on

Loan sanction.

Inspection Management

1) Mapping of the beneficiary with the

survey engineer

2) Automated Intimation to survey engineer

by SMS for site visit for layout after

calculating the last instalment payment

date. (GPR)

3) No scope of discretion in valuation (GPR)

4) Tracks sites where inspection is over due

5) Upload geo-tagged worksite photographs

using web interface/GPS enabled mobile

phones/PDAs (to facilitate GPR)

6) Online registration of

valuation/inspection reports by sub-

engineer using PDA/Mobile/Web

available for public/banks etc (GPR/RTI)

Beneficiary Management

1) Online Registration of Beneficiary

profile GPR)

2) Updating of the status of the

application (Accepted / Rejected)

by various authorities (GPR)

3) Intimation to beneficiary after

registration and on related events

by SMS (GPR).

4) Geo-coded Photograph to

validate location for subsequent

photos (GPR)

5) Mapping of the beneficiary with

the bank/branch

6) System generated scheme

sanction order for download for

all (GPR)

7) Tracking of the inspections for

release of installment

8) Tracking release of installments

4) Beneficiary Management

After clicking the above links the following menus appears.

I) Online Registration of Beneficiary profile GPR

• Basic Profile of the benificiary.

• Uplod benificiary photo.

• Accept Beneficiary for Bank Proposal

Updating of the status of the application (Accepted / Rejected) by various authorities (GPR)

• Draft Bank Proposals for Locking

• View and Print Locked Bank Proposals

The print of the proposal is available in jpeg and pdf format.

II) Loan Case Management

Online preparation and forwarding of the bank wise, branch-wise proposals for the house loan of beneficiaries to

concerned bank/branch(GPR).

i) Rejection of Proposal

Tracking of the status of sanction of loan and Pendency with banks

Bank Sanction Letters List for Bank Proposals (Printing of the Sanction Order and Benificiary List)

Beneficiaries of loans approved for house building proposals maintain the agreement and printing of agreement.

III) Inspection Management(Online registration of valuation/inspection reports by sub-engineer using

PDA/Mobile/Web available for public/banks etc (GPR/RTI)

Manage Inspections conducted by Engineers(Mapping of the beneficiary with the survey engineer)

Automated Intimation to survey engineer by SMS for site visit for layout after calculating the last instalment payment

date. (GPR)

Upload/View Site photographs

Upload Beneficiary House GPS Details

5) Release Order

List of Draft Installment Release Orders: Lock the details of draft release orders for sending Bank

Installment release

Release Installments and enter the details of installments released

� Automated generation of the installment release orders to banks on basis of the inspection reports (GPR)

� Real-time publication of IR orders on web portal for banks and public to download. (GPR)

� Online release of loan installments in beneficiaries bank account. (GPR)

� Track the installments already released

� Sync installment release data with Bank transaction MIS to confirm the release of installment. (GPR)

� SMS to beneficiary on IR release order/Bank MIS data (GPR)

� Generate the details of sites where installment release has been delayed.

� Generate the details of the sites whose all installments have been released

6) Loan Repayment Module

• Select beneficiary for repayment.

On this form, you can select the beneficiaries whose installment release was started six months ago.

1. Govt. Subsidy repayment part of Rs. 30,000 has to paid to as EMI by Govt.

2. Beneficiary Loan EMI repayment to be made by beneficiary himself (how to ensure)

3. System automatically propose the list of beneficiaries whose loan repayment has to be started (after six

months of first installment). (GPR)

4. System generates of monthly bank advise for repayment

5. System use the bank MIS data of repayment to identify the beneficiaries whose EMI are over due (GPR)

6. System also blocks the re-payment of EMI (Govt part) in case of Non Performing Assets (NPA) for defaulter

Beneficiaries (GPR)

� Proactive governance: The list of defaulters of EMI is used by the concerned officials to follow-up action against

the beneficiary and motivates him to repay the installments. (GPR)

SMS Integration:

� SMS Center: facilitates the logged in user to send SMS to various officers/functionaries of the portal as

per his role. State can send SMS to all District and block level functionaries of any selected designation or

all designations. Districts can send SMS to functionaries of selected blocks or all blocks.

� Beneficiaries: on all events related to him i.e. application registration, loan sanction /rejection /scheme

sanction/inspection/instalment release etc

� Inspection engineer: SMS alert is sent as soon as the beneficiary is assigned to him, Alert is sent as soon

as inspection for some beneficiary is due. (GPR)

Individual Beneficiary page has been created on the web site to view all the information

related to the beneficiary.

Basic Information of the

Beneficiary

Sanction detail and

agreement details of the

Loan.

Engineer Details.

GPS details and Photograph of the

inspection.

Stage Wise Inspection Details.

Installment Release Details