User Manual For Kerala E-Governance IT …cprcs.kerala.gov.in/COMBINED_HELP_DOC.pdfDepartment User...

Department User Manual - V1.1

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User Manual For

Kerala E-Governance IT

Procurement Portal (CPRCS)

VERSION 1.1

Kerala State Electronics Development Corporation

Keltron House, Vellayambalam

Thiruvananthapuram – 695033

Phone: 0471 4094444 (Ext – 225)

Fax: 0471 2724545


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Document Control Data Sheet

Classification CONFIDENTIAL

Project Name Centralised Procurement and Rate Contract System (CPRCS)

Doc. Issue No: 01 Document Revision No: 1.1

Document ID:

Privacy Policy

This document is being submitted by Keltron to IT MISSION, with the explicit understanding that the content

would not be divulged to any third party without prior consent from Keltron.

Document Name Date

Prepared by Kerala State Electronics Development Corporation Ltd. (KELTRON ) 26/03/2019

Verified By Kerala IT MISSION


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Table of Contents

1. Introduction ....................................................................................................................................... 4

2. Common Operations .......................................................................................................................... 4

Kerala e-Governance IT Procurement Portal ...................................................................................... 4

Sign In .............................................................................................................................................. 5

Existing User .................................................................................................................................... 5

New User Registration .................................................................................................................... 5

Home Screen ....................................................................................................................................... 6

3. Menu Details ................................................................................................................................... 7

3.1 Requirement Generation ........................................................................................................ 8

3.2 New Requirement Suggestion ................................................................................................ 9

3.3 Proforma Invoice Generation ............................................................................................... 10

3.4 Work Order Generation ........................................................................................................ 11

3.5 Reports .................................................................................................................................. 12

Requirement Analysis Report ....................................................................................................... 12

Performa Invoice Report ............................................................................................................... 13

Work Order Analysis Report ......................................................................................................... 14

Order Acknowledgment ................................................................................................................ 15

3.6 Track Order ........................................................................................................................... 16

3.7 Complaint Management ....................................................................................................... 17

New Complaint Registration ......................................................................................................... 17

Close/Re-Assign Complaint ........................................................................................................... 20

Cancel Complaint .......................................................................................................................... 20

Complaint Status ........................................................................................................................... 21

Complaint Details .......................................................................................................................... 21

3.8 Change Password .................................................................................................................. 22


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1. Introduction

The Kerala e-Governance IT Procurement Portal is an environment for the Payment for

hardware procurement from CPRCS exclusively for centralized procurement purpose. The

system includes all activities regarding the e-Procurement. e-Procurement or electronic

procurement is an e-infrastructure specially made for business-to-government (G2B)

purchase and sale of work, goods and services. Also known as supplier exchange, e-

procurement is a win-win approach towards buying and selling inducing and enhancing

transparency, efficiency and confidentially in procurement process through the application.

The user can log into the KeGiP Kerala e-Governance IT Procurement Portal through the

Link:http://cprcs.kerala.gov.in/index.php.

2. Common Operations

Kerala e-Governance IT Procurement Portal

Figure 1 : Kerala e-Governance IT Procurement Portal

http://cprcs.kerala.gov.in/index.php


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Sign In

Existing User

A user must login to the system for using different functionality of this software. User can

login to this software using his/her Username (email) and Password, Then enter the captcha

in the corresponding fields and clicking the Sign In button. If the entered Username and

Password are valid then the user will be logged in to this software. Otherwise login prompt

will appear again and the user will have to re-enter the correct Username and Password.

Please type the image in Captcha correctly. You can click on the image, if you want a new

captcha. Remember all the fields (Username, Password & Captcha) are case sensitive. If you

have any issue in Log in to your page please contact the help desk team of IT MISSION.

New User Registration

1. If you were not enrolled into the Portal, and you are applying for Requirement

analysis for the first time, you can do a new registration.

2. Type in your Name, Email, Mobile number, and Designation. Please note the

Username will be your email id.

2.1. Email: This should be an email address on which further alerts and notification will be sent in future. So please provide a valid email address.

2.2 Mobile Number: This should be an active number on which we contact you

if you have any query and the OTP will be sent to this number in future.

3. Enter the CAPTCHA as seen in the image in the text box provided.

4. Then click Submit button

5. If your Username already exists and cannot login, please contact IT

Mission with your Username to reset the Password. Or email to

[email protected]

6. Now Login into the portal with the Username and Password given.

mailto:[email protected]


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Home Screen

The website is privilege based which means based on the privileges the user is having

the screen which will be customized automatically. In short, the privilege given to user

will decides what screen a user has to see and what not.

When you login to your home page you can see few set of menus in the left side menu

bar.

If you need to log out, click the button in the right top Corner.

As of Now the default home screen will showcase the current order details you have

placed.

Figure 2: New Registration


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3. Menu Details

Figure 3: Department User Menu

There are 8 different menus for the Departmental users.

Requirement Generation New Requirement Suggestion Proforma Invoice Generation Work Order Generation Reports Track Order Complaint Management Change Password


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3.1 Requirement Generation

Figure 4: Requirement Analysis

Click Requirement Generation on left side panel it is required for the Requirement Analysis.

Select Product Name from the List, while choosing Product Name corresponding Product

Type, OS/ Compatibility appears in the list, enter Quantity and Special Requirements deals

with specifications required.

Then click on Add Button.

While click on Save button the details saved and displays in the below table.

Table entries are Requirement Number, Date and Quantity.


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3.2 New Requirement Suggestion

Figure 5: New requirement Suggestion

In New Requirement Suggestion, there will be provision to save Exceptional Requirement.

Enter Product, Type (Example: Medium End, High End, Entry Level), OS Compatibility

(Example: Ubuntu, Windows 10 Home, Windows 10 Pro), Quantity and Description.

Then Click on Save Button to save the entered details.

There is the provision to clear the entered details by click on Clear Button.

Table displays Exceptional requirement number, Date, Product, Type, Compatibility,

Quantity, and Status with View provision.


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3.3 Proforma Invoice Generation

Figure 6: Proforma Invoice Generation

View / Edit provision of the table contents such as Requirement number, Date, Quantity.

Table displays Invoice number, Date, Quantity, and Status (whether approved/ pending)

with View Only provision.

Search Provision is available here.


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3.4 Work Order Generation

Figure 7: Work Order Generation

Generate Proforma Invoice in PDF Format.

View/Edit Provision of Invoice number, Date, Quantity and Price.

Table displays Work order number, Date, Total Quantity, Status and Consignee with View

only permission.

Search provision is available.


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3.5 Reports

Figure 8: Reports Menu

Requirement Analysis Report

Figure 9: Requirement Analysis Report

Enter Requirement Number then click on View button.


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Figure 10: Requirement Analysis Report Sample

Generates Requirement Analysis Report corresponding to the given Requirement number.

Report contains Product Name, Product Type, OS/Compatibility, Description and Quantity.

Proforma Invoice Report

Figure 11: Proforma Invoice Report

Enter Invoice number then click on View button.


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Figure 12: Proforma Invoice Sample

Generates Proforma Invoice in PDF Format.

Work Order Analysis Report

Figure 13: Work Order Report

Enter Work Order number then click on View button.


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Figure 14: Work Order Details Sample

Generate Work Order details in PDF format.

Order Acknowledgment

Figure 15: Order Acknowledgement Report

Enter Work Order number then click on View button.


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Figure 16: Order Acknowledgement Sample

Generate Order Acknowledgment in PDF Format.

3.6 Track Order

Figure 17: Track Order Details

Displays Track Order Details with View Permission.

Track Order details includes Requirement, Invoice, Work Order details and Delivery Status.


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3.7 Complaint Management

Figure 18: Complaint Management

New Complaint Registration

Figure 19: New Complaint Registration

Select Product Type from the drop down.

Select suitable Serial number from the automatically generated list against the Product Type.

Then click on Go button.


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Figure 20: Complaint Registration through Product Type

If selected Product Type is not exist then displays the message “No Item Found”.


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Figure 21: Register New Complaint Via Complaint Entry Form

While selecting Product Type, Serial Number and click on Go button displays Product

Details, Office Details and Complaint Entry Form.

Product Details includes Type, Make & Model, Serial number, Description and Service By.

Office Details includes Name, Address, Pin code and Phone number.

In Complaint Entry Form, Select Complaint Type if any Others click on the Check box and

Please specify in the below box. Then Enter Complaint Description.

To register the complaint click on Register Button. To cancel the same click on Cancel

Button.

Enter Officer Name with Mobile number in the Contact person Details Entry section.

After registering the complaint, the E-Mail and SMS Notification will be sending to the

corresponding Service Providers.


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Close/Re-Assign Complaint

Figure 22: Close/Reassign Complaint

Count of Pending Complaints displays here.

Click on Complaints load the details.

Cancel Complaint

Figure 23: Cancel Complaints

Count of New Complaints displays here.

Click on Complaints below displays the Complaints Details (Cancel Complaint).

To cancel the complaint click on Cancel Complaint Button.

Quit option is also exist.


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Complaint Status

Figure 24: Complaint Status

List of Complaints displays the table with entries of Complaint Status and Total Count.

Click on the Complaint Status to load the details.

Table displays Complaint Number & Date, Service By, Product Details and Complaint

Details.

Complaint Details

Figure 25: Complaint Details

Select Complaint Status and Complaint Number from the list.

While click on View button displays Complaint Details.


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Figure 26: View Complaint Details

The Complaint Status are Pending, Call Registered, Resolved, Re-Assigned and Closed.

3.8 Change Password

Figure 27: Change Password


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You can access the change password option by clicking on Change Password option.

Type the Current password once and new password twice, and then click on Change Password button.

To reset the password you can get assistance from the IT MISSION or sent a email to [email protected]

mailto:[email protected]

User Manual For Kerala E-Governance IT …cprcs.kerala.gov.in/COMBINED_HELP_DOC.pdfDepartment User...

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