userdet.kerala.gov.in/images/15/day/infra.pdf · 2017. 8. 24. · user manual development &...

USER MANUAL

Development & Maintenance of Web Based

Portal and MIS for Monitoring & Evaluation of

Vocational Training Improvement Project

Ver–1.02

[STATE DIRECTORATE MODULE]

Submitted By WIPRO Limited (InfoTech Division)

Plot No. 480-481, Udyog Vihar, Phase III

Gurgaon – 122016

Haryana

Table of Contents

User Manual – Development & Maintenance of Web Based Portal and MIS for Monitoring & Evaluation of Vocational Training Improvement Project

Ver1.02 USER MANUAL – STATE DIRECTORATE MODULE Page 2 of 105

1. Introduction ........................................................................................................................................................................... 7 1.1 Overview ..................................................................................................................................... 7

1.2 Scope of the Document ............................................................................................................... 7

1.2.1 Academic ........................................................................................................................... 8

1.2.2 Administration .................................................................................................................... 8

1.2.3 Finance .............................................................................................................................. 8

1.2.4 Best Practices .................................................................................................................... 9

1.2.5 Procurement ....................................................................................................................... 9

2. About the Document............................................................................................................................................................ 10 2.1 Intended Audience .................................................................................................................... 10

2.2 Document Conventions ............................................................................................................. 10

3. Getting Started .................................................................................................................................................................... 11 3.1 System Requirements ............................................................................................................... 11

3.2 Accessing Portal ....................................................................................................................... 11

3.3 Login Page ................................................................................................................................ 11

3.4 Forgot Password ....................................................................................................................... 14

4. SPIU .................................................................................................................................................................................... 17 4.1 Academic .................................................................................................................................. 17

4.1.1 Transfer of Trainee ........................................................................................................... 17

4.1.1.1 Create ...................................................................................................................... 18

4.1.2 Upload Admitted Trainee Details ...................................................................................... 18

4.1.2.1 Upload Admitted Trainee ......................................................................................... 18

4.1.3 Upload Eligible Trainee Details ......................................................................................... 20

4.1.3.1 Upload Eligible Trainee ............................................................................................ 20

4.1.4 View Eligible Trainee Uploaded File Status ...................................................................... 21

4.1.4.1 View Eligible Trainee Uploaded File Status .............................................................. 22

4.1.5 Assign Examination Centre .............................................................................................. 22

4.1.5.1 Create ...................................................................................................................... 22

4.1.5.2 Approve ....................................................................................................................... 23

4.1.6 Generate Hall Ticket ......................................................................................................... 25



4.1.6.1 Create ...................................................................................................................... 25

4.1.7 Print Hall Ticket ................................................................................................................ 27

4.1.7.1 Create ...................................................................................................................... 27

4.1.8 Trainee Marks .................................................................................................................. 31

4.1.8.1 Create ...................................................................................................................... 31

4.1.8.2 Edit .......................................................................................................................... 33

4.1.8.3 Approve ................................................................................................................... 34

4.1.9 Print Mark Sheet .............................................................................................................. 36

4.1.9.1 Print Mark Sheet ...................................................................................................... 36

4.1.10 Print NCVT Certificate ...................................................................................................... 39

4.1.10.1 Create ..................................................................................................................... 39

4.1.11 Upload Trainee Marks Details .......................................................................................... 41

4.1.11.1 Upload Trainee Marks............................................................................................. 41

4.1.12 Upload Staff Details .......................................................................................................... 42

4.1.12.1 Upload Staff Detail .................................................................................................. 42

4.2 Administration ........................................................................................................................... 42

4.2.1 Staff Details ...................................................................................................................... 43

4.2.1.1 Create ...................................................................................................................... 43

4.2.1.2 View Draft ................................................................................................................ 44

4.2.1.3 Edit .......................................................................................................................... 45

4.2.1.4 Approve ................................................................................................................... 46

4.2.2 Upload Staff Photograph .................................................................................................. 47

4.2.3 Instructor Details .............................................................................................................. 48

4.2.3.1 Create ...................................................................................................................... 49

4.2.3.2 View Draft ................................................................................................................ 51

4.2.3.3 Edit .......................................................................................................................... 53

4.2.3.4 Approve ................................................................................................................... 54

4.2.3.5 Upload ..................................................................................................................... 55



4.2.4 Bank/Police Station Mapping ............................................................................................ 57

4.2.4.1 Approve ................................................................................................................... 57

4.2.5 ITI – Quarterly Progress Report ........................................................................................ 58

4.2.6 Generate Question Paper Indent ...................................................................................... 59

4.2.7 ITI – Progress Report Format ........................................................................................... 60

4.2.8 SPIU – Progress Report Format ....................................................................................... 60

4.2.8.1 Create ...................................................................................................................... 61

4.2.8.2 Draft ......................................................................................................................... 62

4.2.8.3 Edit .......................................................................................................................... 63

4.2.8.4 Approve ................................................................................................................... 63

4.3 Finance ..................................................................................................................................... 64

4.3.1 Budget Planning ............................................................................................................... 64

4.3.1.1 Create ...................................................................................................................... 64

4.3.1.2 View Draft ................................................................................................................ 67

4.3.1.3 Edit .......................................................................................................................... 68

4.3.1.4 Approve ................................................................................................................... 68

4.3.2 Budget Allocation ............................................................................................................. 69

4.3.2.1 Create ...................................................................................................................... 69

4.3.2.2 View Draft ................................................................................................................ 70

4.3.2.3 Edit .......................................................................................................................... 71

4.3.2.4 Approve ................................................................................................................... 72

4.3.3 Interim Unaudited Financial Report .................................................................................. 73

4.3.3.1 Create ...................................................................................................................... 73

4.3.3.2 Edit .......................................................................................................................... 74

4.3.3.3 Approve ................................................................................................................... 76

4.3.4 Generate Fund Utilization Certificate ................................................................................ 77

4.3.4.1 Create ...................................................................................................................... 77

4.3.4.2 Edit .......................................................................................................................... 77



4.3.4.3 Approve ................................................................................................................... 78

4.3.4.4 Generate Certificate ................................................................................................. 79

4.3.5 Expenditure Audit ............................................................................................................. 80

4.3.5.1 Create ...................................................................................................................... 81

4.3.5.2 View Draft ................................................................................................................ 81

4.3.5.3 Edit .......................................................................................................................... 82

4.3.5.4 Approve ................................................................................................................... 82

4.3.6 Budget Planning for State ................................................................................................. 83

4.3.6.1 Create ...................................................................................................................... 83

4.3.6.2 Edit .......................................................................................................................... 84

4.3.6.3 Approve ................................................................................................................... 84

4.4 Best Practices ........................................................................................................................... 85

4.4.1 Create .............................................................................................................................. 85

4.4.2 Edit ................................................................................................................................... 86

4.4.3 Approve ............................................................................................................................ 87

4.5 Procurement ............................................................................................................................. 88

4.5.1 Procurement Schedule for Equipment/Civil Works ........................................................... 88

4.5.1.1 Create ...................................................................................................................... 88

4.5.1.2 View Draft ................................................................................................................ 89

4.5.1.3 Revised/Actual ......................................................................................................... 90

4.5.1.4 Edit .......................................................................................................................... 91

4.5.1.5 Approve ................................................................................................................... 92

4.5.2 Procurement Schedule for Services ................................................................................. 93

4.5.2.1 Create ...................................................................................................................... 94

4.5.2.2 View Draft ................................................................................................................ 94

4.5.2.3 Revised/Actual ......................................................................................................... 95

4.5.2.4 Edit .......................................................................................................................... 96

4.5.2.5 Approve ................................................................................................................... 97



4.5.3 Upload Procurement Package .......................................................................................... 98

4.5.4 Contracts for Equipment, Civil Works & Services ............................................................. 99

4.5.4.1 Create ...................................................................................................................... 99

4.5.4.2 Edit ........................................................................................................................ 100

4.5.4.3 Approve ................................................................................................................. 101

4.5.5 Post Procurement Audit.................................................................................................. 102

4.5.5.1 Create .................................................................................................................... 102

4.5.5.2 Edit ........................................................................................................................ 103

4.5.5.3 Approve ................................................................................................................. 104

4.6 Contact Information ................................................................................................................. 104

4.7 Help ........................................................................................................................................ 105



1. Introduction

1.1 Overview

The Directorate General of Resettlement & Employment (DGR&E) then named as Directorate

General of Employment & Training (DGE&T) now renamed as Directorate General of Training (DGT),

was set up in 1945 for the purpose of resettling demobilized Defense Service personnel and

discharged War Workers in civil life. Currently, the scope of the Directorate General has been

extended to cover employment service to all categories of job seekers and training services to

civilians.

DGT under the Ministry of Skill Development And Entrepreneurship is the nodal agency responsible

for conducting vocational training programs to meet the skilled manpower requirement of industry.

Because vocational training is a concurrent subject the Central Government is responsible for laying

down norms, standards, policies, conducting of trade tests, and award of certificates. Other major

responsibilities include research in vocational training, development of instructional materials and

affiliation of ITIs/ITCs, whereas State Governments / Union Territories are responsible for day to day

administration of Employment Exchanges and ITIs. Each State Government has a Directorate of

Technical Training / Directorate of Employment & Training which is responsible for:

(a) Carrying out the policy laid down by the National Council for Vocational Training (NCVT)

(b) Ensuring examinations are conducted by the State Board of Examinations

(c) Issuing the National Trade Certificates

(d) Arranging for inspection of training institutes / centers

(e) Affiliating trade units of training institutes / centers

(f) Conducting NCVT and non NCVT courses

(g) Implementing the provisions of Apprenticeship Act in respect of State Government / Private

establishments and providing employment services.

1.2 Scope of the Document



This document details the functions of the State Project Implementation Unit which manages the

Industrial Training Institutes of the respective states. The main functions of SPIUs have been

classified as follows:

1.2.1 Academic

Academic functions include all the data related to the academics of Trainees of each ITI across the

states. Main functions are as follows:

1. Transfer of Trainee

2. Assigning Examination Centre

3. Generating Hall Ticket

4. Printing Hall Ticket

5. Trainee Marks

6. Print Mark Sheets

7. Print NCVT Certificate

1.2.2 Administration

Administration module covers the following functions:

1. Staff Details

2. ITI QPR

3. Generate Question Paper Indent

4. ITI PRF

5. SPIU PRF

1.2.3 Finance

Finance includes the following functions:

1. Budget Planning

2. Budget Allocation

3. IUFR

4. Generate Fund Utilization Certificate



5. Expenditure Audit

6. Budget Planning for State

1.2.4 Best Practices

1. Best Practices Details

1.2.5 Procurement

1. Procurement Schedule for Equipment/Civil Works

2. Procurement Schedule for Services

3. Upload Procurement Package

4. Contracts for Equipment, Civil Works and Services

5. Post Procurement Audit



2. About the Document

2.1 Intended Audience

All the users of the DGE & T web based portal will be the intended audience of this document.

2.2 Document Conventions

This guide uses the following conventions:

Menu items, Options, Dialog boxes and Functions are mentioned in Bold.

Error messages are displayed in Italics.

Angle brackets (>) indicate the progression of menu choices the user should select in a

graphical user interface (GUI).

Tip provides easier methods to accomplish tasks.

Caution means to take extra care, to avoid errors.

Note provides additional information.



3. Getting Started

3.1 System Requirements

To run this application there are some basic requirements as:

Window's Machine

IE 8 or above/Firefox 27 or above/Chrome 32 or above.

MS Office (2007 or above) and Adobe PDF Reader (6 or above).

Internet Connectivity (256 kbps or above)

3.2 Accessing Portal

Management Information System has been designed as a comprehensive system to allow timely and

transparent flow of information through the various tiers of the public vocational training sector in the

country i.e. ITI, the State and the Centre. The MIS will allow easy handling of storage, processing and

retrieval of data, searching and sorting of various information accurately and quickly.

To access, type the address in the address bar as: https://ncvtmis.gov.in/mis/. User will be redirected

to the login page of the Management Information System Portal.

3.3 Login Page

Login page provides access to authorized users inside the MIS application. Authorized users include

ITIs, States, CFIs, NPIU, Affiliation, Regional Office etc. This page also has links to recover the

forgotten password. Login Page for the MIS is as follows:

NOTE For Master update:

“In Application if you need to get Add/edit/delete/update values available in Drop Down (so

called Master), please contact your system Admin.”

https://ncvtmis.gov.in/mis/



Figure: Login Page

The login page allows the user to login inside the portal. The user has to enter the User Name,

Password, select the name of the Business Unit to which s/he belongs and click on Login. Business

Unit field is a drop down menu that displays the Business Units that have been assigned to the user.

In case of unsuccessful login, a message ‘Invalid password, Please check…!’ would be displayed. On

ten unsuccessful login attempts in a row, the user’s account would be locked and a message ‘Your

account is locked due to 10 unsuccessful login attempts, please contact System Administrator.’ Would

be displayed.

In case of successful Login, No two users can login using the same Username into the MIS

Application. If one user is already logged into the application, and the other user tries to access the

MIS using the same Username, he gets the Warning screen as follows indicating if user wants to

terminate the session for the first user:

Note: If the user account has been locked, user should contact the administrator

Tip: Click on the password field once Username is entered, to populate the Business Unit drop down.



Figure: Warning

Clicking on ‘Continue the session’, terminates the session for the first user. Clicking ‘Cancel’ redirects

the logged in user to the Logout page.

After successful login user can also edit his/her profile by clicking on Edit my Profile Link as

displayed in the below screen:

Figure : Edit my Profile

To edit the profile, follow the steps as follows:

1. Click on Edit My Profile.

2. A Pop up will appear with the following fields as displayed below:

First Name

Middle Name

Last Name

Designation



Date of Birth

Phone Number

Mobile Number

Email ID

.

Figure : Edit my Profile

3. Now you can update any of the field.

4. Click on the Update to save the changes.

3.4 Forgot Password

If the user forgets his password, s/he has to recover the password. On clicking Forgot Password link,

a new page prompts the user to answer his/her security question. To recover the password:

1. Click Forgot Password link on the Login page. Screen for Forgot Password is as follows:



Figure : Forgot Password

2. Enter the login id.

3. Both the security questions set by users would be displayed.

4. Enter the answer and click Submit. On successful validation, user’s password is sent on the

e-mail ID registered with the DGE & T.

User can set his Hint Question and answer as follows:

5. When logged in for the time, user is redirected to the following screen.

Figure: Hint Question & Answer (For First Time Login)

6. Select Hint Question 1 and set the answer to the question.

7. Select Hint Question 2 (Question that has been selected in the Hint Question 1 will not get

visible again in the drop down field of Hint Question 2) and set the answer to Hint Question 2.

8. Click on ‘Submit’ to save the Hint Question and Answer.

9. User is redirected to change his password. On changing Password, user can access modules

of MIS application.



Note: In case user has forgotten the answers to the security question, user should contact

the administrator.

Tip: Click the tab key on entering Login ID such that Hint Questions are displayed on Forgot

Password page.



4. SPIU

The STATE DIRECTORATE enables management of MIS related information pertaining to the State

Directorate. This includes all relevant functional areas of the State Directorate i.e. Procurement,

Monitoring the allocation of funds, Project outputs, KPIs of institute Periodical reports etc. This module

is accessible at the State Directorate.

4.1 Academic

Academic module records details as number of Trainees appearing in the examination and their

pass/fail/repetition status etc. Hall tickets (Admit card) for appearing in examination by the eligible

Trainees are being generated using this module, which can be downloaded at the Institute level.

Also, NCVT certificates to be awarded to the Trainees qualifying the final examinations are generated

using Academic module.

Various sub modules covered under Academic module are as follows:

1. Transfer of Trainee

2. Upload Admitted Trainee

3. Upload Eligible Trainee

4. View Eligible Trainee Uploaded File Status

5. Assign Examination Centre

6. Generating Hall Ticket

7. Print Hall Ticket

8. Trainee Marks

9. Print Mark sheet

10. Printing NCVT Certificate

11. Upload trainee Marks Details

12. Upload Staff Details

4.1.1 Transfer of Trainee

This module enables the users to transfer Trainees from one institute to another within State.

Note: In order to take transfer to some Institute within a State, vacant seat must be available in the new

Institute for the same Trade.

Trainee is eligible for transfer, only in the First and Second semester only in case of 4 semester courses.



4.1.1.1 Create

This link enables user to transfer Trainee from one institute to another within the same Trade.

1. Select MIS > SPIU > Academic > Transfer of Trainee > Create.

2. Search the Trainee for transfer using Trainee Registration Number.

3. Record matching the search criteria is displayed as shown below:

Figure : Transfer of Trainee

4. If the Trainee is in the first and second semester in case of 4 semester course then he is

eligible for Transfer.

5. To complete the transfer, vacant seat must be available for the required trade in the selected

Institute. If vacant seat is available, user can complete the transfer by clicking on ‘Submit’.

6. On click of ‘Submit’, the trainee is transferred to the new institute and the seat in the current

Institute is marked as Vacant. Also the status of trainee in the current institute will be marked

as “Transferred”.

4.1.2 Upload Admitted Trainee Details

This module enables users to upload admitted trainee details in the MIS application system.

4.1.2.1 Upload Admitted Trainee

This link enables user to upload trainee detail using the template.



1. Select MIS > SPIU > Academic > Upload Admitted Trainee Details > Upload Admitted

Trainee.

2. Select the Institute of the admitted trainee.

3. Download the template and enter the details of the admitted trainee using Download

Template link.

4. Select the file (template) to be uploaded using Browse button.

5. Record selected to upload is displayed as shown below:

Figure: Upload Admitted Trainee

6. On Click of ‘Upload’ Details of admitted trainee gets uploaded. Also a message will display

Details saved successfully as displayed in the screen:



Figure: Upload Admitted Trainee

4.1.3 Upload Eligible Trainee Details

This module enables users to upload eligible trainee details in the MIS application system.

4.1.3.1 Upload Eligible Trainee

This link enables user to upload trainee detail using the template.

1. Select MIS > SPIU > Academic > Upload Eligible Trainee Details > Upload Eligible

Trainee.

2. Download the template and enter the details of the eligible trainee using Download Template

link.





Figure: Upload Eligible Trainee


Details saved successfully.

6. Record uploaded is displayed as shown below:


4.1.4 View Eligible Trainee Uploaded File Status

This module enables users to view the status of the uploaded file in the MIS application system.



4.1.4.1 View Eligible Trainee Uploaded File Status

This link enables users to users to view the status of the uploaded file in the MIS application system.

1. Select MIS > SPIU > Academic > View Eligible Trainee Uploaded File Status > View

Eligible Trainee Uploaded File Status.

2. Here you could see the name of the file ,Total Processed Record, Success Fail Record

Count, error Record Count, Status, Error Description, Uploaded Date as displayed in the

screen:


4.1.5 Assign Examination Centre

This module enables users to assign examination center for the trade examination in the MIS

application system. The examination center can be assigned trade, shift or unit wise.

4.1.5.1 Create

This link enables users to assign the Examination center for the Trainees of similar trade from the

institute. To assign examination center, follow the steps as:



1. Select MIS > SPIU > Academic > Assign Examination Centre > Create.

2. Select search criteria ‘District’, ‘Examination Center’, ‘ITI’, ‘Scheme’, ‘Sector’, ‘Module’,

‘Trade’, ‘Shift’, ‘Unit’ and ‘Subject’.

3. After Clicking on Search button ,Screen appears as follows:

Figure: Assign Examination Centre

4. On submitting, Examination center has been assigned for the trade.

4.1.5.2 Approve

This link enables users to approve the details of marks submitted. To approve, follow the steps as

follows:

1. Select MIS > SPIU > Academic > Assign Examination Centre > Approve

2. Search the record to be submitted using any one of the following criteria:

District

ITI

Examination Centre

Training Scheme

Sector

Module Type



Trade

Shift

Unit

Subject

3. All the records matching the search criteria are displayed as below:

Figure: Assign Examination Centre – Approve

1. Select the record that is to be approved using the checkbox available in the rightmost column.

2. Select one of the status out of the following:

Approved: Record is approved and details have been saved in the database.

Rejected: Record has been rejected. User needs to update the Examination Centre

again.

Correction Required: User needs to update the record before approval can be done.

Record will be visible under the Edit link where correction can be done and submitted

for approval to the designated authority.

3. Once the record is approved,

User can edit the record.

User is able to generate hall ticket.



4.1.6 Generate Hall Ticket

This module enables users to generate the Hall Ticket for the Trainees. Once the Hall ticket has been

generated, either state directorate or ITIs (authorized by state directorate) can print the tickets for the

Trainees.

4.1.6.1 Create

This link enables users to generate the Hall Ticket for the Trainees. To generate Hall Ticket, follow the

steps as:

1. Select MIS > SPIU > Academic > Generate Hall Ticket > Create.

2. Search the record for which the hall ticket is to be generated using following fields:

Institute Name

Trade

Academic Session

Semester

Examination Type

Examination Session

3. All the records matching the search criteria are displayed as follows:

Note: Before generating Hall Ticket, following conditions must be met:

1. The quarterly attendance & Sessional marks are entered for the trainee for all the

quarters.

2. The examination fee detail for appearing in the examination is entered for the trainee.

3. Trainee is meeting the minimum attendance of 80%.

4. Examination Calendar approval is required before generation of hall ticket.

5. If Examination center is not allocated to an ITI, please Contact to “SPIU”

6.

7. The dates of examination should be available in MIS system before generating hall ticket.

8.



Figure: Generate Hall Ticket - Create

4. Select the Trainee for whom the ticket is to be generated.

5. Click on ‘Generate Hall Ticket’ to generate the ticket.

6. After clicking on generate hall ticket hall ticket gets generated and displayed as below screen:

Figure: Generate Hall Ticket - Create



If Bank/Police Station is not available then please contact to [email protected] or you may

dial a help desk number < To be decided>.

4.1.7 Print Hall Ticket

This module enables users to print the Hall Ticket of final/supplementary examination for the trainees

who are authorized by the State Director for appearing in the examination session. The Hall Tickets of

the eligible trainees are generated by the State Directorate. Once the Hall tickets are generated in the

MIS system, the same can be printed by the Examination Section of the State Directorate.

4.1.7.1 Create

This link enables users to print the Hall Ticket for the Trainees. There are two ways in which the Hall

Ticket can be printed:

Single Hall Ticket Print

Batch Print

To print the hall ticket, follow the steps as:

1. Select MIS > SPIU > Academic > Print Hall Ticket > Create

Note: Upper limit of 6 attempts has been given to each Trainee for completing the Trade. After

that MIS application does not allow user to generate the Hall Ticket.

mailto:[email protected]



Figure: Print Hall Ticket - Create

2. Select the option to print the hall ticket as shown in above screen.

3. In case of Single Hall Ticket Print, enter the Registration Number of the Trainee for whom the

ticket is to be printed. Screen is displayed as follows:

Figure: Print Hall Ticket - Single Print

Note: The user device should have QR code Scanner to scan the QR image and get the hidden

details from the QR image.



Figure: Print Hall Ticket - Single Print

4. Select the ticket and click on ‘Print’. Screen is displayed as follows:

5. In case of batch print, provide the following details:

Semester

Institute Name

Session

Training Scheme

Module

Training Sector

Trade/Module



Figure: Print Hall Ticket - Batch Print

6. Click on ‘Print’/’Print All’.

7. After Clicking on ‘print’/’print All’ hall tickets gets generated for the trainees as displayed in

screenshot:

Figure: Print Hall Ticket - Batch Print



4.1.8 Trainee Marks

This module enables users to upload consolidated mark sheet files into the central MIS database or

enter the marks of the Trainees who have appeared for the final/supplementary examination. The

marks of the examination held are compiled by the Examination section of the State Directorate.

Those states which compile the mark sheets in some electronic format can convert the same into a

specified format and upload the same into the central MIS database using an uploading utility

provided in the MIS system. States, which compile the mark sheets manually, have to enter the mark

sheet of each trainee using the detailed mark sheet entry form provided in the MIS application system.

4.1.8.1 Create

This link enables users to enter the marks of trainees manually using the detailed entry form available

inside the MIS application. To create record of Trainee marks, follow the steps as:

1. Select MIS > SPIU > Academic > Trainee Marks > Create.

2. Search for the Scheme, Trade and Examination type for which the marks are to be entered

using the following fields:

Training Scheme

Module Type

Training Sector

Trade/Module

Semester

Examination Session

Institute Name

3. Details of the examination conducted for the selected scheme is displayed as shown below:



Figure: Trainee Marks - Create

4. Select the Institute Name to which the Trainee belongs whose marks are being captured.

5. Once the Institute name is selected, field Roll Number gets populated.

6. Select the Roll number of the Trainee for whom the marks are to be entered.

7. Details as Trainee Name, Father/Guardian Name, Gross Total, and Result are populated by

themselves as shown below:

Figure: Trainee Marks Details



8. User needs to enter the marks and other details and click on ‘Submit’ to submit the record for

approval.

9. If the final marks are less than passing%, Trainee needs to reappear for the exam and result is

populated as ‘Fail’ else the result is ‘Pass’.

4.1.8.2 Edit

This link enables users to edit the details of marks submitted. To edit, follow the steps as follows:

1. Select MIS > SPIU > Academic > Trainee Marks > Edit.


Registration Number

Roll Number

Trainee Name

Institute Name

Training Scheme

Module Type

Training Sector

Trade/Module

Semester

Examination Session


Figure: Trainee Marks Details - Edit

4. Click on Edit ( ) to edit the selected record.



5. Make the required changes and submit the record for approval.

4.1.8.3 Approve

This link enables users to approve the details of marks submitted. To approve, follow the steps as

follows:

4. Select MIS > SPIU > Academic > Trainee Marks > Approve


Registration Number

Roll Number

Trainee Name

Institute Name

Training Scheme

Module Type

Training Sector

Trade/Module

Semester

Examination Session




Figure: Trainee Marks Details – Approve (Search Criteria)

Figure: Trainee Marks Details - Approve

7. Select the record that is to be approved using the checkbox available in the rightmost column.

8. Select one of the status out of the following:


Rejected: Record has been rejected. User needs to update the Trainee marks again.






9. Once the record is approved, one of the following two conditions will be true:

If the result of the Trainee is ‘Pass’, record is moved for printing of mark sheet and then

Certificate

If the result of the Trainee is ‘Fail’, trainee is required to reappear for the exam under

Supplementary exams

4.1.9 Print Mark Sheet

This module enables users to print the mark sheet for the trainees.

4.1.9.1 Print Mark Sheet

This link enables users to print the mark sheet for the Trainees. There are two ways in which the mark

sheet can be printed:

Print Single mark sheet

Print Batch mark sheet

To print the mark sheet, follow the steps as:

1. Select MIS > SPIU > Academic > Print Mark Sheet > Print Mark Sheet.





Figure: Print Mark Sheet

2. Select the option to print the mark sheet as shown in above screen.

3. In case of Single mark sheet Print, enter the Registration Number of the Trainee for whom the

mark sheet is to be printed. Screen is displayed as follows:

Figure: Print Mark Sheet - Single Print



Figure: Print Mark Sheet - Single Print

4. Select the mark sheet and click on ‘Print’.


Institute Name

Session

Training Scheme

Module

Training Sector

Trade/Module



Figure: Print Mark Sheet - Batch Print

6. Click on ‘Print’/’Print All’.

4.1.10 Print NCVT Certificate

This module enables users to print the certificates for the trainees who have cleared the Training and

their NCVT certificates are generated by NCVT.

4.1.10.1 Create

This link enables users to print the certificates for the Trainees. There are two ways in which the

certificates can be printed:

Single NCVT Certificate Print

Batch Print

To print the mark sheet, follow the steps as:

1. Select MIS > SPIU > Academic > Print NCVT Certificate > Create.





Figure: Print NCVT Certificate

2. Select the option to print the certificate as shown in above screen.

3. In case of Single NCVT Certificate Print, enter the Registration Number of the Trainee for

whom the certificate is to be printed.


State

Institute

Designated Trade

Session

Figure: Print NCVT Certificate - Batch Print



5. Click on ‘Print Certificate’ to take the print out.

4.1.11 Upload Trainee Marks Details

This module enables users to upload Trainee Marks details in the MIS application system.

4.1.11.1 Upload Trainee Marks

This link enables user to upload staff detail using the template.

1. Select MIS > SPIU > Academic > Upload Trainee Marks Details > Upload Trainee

Marks.

2. Select the Semester and Examination Session.

3. Download the template and enter the details of the admitted trainee using Template link.



Figure: Upload Staff Detail

6. On Click of ‘Upload’ Trainee Marks gets uploaded. Also a message will display Details

saved successfully.



4.1.12 Upload Staff Details

This module enables users to upload staff details in the MIS application system.

4.1.12.1 Upload Staff Detail

This link enables user to upload staff detail using the template.

7. Select MIS > SPIU > Academic > Upload Staff Details > Upload Staff Detail.

8. Select the Institute of the staff.

9. Download the template and enter the details of the admitted trainee using Template link.



Figure: Upload Staff Detail

12. On Click of ‘Upload’ Details of staff gets uploaded. Also a message will display Details

saved successfully.

4.2 Administration

This module enables users to handle the administrative aspects (both teaching as well as non-

teaching) of running as institute. Administrative tasks include the following functions:

1. Staff Details.

2. Approving Quarterly Performance Report and Progress Report Format of ITIs.



3. Generating Question Papers.

4. Creating and Approving State Directorate’s Progress Report Format.

4.2.1 Staff Details

This module enables users to record details of staff which are under the purview of State Directorate.

To enable upload of multiple staff records, utility has been provided to the institutes which have

automated application system already in place for entering the staff details, these institutes can

convert the staff details available in their respective automated application into a specified format and

upload the same into the central MIS database using the uploading facility provided in the MIS

application system. MIS system validates the records of the file which are stored in MIS database. In

case of errors, user has to again upload the failed records after making necessary corrections.

4.2.1.1 Create

This link enables users to enter the staff details in the MIS application. Following Information is being

captured:

Staff Details – Includes general information as Name, date of birth, marital status, address etc.

Qualification Details – Includes educational qualifications, personal qualification details.

Employment Details - Includes details of Salary, basic pay, grade pay etc.

To create record of staff details, follow steps as follows:

1. Select MIS > SPIU > Administration > Staff Details > Create.

2. Enter Staff details, Qualification details and employment details.

3. Screen for creating staff record is as follows:

Note: Employee who falls in Category ‘A’ ‘B’ & ’C’ are entered by the State Directorate.



Figure: Record Staff Details

4. User can either save the details as ‘Draft’ or submit the details directly.

5. Once the record is submitted, unique Staff ID is generated to identify each staff in the

organization uniquely.

4.2.1.2 View Draft

This link is used to complete the draft of the staff details. To complete the staff details, follow the steps

as follows:

1. Select MIS > SPIU > Administration > Staff Details > View Draft.

2. All the draft records are displayed in the list view as follows:



Figure: View Staff Details

3. Click on the Edit ( ) link to complete the details of the staff.

4. Click on Submit to send the record for approval to the designated authority.

4.2.1.3 Edit

This link is used to edit the details of the staff. To edit, follow the steps as follows:

1. Select MIS > SPIU > Administration > Staff Details > Edit.

2. Search the record to be approved using any one of the following criteria:

Institute Name

Staff Name

Department




Figure: Edit Staff Details

4. Click on Edit ( ) link to update the details.

5. Update the details and click on ‘Submit’ to send the record for approval to the designated

authority.

4.2.1.4 Approve

This link is used to approve the details of the staff. To approve, follow the steps as follows:

1. Select MIS > SPIU > Administration > Staff Details > Approve.


Institute Name

Staff Name

Department

Designation




Figure: Approve Staff Details

4. Staff Name is the hyperlink to view the details of the employee.

5. Select the records to be approved and one of the following status:


Rejected: Record has been rejected. User needs to update the Staff details again.




6. Click on ‘Submit’ to update the status.

4.2.2 Upload Staff Photograph

This module enables the user to upload the trainee detail.

To upload trainee photograph, follow the steps as follows:

1. Select MIS > SPIU > Administration >Upload Staff Photograph.

2. Search the Trainee whose Photograph is to be uploaded. Search can be performed on any

one of the following fields:

Institute Name

Staff Name



Upload Date

3. All the records matching the search criteria are displayed as shown below:

Figure: Upload Staff Photograph

4. Select the Staff checking the checkbox and select the photograph to be uploaded.

5. Click on ‘Submit’ to upload the photograph.

6. Once submitted photograph of the Staff Photograph gets uploaded.

4.2.3 Instructor Details

This module enables users to record the details of an instructor of an institute. This process, records

the following information of the instructors of the institute:

Instructor details

Qualification Details

Technical Qualification details



4.2.3.1 Create

This link enables SPIU users to create record of an instructor in MIS system. User can create records

of two types:

Instructor specific to ITI.

Instructor not-specific to any ITI

To create an instructor, follow the steps as mentioned below:

Instructor specific to ITI

Here details of instructor would be provided by specific ITI to their concern SPIU for creating record in

MIS system. Process would be as below

1. Select MIS > ITI > Administration > Instructor Details > Create.

2. Screen is displayed for creating Instructor record as follows:

Figure: Create Instructor specific to ITI



3. Select the Institute Name (for which Instructor need to create) from the drop down field under

Instructor Details panel and Employment Details panel will be enable to enter the data.

4. Enter the Personal Details, Permanent Address, and Correspondence Address (select check if

it’s Same as Permanent Address ) under Instructor Details panel, Qualification Details and

Technical Qualification Details under Qualification details panel (One or more qualification

can be added using ‘Add Row’ link or can be deleted using link ‘Delete Row’), and

Employment Details under Employment Details panel.

5. Click on Submit to create the records, click on Save as Draft to save the records or click on

Clear to clear the entered data.

Instructor not-specific to any ITI

Here instructor would be created in MIS system by SPIU & ITIs (PAN India) can see those records &

tag any of the available instructors with their ITI.

1. Select MIS > ITI > Administration > Instructor Details > Create.

2. Screen is displayed for creating Instructor record as follows:



Figure: Create Instructor not -specific to ITI

3. Enter the Personal Details, Permanent Address, and Correspondence Address (select check if

its Same as Permanent Address ) under Instructor Details panel, Qualification Details and

Technical Qualification Details under Qualification details panel (One or more qualification

can be added using ‘Add Row’ link or can be deleted using link ‘Delete Row’).

4. Click on Submit to create the records, click on Save as Draft to save the records or click on

Clear to clear the entered data.

4.2.3.2 View Draft

This link is used to view the saved details of the instructor. To submit the instructor details, follow the

steps as mentioned below:

1. Select MIS > SPIU > Administration > Instructor Details > View Draft.

2. All the draft records are displayed in the list view as shown in the screen shot below.



Figure: View instructor Details

3. Click on the Edit ( ) link to complete the details of the instructor, a pop window will appear

as displayed in below screenshot:

Figure: Edit Instructor

4. Click on Submit to send the record for approval to the designated authority.



4.2.3.3 Edit

This link is used to edit the details of the Instructor. To edit, follow the steps as mentioned below:

1. Select MIS > ITI > Administration > Instructor Details > Edit.

2. Search the record to be approved from the list using any one of the following criteria:

Institute Name

Instructor Name

Department


Figure: Instructor Details - Edit

5. Click on Edit ( ) link to update the details, a pop window will appear as displayed in below

screenshot:



Figure: Edit Instructor


authority.

4.2.3.4 Approve

This link is used to approve the details of the Instructor. To approve, follow the steps as mentioned

below:

1. Select MIS > ITI > Administration > Instructor Details > Approve.

2. Search the record to be approved from the list using any one of the following criteria:

Institute Name

Instructor Name

Department

Designation




Figure: Instructor Details - Approve

4. Instructor Name is the hyperlink to view the details of the Instructor.



Rejected: Record has been rejected. User needs to update the Instructor Trainings

again.





4.2.3.5 Upload

This link enables user to upload instructor detail using the template.

1. Select MIS > SPIU > Administration > Instructor Details > Upload.

2. Download the template and enter the details of the instructor using Download Template

link.





Figure: Upload Instructor Details


Details saved successfully as displayed in the screen:

Figure: Upload Instructor Details



4.2.4 Bank/Police Station Mapping

This module enables users to approve the mapping of bank/police station for the respective institute.

4.2.4.1 Approve

This link is used to approve the mapping of bank/police station. To approve, follow the steps as

follows:

1. Select MIS > SPIU > Administration > Bank/Police Station Mapping Approval > Approve.


District

Institute Name


Figure: Bank/Police Station Mapping: Approval



Rejected: Record has been rejected. User needs to update the Staff details again.






7. Click on ‘Approve/Reject’ to Approve/Reject the mapping.

8. If Bank/Police Station is not available then please contact to [email protected] or you

may dial a help desk number < To be decided>.

4.2.5 ITI – Quarterly Progress Report

ITI – QPR is the Industrial Training Institute – Quarterly Progress Report. This module enables the

State Directorate to approve the Quarterly progress submitted by ITI which are under its purview. To

approve the same, follow the steps as follows:

1. Select MIS > SPIU > Administration > ITI -QPR > Approve.

2. Search the record to be approved using any one of the following:

Institute Name

Year

Quarter


Figure: ITI QPR - Approve

4. Select the records to be approved using one of the following status:


Note: In case Bank/PS doesn’t exist for an ITI then, ITI needs contact DGET. As Bank/PS

mapping would need a Master to be created first.




Rejected: Record has been rejected. User needs to update the details again.





4.2.6 Generate Question Paper Indent

This module enables users to generate Question Paper Indent, i.e., number of question papers

required at each examination center gets auto populated in the indent letter using this module.

To generate question paper indent, follow the steps as follows:

1. Select MIS > SPIU > Administration > Generate Question Paper Indent > Generate

Question Paper Indent.

2. Select the session for which Question Paper Indent is to be generated as shown below:

Figure: Generate Question Paper Indent

Note: Examination Centre must be assigned for the session before Question Paper indent is

to be generated.



3. Click on ‘Generate Indent’. On successful generation, message is displayed as ‘Details saved

successfully’. One indent is generated for one session, if indent is already available; message

is displayed as ‘Details already exists in database’.

4. Once the Indent has been generated, user can view the same under link MIS > Central MIS >

NPIU Reports > Question Paper Indent.

4.2.7 ITI – Progress Report Format

ITI – PRF is the Industrial Training Institute – Progress Report Format. This module enables the State

Directorate to approve the progress report submitted by ITI which are under its purview. To approve

the same, follow the steps as follows:

1. Select MIS > SPIU > Administration > ITI - PRF > Approve.


Institute Name

Year

Quarter

3. All the records matching the search criteria are displayed in a grid



Rejected: Record has been rejected. User needs to enter the details again.





4.2.8 SPIU – Progress Report Format

This module enables users to record the details of the progress of all the institutes under the State

Directorate covered under VTIP/PPP Scheme. Details are captured in the format of Progress Report

Format (PRF). Progress Report Format includes the following information:



1. Basic Details – includes basic information as details of Principal Secretary, State Project

Director and VTIP Nodal Officer, strengths and weakness of COE program number of different

institutes in the state.

2. SPIU staffing and Training – includes information of officers in the institutes, steps that are

being taken for creating new instructor’s position and filling vacancies, details about

instructor’s trainings.

3. Efficiency – is being measured using Internal efficiency(Admission/Dropout/Pass out as per

gender and social category in all the institutes covered under the purview of the state) and

external efficiency measured using number of trades, units and capacity of ITIs, placement

and salary information and Training, counseling and Placement cell.

4. Infrastructure – includes information on status of civil works, procurement of goods and works,

workshops (old and new)

5. EMF, EAP and DMF – includes information on Environment management, equity assurance

plan and disclosure management framework.

4.2.8.1 Create

This link enables users to create a record of Progress Report format on the state level. To create,

follow the steps as follows:

1. Select MIS > SPIU > Administration > SPIU - PRF > Create.

2. Screen is displayed for creating SPIU - PRF record as follows:



Figure: SPIU PRF - Create

3. Enter the Basic details, SPIU staffing and training, efficiency, Infrastructure, EMF, EAP& DMF.

4. User can either save the record as ‘Draft’ and submit it later or directly ‘Submit’ to send the

details for approval to the designated authority.

5. Records which have been saved as ‘Draft’ can be viewed under ‘Draft’ link.

4.2.8.2 Draft

This link is used to view the records that have been saved as drafts. To view the draft of Progress

Report Format, follow the steps as follows:

1. Select MIS > SPIU > Administration > SPIU - PRF > Draft.

2. Screen is displayed as follows:

Figure: SPIU PRF - Draft



3. Click on Edit ( ) link to complete the details of the draft. Record opens in the new screen

where user can complete the draft and ‘Submit’ the same for approval to the designated

authority in the State Govt.

4.2.8.3 Edit

This link is used to edit the details of the Progress Report Format that have been approved or those

which needs correction before approval. To edit, follow the steps as follows:

1. Select MIS > SPIU > Administration > SPIU - PRF > Edit.

2. Search the record to be edited using the status as ‘Approved’ or ‘Correction Required’ from

the Drop Down.


Figure : SPIU PRF - Edit

4. Click on Edit ( ) link to update the details.


authority.

4.2.8.4 Approve

This module enables the State Directorate to approve the progress report of SPIUs. To approve the

same, follow the steps as follows:

1. Select MIS > SPIU > Administration > SPIU - PRF > Approve.

2. All the records which are to be approved are displayed in a grid





Rejected: Record has been rejected. User needs to update the details of PRF again.





4.3 Finance

This module enables users to maintain the data related to the budget data for monitoring the fund

allocation details of the State Directorate. Various functions involved in the Finance are as follows:

1. Budget Planning

2. Budget Allocation

3. Interim Unaudited Financial Details

4. Record and Generate Fund Utilization Certificate

5. Expenditure Audit

6. Budget Planning for State

4.3.1 Budget Planning

This module enables users to estimate the budget requirements. The budget estimation of institutes

and SPIU are send by the State Directorate to NPIU for the scheme wise budget allocation. The State

Directorate collects estimation of proposed budgets from the institutes coming under its purview and

compiles the required budget by the institutes and SPIU and sent it to NPIU for the approval.

4.3.1.1 Create

This link enables users to create budget estimate, revised estimate and final estimate for the financial

year. After the estimate has been created, it goes for approval to the designated authority. To create

budget estimate, follow the steps as:

1. Select MIS > SPIU > Finance > Budget Planning > Create.

2. Screen is displayed as follows:



Figure : Budget Planning

3. Select the Budget Type, Budget Scheme, and Budget Year.

4. Select Budget Phase out of the following:

BE – Budget Estimate (New Budget for each Financial Year)

RE – Revised Estimate (BE is revised to accommodate changes in the expenditure)

FE – Final Estimate (RE is revised to arrive at Final Expenditure)

5. Click on ‘Go’. Budget details matching the criteria are displayed as follows:

Figure: Record Budget Planning Details

6. Enter the Proposed Budget Amount for all the Sub Heads and click on either ‘Save as Draft’

or ‘Submit’.

7. On submission, record is marked for approval to the designated authority.



8. When record is saved as draft, it is visible under the link ‘View Drafts’ where it can be edited.

Revised Estimate

9. Budget Estimate has to be allocated before creating revised estimate.

10. To create revised estimate, select the option of Revised Estimate in step 4 and enter the

details as shown in following figure:

Figure: Budget Planning - Revised Estimate

Final Estimate

11. Revised Estimate has to be allocated before creating final estimate.

12. To create final estimate, select the option of final Estimate in step 4 and enter the details as

shown in following figure:



Figure: Budget Planning - Final Estimate

4.3.1.2 View Draft

This link is used to edit and submit the records that have been saved as draft. To work with drafts,


1. Select MIS > SPIU > Finance > Budget Planning > View Draft.

2. All the draft are displayed as follows:

Figure: Budget Planning - Drafts

3. Click on hyperlink available under the column Budget Year to edit the draft.

4. Record gets opened in the editable mode. Enter the Proposed Budget Amount for all the Sub

Heads and click on either ‘Save as Draft’ or ‘Submit’.





4.3.1.3 Edit

This link is used to edit the details of budget. To edit, follow the steps as follows:

1. Select MIS > SPIU > Finance > Budget Planning > Edit.

2. Search the record to be edited using the status of the record: Approved or Correction

Required.

3. All the records matching the criteria are displayed as follows:

Figure: Budget Planning - Edit

4. Click on Edit ( ) link to update the record.

5. Once the record has been edited, it goes for approval to the designated authority.

6. Once approved, changes are reflected in the record.

4.3.1.4 Approve

This link is used to approve the Budget that has been submitted for approval. To approve, follow the

steps as follows:

1. Select MIS > SPIU > Finance > Budget Planning > Approve.

2. Search the record to be approved using the following fields:

Budget Type

Budget Scheme

Budget Year

Budget Phase

3. All the records to be approved are displayed as follows:



Figure: Budget Planning - Approve

4. Details of the Budget Estimate can be viewed using the link available under the column

Budget Year.



Rejected: Record has been rejected. User needs to update the Budget details again.





4.3.2 Budget Allocation

The budgets are released to state directorate by the NPIU, after getting budget from the NPIU the

state directorate allocates the budget to Institutes and SPIU as per the budget allocation planning

done by the state directorate. The budgets are allotted for the various major and minor heads of plan

and non-plan budgets.

4.3.2.1 Create

Note: At the time of creating the revised estimate for the current financial year, budget

estimate has to be provided for the next financial year.



This link enables users to allocate the budget for the financial year. After the allocation has been

done, it goes for approval to the designated authority. To allocate budget, follow the steps as:

1. Select MIS > SPIU > Finance > Budget Allocation > Create.

2. Search the budget record using the following fields:

Business Unit Group

Business Unit

Budget Type

Budget Scheme

Budget Year

Budget Phase

3. All the records (Budget Estimate) matching the criteria are displayed as follows:

Figure: Budget Allocation: Create

4. Update the Approved Budget Estimate for all the Sub Heads and click on either ‘Save as

Draft’ or ‘Submit’.



4.3.2.2 View Draft



1. Select MIS > SPIU > Finance > Budget Allocation > View Draft.



2. All the draft are displayed as follows:

Figure: Budget Allocation - Drafts

3. Click on hyperlink available under the column Budget Year to edit the draft.

4. Record gets opened in the editable mode. Enter the Approved Budget for all the Sub Heads

and click on either ‘Save as Draft’ or ‘Submit’.



4.3.2.3 Edit

This link is used to edit the details of budget. To edit, follow the steps as follows:

1. Select MIS > SPIU > Finance > Budget Allocation > Edit.

2. Search the record to be edited using the .following fields:

Business Unit Group

Business Unit

Status


Figure: Budget Allocation - Edit






4.3.2.4 Approve

This link is used to approve the Budget that has been submitted for approval. To approve, follow the

steps as follows:

1. Select MIS > SPIU > Finance > Budget Allocation > Approve.


Business Unit Group

Business Unit

Budget Type

Budget Scheme

Budget Year

Budget Phase

3. All the records to be approved are displayed as follows:

Figure: Budget Allocation - Approve

4. Details of the Budget Estimate can be viewed using the link available under the column

Budget Year.



Rejected: Record has been rejected. User needs to update the Budget allocation

details again.







4.3.3 Interim Unaudited Financial Report

This module enables to record the expenditure of the institute in the format of Interim Unaudited

Financial Report (IUFR). Following components/sub components of VTIP project are covered under

the Interim Report:

Improving Quality Of Vocational Training

o Strengthening Industrial Training Institutes

o Strengthening Instructor Training

o Incentive Fund

Promoting Systemic Reform And Innovation

o Promoting Reforms

o Innovations Funds

o Strengthening The Capacity For Curriculum Development

Project Management, Monitoring And Evaluation

o Project Management

o Monitoring And Evaluation

IUFR is prepared by the institute every quarter on the basis of expenditure incurred in that quarter and

sends the IUFR to the state directorate. The state directorate verifies the details of IUFR sent by the

institute. After verifying IUFR from all the institutes coming under the it’s purview, the state directorate

prepares consolidated IUFR of all the institutes and sends it to DGT.

4.3.3.1 Create



This link enables State Directorate to create new Interim Unaudited Financial Report for the institutes

coming under its purview. To create report, follow the steps as:

1. Select MIS > SPIU > Finance > IUFR > Create.

2. Screen for creating IUFR is displayed as follows:

Figure: IUFR - Create

3. Select the year and the corresponding quarter. Enter the details and click on ‘Submit’.


4.3.3.2 Edit

Note: User can update the Interim Unaudited Financial Report for the current and previous

Financial Year.



This link is used to edit the details of Interim Unaudited Financial Report. To edit, follow the steps as

follows:

1. Select MIS > SPIU > Finance > IUFR > Edit.

2. Search the record to be edited using the following fields:

Year

Quarter

3. Record that is to be edited is displayed as follows in editable mode:

Figure: IUFR - Edit

4. Click on ‘Submit’ to update the details.





4.3.3.3 Approve

This link is used to approve the IUFR that has been submitted for approval. To approve, follow the

steps as follows:

1. Select MIS > SPIU > Finance > IUFR > Approve.


Year

Quarter

3. Record that is to be approved is displayed as follows:

Figure: IUFR - Approve



Rejected: Record has been rejected. User needs to update the IUFR details again.







4.3.4 Generate Fund Utilization Certificate

This module enables users to generate the Funds Utilization Certification. Consolidated amount

provided by Central and State Government for expenditure and amount that has been utilized is

recorded under this module. Also amount utilized for Civil Works, Machinery & Equipment and Other

Expenditure is also maintained. Once the utilization details have been approved, Utilization Certificate

can be generated in the format of GFR-19-A for the funds given to the institute

4.3.4.1 Create

This link enables State Directorate to enter the Fund Utilization Details provided to the institute. To

create, follow the steps as:

1. Select MIS > SPIU > Finance > Generate Fund Utilization Certificate > Create.

2. Screen for creating utilization details record is displayed as follows:

Figure: Utilization Certificate - Create

3. Enter the utilization details and click on ‘Submit’.


4.3.4.2 Edit



This link is used to edit the details of Utilization of funds. To edit, follow the steps as follows:

1. Select MIS > SPIU > Finance > Generate Fund Utilization Certificate > Edit.

2. Search the record to be edited using the following fields:

Scheme

Sanction Order Number

3. Record matching the search criteria are displayed as follows:

Figure : Utilization Certificate - Edit

4. Details of Funds Utilization can be viewed using the link available under the column Sanction

Order Number.

5. Click on Edit link ( ) to open the record in editable mode.

6. Make the required changes and click on ‘Submit’ to update the details.



4.3.4.3 Approve

This link is used to approve the fund utilization details that have been submitted for approval. To

approve, follow the steps as follows:

1. Select MIS > SPIU > Finance > Generate Fund Utilization Certificate > Approve.


Scheme


3. Records matching the search criteria are displayed as follows:



Figure: Utilization Certificate - Approve

4. Details of Funds Utilization can be viewed using the link available under the column Sanction

Order Number.



Rejected: Record has been rejected. User needs to enter the Fund Utilization details

again.





4.3.4.4 Generate Certificate

This link enables user to generate the Utilization Certificate for the records whose Funds Utilization

details have been approved. To generate certificate, follow steps as follows:

1. Select MIS > SPIU > Finance > Generate Fund Utilization Certificate > Generate

Certificate.

2. Search the record for which certificate is to be generated using the following fields:

Scheme


3. Records matching the search criteria are displayed as follows:



Figure: Generate Certificate

4. Select the record for which certificate is to be generated using the checkbox and click on

‘Generate UC’.

5. Certificate is generated as follows:

4.3.5 Expenditure Audit

This module enables users to maintain the details of the audit done for the expenditures. Detail of the

audit conducted after completion of the financial year for the expenditures incurred in the State are

recorded. The audit report is then submitted to the State Directorate for the necessary actions to be

taken on the observations given in the audit report.



4.3.5.1 Create

This link enables users to create new record for maintaining the details of the audit done for the

expenditure in the year. To create audit record, follow the steps as:

1. Select MIS > SPIU > Finance > Expenditure Audit > Create.

2. Screen for creating record for expenditure audit is as follows:

Figure 1: Expenditure Audit - Create

3. Select the Financial Year; enter the amount submitted for audit and amount cleared in AG’s

audit.

4. Enter the details and click on either ‘Save as Draft’ or ‘Submit’.


6. When record is saved as draft, it is visible under the link ‘View Drafts’ where it can be edited

submitted for approval.

4.3.5.2 View Draft



1. Select MIS > SPIU > Finance > Expenditure Audit > View Draft.

2. Select the financial Year for which the drafts are to be viewed.

3. All the drafts are displayed as follows:

Note: To capture the expenditure audit details, IUFR details for all the four quarters of the

financial year should be available in the MIS application system.



Figure : Expenditure Audit - Drafts

4. Click on Edit link ( ) to open the record in the editable mode. Enter the details of the

expenditure audit and click on either ‘Save as Draft’ or ‘Submit’.



4.3.5.3 Edit

This link is used to edit the details of audit. To edit, follow the steps as follows:

1. Select MIS > SPIU > Finance > Expenditure Audit > Edit.

2. Select the financial Year for which the record is to be edited

3. Record matching the search criteria is displayed as follows:

Figure: Expenditure Audit - Edit




4.3.5.4 Approve

This link is used to approve the expenditure audit details for the financial year that has been submitted

for approval. To approve, follow the steps as follows:



1. Select MIS > SPIU > Finance > Expenditure Audit > Approve.

2. Select the financial Year for which the record is to be approved

3. Record matching the criteria is displayed as follows:

Figure: Expenditure Audit - Approve



Rejected: Record has been rejected. User needs to enter the audit details again.





4.3.6 Budget Planning for State

This module maintains record of the share of Budget provided by central and state government for

individual schemes in a given Financial Year.

4.3.6.1 Create

This link enables users to create new record for maintaining the details of the share of Budget

provided by central and state government. To create, follow the steps as:



1. Select MIS > SPIU > Finance > Budget Planning for State > Create.

2. Screen for creating record is as follows:

Figure: Budget Planning for State: Create

3. Select the Scheme, Budget Year and enter the share of Central and state government.

4. Click ‘Submit’.


4.3.6.2 Edit

This link is used to edit the details of budget planned by state. To edit, follow the steps as follows:

1. Select MIS > SPIU > Finance > Budget Planning for State > Edit.

2. Search the record to be approved using Scheme and Budget Year.

3. Record matching the search criteria is displayed as follows:

Figure: Budget Planning for State - Edit




4.3.6.3 Approve



This link is used to approve the record for budget planned by state for the financial year that has been

submitted for approval. To approve, follow the steps as follows:

1. Select MIS > SPIU > Finance > Budget Planning for State > Approve.

2. Search the record to be approved using Scheme and Budget Year.

3. Record matching the criteria is displayed as follows:

Figure: Budget Planning for State - Approve



Rejected: Record has been rejected. User needs to enter the details again.





4.4 Best Practices

This module enables users to record the best practices followed by the institute in institutional

development and innovations. The best practices are recorded to promote awareness, knowledge and

to ensure wider recognition.

4.4.1 Create



This link enables users to add Best Practices in the MIS application which are accessible on the

SharePoint portal by the users of the State Govt. To create a Best Practice record, follow the steps as

follows:

1. Select MIS > SPIU > Best Practices > Best Practices Details > Create. Screen for creating

Best Practice record is as follows:

Figure 2: Best Practices - Create

2. Enter the required details; select the photograph to be uploaded.

3. Multiple Photographs can be uploaded using the link ‘Add’. One or more files can be deleted

using the link ‘Delete’.

4. Click on ‘Submit’ to send the Best Practice record for approval to the designated authority in

the State Govt.

4.4.2 Edit

This link enables users to edit the details of the Best Practice record. To edit the details, follow the

steps as follows:

1. Select MIS > SPIU > Best Practices > Best Practices Details > Edit.

2. Search the record to be searched using the status of the record. Best Practice record has one

of the following status:

Approved: Records which have been approved by the State Directorate

Correction Required: Records which have been sent by State Directorate for making

corrections.




Figure: Edit Best Practices

4. Click on Edit ( ) to make changes in the record. The record opens in the editable mode

where user can make the necessary changes and submit them again for approval.

5. Once approved, edited details are displayed on the screen.

4.4.3 Approve

This link enables users to approve the Best Practices records created by ITIs and State directorate.

To approve, follow the steps as:

1. Select MIS > SPIU > Best Practices > Best Practices Details > Approve.

2. Search the record to be approved by selecting the required Institute from the drop down menu.


Figure: Best Practices - Approve










4.5 Procurement

This module enables users from State Directorate to handle data related to procurement. Various

functions involved in Procurement function are as follows:

1. Procurement Schedule for Equipment/Civil Works

2. Procurement Schedule for Services

3. Upload Procurement Package

4. Contracts for Equipment, Civil Works & Services

5. Post Procurement Audit

4.5.1 Procurement Schedule for Equipment/Civil Works

This module enables users to record the procurement schedule of the equipment. One person is

designated from the State Govt. to prepare the schedule for all the ITIs which are under its purview.

Schedule is sent for approval to the National Project Implementation Unit.

4.5.1.1 Create

This link is used to create new Procurement Schedule for the ITIs under the State Govt. To create

new Procurement schedule, follow the steps as:

1. Select MIS > SPIU > Procurement > Procurement Schedule for Equipment/Civil Works >

Create.

2. Select the Procurement Type: Equipment or Civil Work and enter the Start and End

month/Year for the procurement.

3. Click on ‘Go’. Screen is displayed as follows:



Figure: Procurement Schedule - Create

4. Enter the details as description, Quantity, method of procurement, review by bank, Cost etc.

for the procurement.

5. Provide the details of the plan distributed month wise to be performed during each month.

6. Click on either ‘Save as Draft’ or ‘Submit’.

7. Saving as draft will save the record as draft which can be edited later and submitting draft

submits the record for approval to the designated authority.

4.5.1.2 View Draft

This link is used to edit the drafts and submit them for approval. To work with drafts, follow the steps

as:


View Draft.

2. All the drafts available inside the system are displayed as follows:

Figure: Procurement Schedule - Draft

3. Click on hyperlink available in the Procurement Phase column to edit the draft.

4. Record opens in a new window where user can edit the record and submit it for approval.

Note: Records displayed in the same color indicates that they have been uploaded in the single

batch of Procurement. System identifies a single color to display the procurement records

uploaded together.



4.5.1.3 Revised/Actual

Once the record gets approved, initial plan of the procurement becomes the actual plan and any

revision in the plan results in the revised plan. To revise the plan, follow the steps as:


Revised/Actual.

2. Search the plan to be revised using any one of the following:

Type: Equipment / Civil Works

Start Year

End Year


Figure: Procurement Schedule - Revised/Actual

4. Existing details of the plan can be viewed using the hyperlink available in the Description

column.

5. To update the details of the plan, click on the link available under the Phase column where

user can revise the plan as shown in screen below:



Figure: Procurement Schedule - Revised/Actual Details

6. Click on ‘Update’ to revise the plan.

4.5.1.4 Edit

This link is used to edit the approved plan or making the corrections in the existing plan of

procurement. To edit, follow the steps as:


Edit.

2. Search the record using the status of the record, whether the record needs correction or the

record is approved.


Figure: Procurement Schedule - Edit

Note: Once the record gets approved, record gets displayed under the Revised/Actual link.



4. Details of the record can be viewed using the link available in column Description.

5. To edit the record, click on the Edit link ( ). Record opens in the new window where user

can edit the record and submit the record again for approval.

4.5.1.5 Approve

This link is used to approve the records for procurements. User is able to approve new records as well

as edited records using this link to approve, follow the steps as:


Approve.


Type: Equipment / Civil Works

Start Year

End Year

Procurement Phase: Revised / Actual


Note: Records displayed in the same color indicates that they have been uploaded in the

single batch of Procurement. System identifies a single color to display the procurement

records uploaded together.



Figure: Procurement Schedule - Approve







4.5.2 Procurement Schedule for Services

This module enables users to record the procurement schedule for Services. One person is

designated from the State Govt. to prepare the schedule for all the ITIs which are under its purview.

Schedule is sent for approval to the National Project Implementation Unit.

Note: Records displayed in the same color indicates that they have been uploaded in the single

batch of Procurement. System identifies a single color to display the procurement records uploaded

together.



4.5.2.1 Create

This link is used to create new Procurement Schedule of Services for the ITIs under the State Govt.

To create new Procurement schedule, follow the steps as:

1. Select MIS > SPIU > Procurement > Procurement Schedule for Services > Create.

2. Screen is displayed as follows to create the procurement schedule of services

Figure: Procurement Schedule for Services - Create

3. Enter the required details to create Procurement plan.

4. Click on either ‘Save as Draft’ or ‘Submit’.

5. Saving as draft will save the record as draft which can be edited later and submitting draft

submits the record for approval to the designated authority.

4.5.2.2 View Draft

This link is used to edit the drafts and submit them for approval. To work with drafts, follow the steps

as:



1. Select MIS > SPIU > Procurement > Procurement Schedule for Services > View Draft.

2. All the drafts available inside the system are displayed as follows:

Figure: Procurement Schedule for Services - Drafts

3. Click on hyperlink available in the Procurement Phase column to edit the draft.

4. Record opens in a new window where user can edit the record and submit it for approval.

4.5.2.3 Revised/Actual

Once the record gets approved, initial plan of the procurement becomes the actual plan and any

revision in the plan results in the revised plan. To revise the plan, follow the steps as:

1. Select MIS > SPIU > Procurement > Procurement Schedule for Services >

Revised/Actual.

2. Search the plan to be revised using the procurement phase of the plan out of the following:

Appraisal: Appraisal Phase is the procurement plan which is not yet approved.

Actual: Actual Phase is the procurement plan which has been approved.

Revised: Revised Phase is the procurement plan which has been changed after

approval.

3. All the records matching the search criteria are displayed in the list view.

4. Existing details of the plan can be viewed using the hyperlink available in the Description

column.

5. To update the details of the plan, click on the link available under the Phase column where

user can revise the plan as shown in screen below:



Figure: Procurement Schedule for Services - Revised/Actual

6. Click on ‘Update’ to revise the plan.

4.5.2.4 Edit

This link is used to edit the approved plan or making the corrections in the existing plan of

procurement. To edit, follow the steps as:

1. Select MIS > SPIU > Procurement > Procurement Schedule for Services > Edit.


record is to be approved.


Note: Once the record gets approved, record gets displayed under the Revised/Actual link.



Figure: Procurement Schedule for Services - Edit

4. Details of the record can be viewed using the link available in column Description.



4.5.2.5 Approve

This link is used to approve the records for procurements. User is able to approve new records as well

as edited records using this link to approve, follow the steps as:

1. Select MIS > SPIU > Procurement > Procurement Schedule for Services > Approve.

2. Search the record to be approved using the procurement phase of the plan out of the

following:

Appraisal: Appraisal Phase is the procurement plan which is not yet approved.

Actual: Actual Phase is the procurement plan which has been approved.

Revised: Revised Phase is the procurement plan which has been changed after

approval.




Figure: Procurement Schedule for Services - Approve








4.5.3 Upload Procurement Package

This module enables users to upload the packages prepared for the procurement. This module

facilitates state directorate to upload the procurement package. The procurement package contains

details of items need to be procured for the institutes. To upload the package, follow the steps as

follows:

1. Select MIS > SPIU > Procurement > Upload Procurement Package > Upload.

2. The procurement plan to be uploaded needs to be approved and signed by designated

authority.

3. Once approved, package can be uploaded using the following screen:



Figure : Upload Procurement Package

4. Enter the name of the file and browse the file for uploading.

5. File uploaded should be one out of following types:

MS-Excel (.xls, .xlsx)

MS-Word (.doc, .docx)

PDF

6. Maximum size of the file to be uploaded is 100 mb.

7. Click on ‘Submit’ to upload the file.

4.5.4 Contracts for Equipment, Civil Works & Services

This module enables users to record the details of contracts issued for procurement of equipment,

civil work and services. The state directorate official prepares comprehensive list of contracts issued.

The typical details captured are Contract Number, Contract Date, Contract Amount, Method of

procurement, Category of work, Contract completion date, payments made till date etc.

4.5.4.1 Create

This link is used to create contract for equipment, civil works or services either at State level or ITI

level. To create new contract, follow the steps as

1. Select MIS > SPIU > Procurement > Contracts for Equipment, Civil Works & Services >

Create.

2. Screen is displayed as follows to create the contract:



Figure: Contracts - Create

3. Enter the required details as Contract number, Contract Date, Contract Amount etc.

4. Click on ‘Submit’ to create the contract.

4.5.4.2 Edit

This link is used to edit the details of the contract that has been created by the State Directorate for

Equipments, Civil Works, and Services. To edit, follow the steps as:


Edit.




Figure: Contracts - Edit



4. Details of the record can be viewed using the link available in column PO/Contract Number.



4.5.4.3 Approve

This link is used to approve the contract that has been created by the State Directorate for

Equipments, Civil Works, and Services. To approve, follow the steps as:


Approve.

2. Search the record using any one of the following criteria:

PO Contract Number

PO Contract Date

Method of Procurement

Contract Amount

Review by the Bank

Name of Contractor/Supplier/Consultant

Category of Contract


Figure: Contracts - Approve










4.5.5 Post Procurement Audit

This module enables users to maintain records for PPR action plan and Risk Summary Compliance

report. The audits are conducted for the contracts coming under the project. Post review of contracts

auditors prepares PPR Action plan and Risk Summary Compliance Report and sends it to the

borrower with the recommendations. After receiving the reviewer recommendations borrower

prepares the action plan to take care of the recommendation of the reviewer and enter the details of

PPR action plan and Risk summary

4.5.5.1 Create

This link is used to create records for PPR action plan and Risk Summary Compliance Report. To

create new record, follow the steps as

1. Select MIS > SPIU > Procurement > Post Procurement Audit > Create.

2. User needs to select the Contract Number form the drop down and enter the PPR Reference

Number.

3. Click on ‘Next’ to enter the details of Audit as shown below



Figure: Post Procurement Audit - Create

4. Enter the required details as Reviewer Observations, Reviewer recommendations and enter

the Action Plan details.

5. Click on ‘Submit’ to create the record.

4.5.5.2 Edit

This link is used to edit the details of the record that has been created by the State Directorate. To

edit, follow the steps as:

1. Select MIS > SPIU > Procurement > Post Procurement Audit > Edit.




Figure: Post Procurement Audit - Edit

4. Details of the record can be viewed using the link available in column PPR Reference Number.





4.5.5.3 Approve

This link is used to approve the record that has been created by the State Directorate. To approve,

follow the steps as:

1. Select MIS > SPIU > Procurement > Post Procurement Audit > Approve.

2. Search the record using PPR Reference Number.


Figure: Post Procurement Audit - Approve








4.6 Contact Information

For any queries please contact to [email protected] or you may dial a help desk number <

To be decided>.




4.7 Help

For any online support user can Refer Help option on the Extreme top right corner of MIS application

page. Through this link user can download user manual any time and number of times.

Figure: Help

Note: If user has logged in as ITI user then ITI user manual would be available in Help. In the

same way if logging as SPIU user then SPIU user guide and if as NPIU user then NPIU user

guide would be available.

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