Bharti Airtel Limited SACFA CLEARANCE PROCESS

Prepared by: Sunil Sareen Reviewed by: Ashwani Rana Approved by: Ashwani Rana Version:

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TABLE OF CONTENTS

Section Contents Page Number
I. Process Overview 3
II. Key CTQs 5
III. Process Details 6
IV. Work Instructions 12
V. Annexure / Formats ( No.) 13
VI. Measurement Dashboard 23
VII. Terminology & Abbreviations 25

FUNCTION Regulatory Affairs
TITLE OF THE PROCESS SACFA Clearance
SUB-PROCESSES
PROCESS CODE P/REG/SAC/8003
PROCESS OWNER MO Technical
PROCESS CHAMPION Circle Technical
GLOBAL PROCESS OWNER Head - MO Regulatory
GLOBAL PROCESS CHAMPION Manager - MO Regulatory
Bharti Airtel Limited SACFA CLEARANCE PROCESS



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VERSION HISTORY


Version No. & Date Change Initiated
Version 1.1, 9/10/2006 Process Review & Standardisation - This process has been modified
in accordance with guidelines issued by WPC wing of DoT time-to-
time, in order to get the SACFA clearances timely. It also covers the
process for applying to WPC for frequency assignment.
Version 1.2, 13/02/2007 SACFA Application Circulation submission timeline has been revised
Version 1.3, 3/07/2007 SACFA Application submission timeline with SACFA Secretariat has
been revised
Version 1.4, 19/07/2007 SACFA Application circulation methodology and formats have been
reviewed and revised accordingly
Version 1.5, 01/01/2008 Scope extended upto obtaining Operating Licence and some
Terminology & responsibilities have been revised
Version 1.6, 15/01/2008 SACFA Application Online filing timeline and condition for putting up
Site on Air has been reviewed and revised
Version 1.7, 01/09/10 SACFA Process for Additional Antennae category applications
has been simplified by WPC and applications for AAI NoC to be
submitted with applicable Regional Hub
Bharti Airtel Limited SACFA CLEARANCE PROCESS



Prepared by: Sunil Sareen Reviewed by: Ashwani Rana Approved by: Ashwani Rana Version:

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I. Process Overview

PURPOSE OF PROCESS To ensure that all the sites radiating in Airtel networks have Final SACFA Clearance or WPC Acceptance No or
acknowledgment from MO-Regulatory of submission of hard copy application to WPC.
SCOPE OF PROCESS The process starts when site is leased and ends with obtaining Final SACFA Clearance & applying for Operating
Licence.

CUSTOMER OUTPUT KEY PROCESS STEPS INPUT SUPPLIER
Circle SACFA
team.
Sites finalised
for applying for
SACFA.
Network Planning finalising the sites and giving site details (as per
suggestive formats) to Site Acquisition team for leasing and to
SACFA team for applying for clearance.
Site survey
report.
Network Planning/ Circle
Site Acquisition team
Circle SACFA
team
DDs for SACFA
Fee.
SACFA team to apply & co-ordinate with circle Finance function for
Demand drafts for further submission to SACFA as SACFA
application fee.
Site details Circle Finance
MO Regulatory /
SACFA
Secretariat.
SACFA
application hard
copy
Preparing and submitting SACFA application for all antennas (in Full
Siting / Additional antenna category) on WPC website
http://www.wpc.dot.gov.in/) and sending application hard copy along
with Demand Draft, Map etc. to MO-Regulatory for further submission
to SACFA Secretariat.
Complete
SACFA
application
Circle SACFA team
Circle SACFA
Team
Submission
Acknowledgem
ent
MO-Regulatory to check and submit SACFA applications with SACFA
Secretariat, take acknowledgement and Inform Circle SACFA Team ,
Complete
SACFA
application
MO Regulatory
Circle SACFA
team.
WPC
Acceptance No.
MO-Regulatory to co-ordinate with SACFA Secretariat for getting
WPC Acceptance No. Circle SACFA team will than intimate this to
Network Planning / Project Team
Complete
SACFA
application
MO Regulatory / SACFA
Secretariat.
Network Planning /
Project Team
Site on AIR
Before Putting up Site On-Air Network Planning /Project Team gets
the Regulatory sign-off from Circle Regulatory. Circle Regulatory to
submit a monthly audit report to MO Regu by 5
th
of every month
SACFA
Compliance
Circle Regulatory
Bharti Airtel Limited SACFA CLEARANCE PROCESS



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SACFA members.
Application
circulation to all
SACFA
members
Circle SACFA team to make multiple sets of applications (for Full
siting category sites which are not cleared online and shown Under
Process on WPC Website) and submit one set with applicable AAI
regional Hub directly and send others sets to MO-Regulatory for
onward submission to Defence services HQ by hand and Circle
should kept one set of complete application in record
Complete
SACFA
application with
WPC
Acceptance no.
Circle SACFA team/ MO-
Regulatory
MO-Regulatory/
Circle SACFA
team.
NOCs from
SACFA
members.
Circle SACFA team to monitor all online NOCs/objections at WPC
website or any written rejection by any of the members and take
corrective actions and intimate MO-Regulatory. MO-Regulatory to co-
ordinate with circle / SACFA members for all critical issues as and
when required.
Receipt of
submission of
SACFA
applications.
SACFA members
Circle SACFA
team / Circle
Technical
Final SACFA
Clearance
MO-Regulatory to get Final SACFA Clearance from SACFA
Secretariat and send to Circle CTO/ Circle SACFA team for their
information and records. Circle Technical to keep all the Final SACFA
Clearances
Final SACFA
Clearance
SACFA secretariat / MO
Regulatory
Circle SACFA /
Technical Team
Operating
Licence
Circle SACFA Team to prepare and send Deployment Plan /
Operating Licence application to MO Regulatory once in quarter at
least. MO Regulatory to check and submit application to WPC and
obtain Operating License at the earliest

Deployment
Plan /
Operating
Licence
Application
WPC / MO Regulatory


Bharti Airtel Limited SACFA CLEARANCE PROCESS



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II. KEY CTQS:

Parameter
CTQ Measure Defect Definition Unit Measurement Metric Target Control Plan
OUTPUT
MEASURE
Delay in WPC
Acceptance No.
Time taken in obtaining WPC
Acceptance No. is more than
14 days from the date of
application submission to
SACFA Secretariat
If time taken is
more than 14 days
Each SACFA
Application
No. of delayed WPC
Acceptance No. /
Total Application
Submitted
>80% Circle
Dashboard &
MO-Dashboard
Application
Rejected
Any application rejected YES
or NO
Any application
rejected - YES
Each SACFA
Application
No. of YES/ Total
Applications
submitted
>95% Circle
Dashboard &
MO-Dashboard







PROCESS
MEASURE
Timely dispatch of
SACFA application
hard copy to MO
Within 8 days of leasing of
the site
SACFA application
hard copy not sent
to MO with in 8
days of leasing of
the site
Each affected
site.
No of sites affected/
Total no of sites
>80% Circle
Dashboard
Timely circulation
of SACFA
application
Sending application set for
Defence services to MO-
Regulatory and submit
applications directly to AAI
regional Hub within 10 days
of getting WPC Acceptance
no.
If time taken is
more than 10 days
Each SACFA
Application
No. of applications
where TAT was not
met/Total no of
applications
>90% Circle
Dashboard &
MO-Dashboard
Initiating timely
corrective action to
address objected
/rejected sites.
Time taken by circle in
initiating action to address
objection/ rejection of
SACFA members
If corrective action
not initiated within
max 2 weeks
Each affected
site.
No. of time TAT was
met/ No. of
Objections
>90% Circle
Dashboard
INPUT
MEASURE
Timely Filing of
SACFA application
online
Circle SACFA team to file
online application and send
application hard copy to MO-
Regulatory team within 6
days of leasing the site
Application not
filed online within
6 days of leasing
the site.
Each Site No of sites for which
online SACFA
application not filed
within 6 days of
leasing of the site
<10% Circle
Dashboard
Bharti Airtel Limited SACFA CLEARANCE PROCESS



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III. PROCESS DETAILS


Step
No.
Flow Description Timeline CTQ
Responsi
bility
Control
Rules/ Ref
Output
1












Requisition by NW
planning team for
applying SACFA with
site address, geo
coordinates &
transmission Plan.

D.D. for applying to
SACFA @ Rs 1,000/-
per application drawn
preferably on SBI or
any other nationalised
bank.

Arrange the required
scale maps.


File On-line SACFA
application (Full Siting
and Additional Antenna
applications
separately) on WPC
website











N + Day 6

(N Site
leasing
date.)







Applying
online
applicatio
n timely
Circle
Technical
/ Circle
SACFA
Team





Form 001




Form 002














Filing On-
line SACFA
application
Site acquisition team or N/W
planning dept to submit site
details to circle SACFA Team.
Regulatory deptt
must inform the
respective circle
about the
discrepencies in
filing of SACFA
Circle SACFA Team to Request
to Finance Deptt for DDs for
SACFA fees..
Arrange the required scale
maps
Circle SACFA team to file Full
Siting and Additional Antenna
online SACFA applications
separately

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2


If the site is less than 6
KM from the nearest
airport boundary as
informed by on-line
SACFA system,
arrange Authenticated
Site Plan (ASP) from
the registered
Architect.
(Airport Grid map are
required for sites which
are within the airport
premises or very close
to the airport)





Time lines
shift of 7
days for
all
activities
for the
sites with
ASP
Circle
SACFA
Team

Arranging
ASP for
sites , within
6Km of the
Airport
3

Circle SACFA Team
sends the application
hard copy folders
Along with site plotted
on the SOI/City/town
Planners/architect
drawn map (Pref on
scale 1:50,000),
Frequency Earmarking
Letter.
N + Day 8
Circle
SACFA
Team
Form 003
Circle
Sending
SACFA
application
sets to MO-
Regulatory.
Is site <
6 KM
from
Airport?

YES
Circle SACFA Team to send the
hard copy of applications along with
map, SACFA Fee and other
documents to MO-Regulatory.
Arrange
ASP from
registered
Architect
NO
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4
MO-Regulatory to
check and submit
SACFA applications
with SACFA
Secretariat within 5
days, take
acknowledgement and
Inform Circle SACFA
Team with in two days
of filing, so that sites
can be ON-Air.
O + Day 5
( O- Date
applicatio
n reached
MO-
Regulator
y)
>90% with
in TAT
MO-
Regulator
y

5








MO-Regulatory to liaise
with SACFA secretariat
for issuing on-line WPC
Acceptance number.
O + Day
19

>80% with
in TAT
MO-
Regulator
y

6

Circle SACFA Team to
check WPC website for
SACFA WPC
Acceptance Number
issued by SACFA on
daily basis.
P
( P- Date
WPC
Acceptanc
e Number
issued by
SACFA )

Circle
SACFA
Team

Circle SACFA Team to check
WPC website for WPC
Acceptance Number issued
by SACFA on daily basis.
MO-Regulatory to liaise & get
issued On-line WPC
Acceptance number.
MO-Regulatory to check and file
applications with SACFA
Secretariat.
Inform circles with in two days of
submission
Bharti Airtel Limited SACFA CLEARANCE PROCESS



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7

Before Putting up Site
On-Air Network
Planning /Project Team
gets the Regulatory
sign-off from Circle
Regulatory

Circle Regulatory to
verify from MO-
Regulatory Email
acknowledgment of
submission of
application hard copy
/WPC Acceptance No.
/ SACFA Final
Clearance before
giving sign-off for the
site

P + 1
Network
Planning/
Project
Team /

Circle
Regulator
y Team

8

If site status shown as
CLEARED on WPC Web
Site OR filed under
additional antenna
category, than
Circulation of application
to SACFA Members is
not required

P+1
Circle
SACFA
Team

Site Cleared
Online / or
additional
antenna
application?
Circulation to
SACFA
Members is not
required
YES
NO
Network Planning / Project
Team to get circle
Regulatory sign-off before
putting up site on-Air

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9

Circle SACFA Team to
send application set for
Defence Services to
MO-Regulatory and
submit one set with
regional AAI office
within 10 days of
getting WPC
Acceptance No
Day P+10
> 90%
within TAT
Circle
SACFA
Team
Annexure 004
/05

10





Circle SACFA Team to
check WPC Website
on daily basis for
NOCs /Objections from
SACFA members, and
intimate Circle Tech /
Circle Regu for any
missing in-between
NOCs/objections or
any rejection in writing
immediately.


Circle
SACFA
Team

11

Any written objection/
rejection of the site by
any SACFA Member to
be informed to Circle
SACFA Team for
taking necessary action
on dismantling or
reapplying the site.
With in 3
day of
receiving
informatio
n for >
90%
cases.
Timely
reply to
the
objections
raised
MO-
Regulator
y.


Circle SACFA team to make
multiple sets of applications
which required to be circulated
and send to MO-Regulatory /
AAI

Circle SACFA Team to check
WPC Website on daily basis
for NOCs /Objections from
SACFA members
Site Cleared
by SACFA?
Any written
rejection
communication, to
be sent to Circle
SACFA team/CTO
within 3 days
NO
YES
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12

Circle Tech /Circle Regu
team to take corrective
actions to address
objection of the member
(if any)

Circle
Technical/
Circle
Regulator
y
Annexure 009

Addressing
objection
/rejection
concerns of
the SACFA
member or
relocation of
site
13
.
Original SACFA
Clearance Certificate to
be sent to the
respective circle CTOs
/ Circle SACFA Team
with necessary update
in MO SACFA records.
Circle Technical to
keep original SACFA
clearances certificates
With in 3
days of
receiving
the
certificate
s for
>90%
cases.

MO-
Regulator
y / Circle
Technical
Team

SACFA
clearance
14

Circle SACFA Team to
prepare and send
Deployment Plan.
Operating Licence
applications to MO
Regulatory at the
earliest
Once in a
quarter
minimum

Circle
SACFA
Team
Form 008
Dep Plan /
Operating
Licence
Application
15

MO Regulatory to
check and submit
application to WPC and
obtain Deployment
Plan approvals /
Operating License at
the earliest

As
required

MO
Regulator
y Team

Operating
Licence

END
MO-Regulatory to obtain SACFA
Final Clearance Certificate for Full
Siting applications, from SACFA
Sectt and send to circle CTO /
Circle SACFA Team.
Circle SACFA Team to apply for
the Operating License at the
earliest
MO Regulatory to obtain
Operating License at the
earliest

Corrective actions for
rejected/ objected sites

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IV. WORK INSTRUCTIONS


Code Description

WI / MO/REG/SAC/8003 Process of SACFA Clearance



Sl. No
Work Instructions
1 Collection of Site data from Site acquisition / Network Planning Team(As per Process)
2 Preparing of SACFA Application & sending to MO-Regulatory
3 Circulate the SACFA application after obtaining WPC Acceptance No. within 10 days.
4 Follow up with SACFA members for NoC and final SACFA clearance from SACFA Secretariat.
5 Apply and obtain Operating Licence for all sites in the network






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V. ANNEXURES & FORMATS*


Sl. No Code Description Details
1 F/MO/Projects/SACFA CLearance/001 Form Request letter to Network Planning for Site Details
2
F/MO/Projects/SACFA CLearance/002 Form Request Letter to A/C dept
3
F/MO/Projects/SACFA CLearance/003 Form Application for SACFA Clearance
4
A/MO/Projects/SACFA CLearance/004 Annexure Application for SACFA Members NOCs
5
A/MO/Projects/SACFA CLearance/005 Annexure List of SACFA members
6
A/MO/Projects/SACFA CLearance/006 Annexure Checklist for sending the SACFA applications to MO
regulatory
7 A/MO/Projects/SACFA CLearance/07 Annexure Checklist for Circulation of SACFA applications
8
F/MO/Projects/SACFA CLearance/08 Form Format for Preparing of Deployment Plan
9
F/MO/Projects/SACFA CLearance/08A Form Format for Preparing Operating Licence Application
10 A/MO/Projects/SACFA CLearance/10 Annexure Process Guidelines for addressing Objected /Rejected
Sites



* S.No. 1 & 2 are suggestive formats,
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FORMAT: F/MO/Projects/SACFA CLearance/001 Suggestive Format

REQUEST LETTER TO NETWORK PLANNING FOR SITE DETAIL


SACFA Siting Clearance Requisition FORM

Please provide the information as per the following details:

1 Site Address :
2 AMSL :
3 Lat Long :
4 GBT/RTT (Total Height Required) :
5 Height of Bldg if Rooftop

GSM MW

6 Frequency Band :
7 Max. Height of Antenna AGL :
8 Transmitted Power
9 Antenna Size :
10 Max Azimuth :
11 Rx Location :
12 HOP Length :
13 Distance from International Border
Approved By ___________________________________


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FORMAT : MO/Regu/SACFA CLearance/002 Suggestive Format

Request Letter to Finance / Accounts dept for DD of SACFA Fee


Inter Office memo

From: aaa

Thru: xyz

To: Finance / Accounts Deptt.

Date: dd/mm/yyyy


Subject : Fees for SACFA Clearance - .. Circle

You are requested to please arrange to release .. Nos demand draft(s) of Rs ________/- in favour of PAO(HQ), DOT, Payable
at Service Branch Code No 7687 as fee for SACFA clearance.

The list of sites is enclosed for your reference, please.


Regards
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FORMAT: F/MO/Projects/SACFA Clearance/003





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ANNEXURE : MO/Regu/SACFA Clearance/004




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ANNEXURE : MO/Regu/SACFA Clearance/005


AAI Regional Hubs: For submission of applications by circle

S.NO AAI Regional Hubs Location
1 The Regional Executive Director
Airport Authority of India,Chennai Airport, Meenambakkam
Chennai 600027

Chennai
2 The Regional Executive Director, Airport Authority of India,
New ATS Complex, IGI Airport, New Delhi 110 037

Delhi
3 The Regional Executive Director, Airport Authority of India, Lok Priya Gopinath
Bardoloi International Airport, Guwahati - 781015

Guwahati
4 The Regional Executive Director, Airport Authority of India
NSCBI Airport, Kolkata - 700052

Kolkata
5 The Regional Executive Director, Airport Authority of India
Domestic Terminal 1-B,Chatrapati Shivaji Airport
Mumbai - 400099

Mumbai
6 The Regional Executive Director, Airport Authority of India
Hyderabad Airport,Hyderabad - 500016

Hyderabad
7 The Regional Executive Director, Airport Authority of India
Devanahalli Airport,Outer Ring Road, Hebbal
Bangalore - 560024

Bangalore
8 The Regional Executive Director, Airport Authority of India
Nagpur Airport, Nagpur - 440005

Nagpur
9 The Regional Executive Director, Airport Authority of India
S P International Airport, Ahmedabad - 380003

Ahmedabad

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Defence HQ: Application to be circulated by MO Regulatory by hand

S.NO Name & Address of SACFA Members
No. of
Copies to
be sent
Any Specified
Document Required
1
Diretor Operations (Signal)
Air Headquater, Room No. 514
Vayu Bhawan, New Delhi 110 001

1
Applications to be
segregated
command wise
2
Navel Headquater
Room No. 33,
Sena Bhavan, C Wing
New Delhi 100 001

1 No
3
Army Headquater
Room No. 634, A-Wing
Sena Bhavan, New Delhi- 110 001

1 No
4
JCES
Cabinet Secretariat,
Military Secretariat, Military Wing
Room No. 34, Plot No. 108,
Church Road, New Delhi - 1100
1 No




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ANNEXURE : MO/Regu/SACFA CLearance/006

CHECKLIST FOR SENDING THE SACFA APPLICATIONS to MO REGULATORY





Bharti Airtel Limited SACFA CLEARANCE PROCESS



Prepared by: Sunil Sareen Reviewed by: Ashwani Rana Approved by: Ashwani Rana Version:

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ANNEXURE: MO/Regu/SACFA Clearance/007




CHECKLIST FOR CIRCULATING SACFA Applications

A Ensure that all the SACFA Circulation letters are duly signed and stamped
B Supporting Maps attached with applications are also stamped & signed by Concerned Circle SACFA Coordinator
C Prepare the set with all the required necessary Documents (As mentioned in checklist of filing of SACFA Applications)
D Prepare application copies as required by SACFA Members (Annexure 006):
i
One Set of application to be submitted directly with Regional AAI office (With ASP in original for sites falling within 6 KMs of the Aiprorts).
List attached at Annexure 006
iii
For Defence Services HQ, applications to be sent to MO-Regulatory for submission by hand along with circulation acknowledgement as
per Annexure 005
iii One set to be kept at circle for records






Bharti Airtel Limited SACFA CLEARANCE PROCESS



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FORMAT : F/MO/Projects/SACFA Clearance/008

Preparing Deployment Plan Application








FORMAT : F/MO/Projects/SACFA Clearance/008A

Preparing Operating Licence Application



Bharti Airtel Limited SACFA CLEARANCE PROCESS



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ANNEXURE : MO/Regu/SACFA Clearance/009

Process Guidelines for addressing Objected /Rejected Sites





Bharti Airtel Limited SACFA CLEARANCE PROCESS



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VI. PROCESS MEASUREMENT DASHBOARD


Data Collection sheet no.

Parameter CTQ
Target
Data Source /
Frequency
Customer Responsibility
OUTPUT
MEASURE
No application should be Rejected by
the SACFA Secretariat
<5% Monthly SACFA report WPC MO-Regulatory
PROCESS
MEASURE
Timely dispatch of SACFA
application hard copy to MO >90% Circle Dashboard MO-Regulatory Circle SACFA Team
Timely circulation of SACFA
application - Sending application set
to SACFA members within 10 days of
getting WPC Acceptance No. >80% Circle Dashboard MO-Regulatory Circle SACFA Team
Liaising with SACFA secretariat for
issuing WPC Acceptance number with
in 14 days. >80% MO Dashboard Circle MO-Regulatory
Timely reply (within 15 days) to the
queries / information received from
SACFA members. >90% MO Dashboard SACFA members
Circle SACFA Team /
MO-Regulatory
INPUT
MEASURE
Timely filing of online application >95% Circle Dashboard MO Regulatory Circle Technical team /
Circle SACFA Team


Bharti Airtel Limited SACFA CLEARANCE PROCESS



Prepared by: Sunil Sareen Reviewed by: Ashwani Rana Approved by: Ashwani Rana Version:

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VII. Terminology, Definition & Abbreviations


S.No. Short Forms FULL FORM
1 AAI Airport Authority of India
2 ASP Authenticated Site Plan
3 AIP Agreement In Principle Approved Frequency Plan
4 SACFA Standing Advisory Committee on Frequency Allocation
5 WPC Wireless Planning & Coordination Wing of DoT
6 TAT Turn Around Time
7 AMSL Average Mean Sea Level
8 CTO Chief Technical Officer
9 GBT Ground Based Tower
10 RTT Roof Top Tower
11 Airport GRID MAP It is a internal map of all airports, with sites plotted and dully certified by Airport Director/ Incharge. Airport will
directly dispatch this grid map to AAI, New Delhi under intimation to Bharti
12. Full Siting Category Any sites can be applied in this category / or If site is new or no prior SACFA final clearance has been
obtained.
13. Additional Antenna
Category
If putting up additional antenna on our existing site / shared site, where AAI NOC, Final SACFA clearance
have already been obtained
14. Day Working Day
15 NoC No Objection Certificate