NGO Grant-in-Aid Portal

(Research Scheme)

Report submitted at

National Informatics Centre, New Delhi

For the award of the degree of

B.Tech Computer Science

Submitted By

Shuchi Sareen

Under the guidance of

Mr. Shiv kumar Mrs. Kavita Shrivastava

Technical Director Principal System Analyst

Ms. Pratibha Singh

Sr. Technical Director & HoD

National Informatics Centre

Government of India

Ministry of Women and Child Development (MWCD),

625A, Shastri Bhawan, New Delhi-110001.

1
 GOVERNMENT OF INDIA
MINISTRY OF ELECTRONICS AND INFORMATION TECHNOLOGY
(MeitY)

National Informatics Centre

This is to certify that Shuchi Sareen, a student of B.Tech Computer Science from Atma Ram Sanatan
Dharma College, University of Delhi, Dhaula Kuan ,New Delhi 110021 has done three Months project
training from 12/06/2017 to 12/09/2017.

This is to certify that the Project Report / Dissertation entitled “NGO Grant-in-Aid Portal (Research
Scheme)” is done by her and it is an authentic work carried out by her at National Informatics
Centre, Ministry of Women and Child Development. The matter embodied in this project work has
not been submitted earlier for the award of any degree or diploma to the best of my knowledge and
belief.

Project Guide: HoD of Division:

Mrs. Kavita Shrivastava Mr. Shiv Kumar

Scientist – ‘D’ Scientist – ‘E’
625A,WCD 625A,WCD
Shastri Bhawan Shastri Bhawan
National Informatics Centre National Informatics Centre
New Delhi New Delhi

HoD of Division:
Mrs.Pratibha Singh
Scientist –‘F’
625A,WCD
Shastri Bhawan
National Informatics Centre
New Delhi

2
 ACKNOWLEDGMENTS

I would like to add a few heartfelt words for the people who were a part of this project in numerous
ways. In particular, I wish to thank Mrs. Pratibha Singh (HoD, National Informatics Centre (NIC),
Ministry of Women and Child Development (MWCD)). She gave me an invaluable opportunity to
work under her guidance and support by providing me with useful information and latest
technological grounds.

Sh. Shiv Kumar, Technical Director (NIC, MWCD) was the one whose constant efforts and invaluable
suggestions helped me a lot in this project. I thank him with the deepest sense of gratitude for
providing me his precious time.

I also wish to thank Mr. Prem Kumar (Technical Director, NIC, MWCD), Ms. Kavita Shrivastava
(Principal System Analyst, NIC, MWCD), Ms. Iha Jain (System Analyst, NIC, MWCD) and Mr.
Chandkiran Chhoker (System Analyst, NIC, MWCD) for providing me with the necessary facilities for
the successful completion of this project and its report. They provided useful suggestions and
encouraged me every now and then and thus I was able to cope up with the challenges faced during
this endeavour. I would also like to thank other staff of the NIC, MWCD for their help and
encouragement.

I also extend my heartfelt thanks to my family and well-wishers. Thank you to all.

Shuchi Sareen

3
 Contents

Particulars Page No.

Abstract 8

Chapter 1: Introduction 9

1.1 Brief Description about the organisation 9

1.2 General Description of the systems under study 9

1.3 User Requirements 10

1.4 Objectives of the project 10

1.5 Items covered under the grant 11

1.6 Scope of proposed system 11

Chapter 2: Systems requirement analysis 12

2.1 What is system analysis? 12

2.2 Definitions, acronyms and abbreviations 12

2.3 References 12

2.4 Overview 12

2.5 Software interfaces 13

2.6 Hardware interfaces 13

2.7 Communication interfaces 13

2.8 Memory Constraints 13

2.9 Software system attributes 14

Chapter 3: Requirement analysis document 15

3.1 system models 15

Chapter 4: Design 21

4
4.1 Modules description including validation checks 21

4.2 Dealing Assistant process 22

4.3 Senior Officer process 24

Chapter 5: System design document 27

5.1 System decomposition 27

5.2 NGO user (research scheme) 27

5.3 Dealing Assistant(research scheme) 35

5.4 Application at senior officer level 38

5.5 Application at DA level 40

Chapter 6: Summary and conclusion 47

6.1 Summary 47

6.2 Conclusion 47

6.3 Future scope and conclusion 48

Chapter 7: References 49

5
 List of Figures
Figure Name Page No.

Fig 2.1: Product Perspective 15

Fig 3.1: Flowchart Notation 17

Fig 3.2: Research Scheme Flowchart 18

Fig3.3: Symbols used in ER diagrams 19

Fig 3.4: ER diagram Notations 20

Fig 3.5: ER diagram for Research Scheme 21

Fig 4.1: NGO Registration Dashboard 28

Fig 4.2: NGO Research Scheme Dashboard 29

Fig 4.3: Dealing Assistant Dashboard 30

Fig 4.4: DA Dashboard for Research Scheme 31

Fig 4.5: Senior Officer Dashboard 32

Fig 4.6: Senior Officer Research Scheme Dashboard 33

Fig 5.1: Research application parts 34

Fig 5.2: Research application part A (Research) 35

Fig 5.3: Research application part A (Seminar/conference) 36

Fig 5.4: Research application part B 37

Fig 5.5: User Profile 38

Fig 5.6: Bank Details 38

Fig5.7: Study Area 39

Fig 5.8: Study Area added successfully 39

Fig5.9: Form Submission (Research) 40

Fig5.10: Form Submission (Seminar/Conference) 41

Fig 5.11: New Applications 42

6
Fig 5.12: Verification of application by DA 43

Fig 5.13: Generation of appraisal note by DA 43

Fig 5.14: Appraisal note created by DA 44

Fig 5.15: Forward appraisal note to officer 44

Fig 5.16: Appraisal note forwarded successfully 45

Fig 5.17: New application at officer level 45

Fig 5.18: Approval of appraisal note by officer 46

Fig 5.19: Save appraisal note (officer) 46

Fig 5.20: Uploading application on e-office by DA 47

Fig 5.21: Upload application on e-office form 47

Fig 5.22: Update application status (DA) 48

Fig 5.23: Update application status form 48

Fig 5.24: Uploading of Sanction letter by DA 49

Fig 5.25: Upload Sanction letter form 49

Fig 5.26: Update IFD Status 50

Fig 5.27: Update IFD status form 50

Fig 5.28: Approved application list as viewed by DA 51

Fig 5.29: Appraisal note rejected by Officer 52

Fig 5.30: Approved applications as viewed at NGO level 52

7
 List of Tables
Table Name Page No.

1.1 Glossary of important terms 8

3.1: NGO user details 22

3.2: NGO details 23

3.3: NGO grant details 23

3.4: NGO bank details 23

3.5: NGO application details 24

3.6: NGO proposed study area details 24

3.7: NGO document details 24

3.8: NGO proposal profile details 24

3.9: NGO Seminar Proposal details 25

3.10: NGO Research status mapping details 25

3.11: NGO Research statement details 26

4.1: NGO Registration Process 28

4.2: Dealing Assistant Process 29

4.3: Senior Officer Process 31

8
 Glossary of important terms

S.No. Abbreviations Full Form

1 DA Dealing Assistant

2 VO Voluntary organization

3 GoI Government of India

4 GIA Grant-in-aid

5 NGO Non-Governmental organisation

6 IFD Integrated Finance Division

7 NIPCCD National Institute of Public

Cooperation and Child
Development
Table 1.1: Glossary of important terms

9
 Abstract

 This scheme was brought into practice for providing grants to an institution or a
group of institutions for organizing workshops/seminars/conferences and for
carrying out a specific research project with one or more scholars directing it.
 These institutions will include universities, research institutes, voluntary
organizations, professional associations in the field of women and child development
and similar agencies which have the capacity to do research of various kinds.
Institutions set up and fully funded by Central Government/State
Governments/Public Sector Undertakings will also be eligible.
 The voluntary organization should have 3 year experience after registration.
 The scheme is made as an NGO driven venture. The NGO holds the sole
responsibility of the execution of the policies under the scheme.
 The application process for acquiring the grant required for the implementation of
the policies is made online. Though the online portal is time consuming, it is still
hassle-free, compact and paperless.
 The NGO worker can fill the application form mentioning all the necessary details in
order and then wait for a short period of time for arrival of the grant in his/her bank
account. The online portal is an interface between the grass root level NGO worker
and GOI.
 So, this highly efficient website is developed to meet the requirements of Ministry of
Women and Child Development so that they can save their time and get their
information very quickly and easily.

10
 Chapter 1: Introduction

1.1 Brief Description about the Organization:

a.) National Informatics Centre (NIC)

National Informatics Centre (NIC) of the Ministry of Electronics and Information Technology
is providing network backbone and support to Government bodies. It offers a wide range of
ICT services including Nationwide Communication Network for decentralized planning,
improvement in Government services and wider transparency of national and local
Governments. NIC also assists in implementing Information Technology Projects, in close
collaboration with Central and State Governments.

b.) Ministry of Women and Child Development (MWCD)

The Ministry was constituted with the prime intention of addressing gaps in State action for
women and children for promoting inter-Ministerial and inter-sectored convergence to
create gender equitable and child-centered legislation, policies and programs.

NIC-MWCD Mandate: NIC in association with the MWCD cell, helps to create and handle
various online projects.

1.2 General Description of the Systems under Study:

 This scheme was brought into practice for providing grants to an institution or a
group of institutions for organizing workshops/seminars/conferences and for
carrying out a specific research project with one or more scholars directing it.
 These institutions will include universities, research institutes, voluntary
organizations, professional associations in the field of women and child development
and similar agencies which have the capacity to do research of various kinds.
 Institutions set up and fully funded by Central Government/State
Governments/Public Sector Undertakings will also be eligible.
 The voluntary organization should have 3 year experience after registration.

11
1.3 User Requirements:
The following were some of the major concerns of the existing system.

i.) Previously, all the applications/proposals were submitted on physical files. Thus,
the earlier system evolved a lot of paper work.
ii.) Also, there was very little coordination among the activities of the ministry and
virtually no centralized mechanism to monitor the disbursement and utilization
of funds.
iii.) The portal was conceptualized to address the vacuum in processing of
application for grants under various schemes.
iv.) NGOs will now be able to submit their proposals in the online mode. The
remarks/observations/comments will be conveyed through the system in the
online mode.
v.) The new system will lead to greater transparency in the approval procedure as
an electronic trail of the comments/remarks made by various functions will be
maintained.
vi.) The system also maintains a record for total number of grants received by NGO.
Thus, the system checks the cases where an NGO registers itself with different
government organizations against the same scheme and in the process frauds
the system.

1.4 Objectives of the Project:

The main objective of “NGO Grant-in-Aid Portal (Research Scheme)” is to check on
Application submission and Grant issues that are progressing and to keep regular tracking
and recording of activities taking place in a project and gathering information on all aspects
of the project. The prime objectives are:

To provide Grants (and expenditure) which are as follows:

 Grants for research (including action research) ;

 Grants to individual scholar for research studies ;
 Grants for Workshops/Seminar/Conferences
 Grants for monitoring activities
 Grants for training of personnel
 Grants for promotion of innovative activities

12
1.5 Items covered under the grants:
The following items are covered under the grants:

 Salaries and allowances of the project staff (research and action component), other
than the Director who will be honorary. (N.B.: The salary of peons will not be
sanctioned as a part of expenditure on a research project. Any expenditure on this
account may however, be met out of the overhead charges mentioned under item
(viii) below).
 Travel undertaken in relation to the project
 Consultancy charges
 Printing
 Equipment and books
 Computer and machine tabulation costs
 Contingency
 Overhead charges.

1.6 Scope of Proposed System:

 The basic idea and the need for the proposed system are to provide more efficient
and better services for the organization, to have a computerized tracking system.
 Efficient and systematic maintenance of database, speeding up queries and faster
processing are the key factors.
 The scope of the project is to avoid replication.
 All functions are related to the system, is closely integrated and all records are
stored in centralized database. The information is only accessible by the officials of
ministry.
 The system will require data to be entered in user friendly form. The whole system is
designed in such a manner so that it is convenient for the user to work.
 Attainment of transparency in the workflow.
 Archival of efforts undertaken to achieve a goal and Elimination of duplicity in work.

13
 CHAPTER 2: SYSTEMS REQUIREMENT ANALYSIS

2.1 What is System Analysis?

 Systems analysis is a process of collecting factual data, understand the processes

involved, identifying problems and recommending feasible suggestions for improving
the system functioning.
 This involves studying the business processes, gathering operational data,
understand the information flow, finding out bottlenecks and evolving solutions for
overcoming the weaknesses of the system so as to achieve the organizational goals.
 System Analysis also includes sub-dividing of complex process involving the entire
system, identification of data store and manual processes.
 The major objectives of systems analysis are to find answers for each business
process: What is being done, How is it being done, Who is doing it, When is he doing
it, Why is it being done and How can it be improved?
 It is more of a thinking process and involves the creative skills of the System Analyst.
 It attempts to give birth to a new efficient system that satisfies the current needs of
the user and has scope for future growth within the organizational constraints.
 The result of this process is a logical system design. Systems analysis is an iterative
process that continues until a preferred and acceptable solution emerges.

2.2 Definitions, acronyms and abbreviations:

Following abbreviations have been used throughout this document:
 SRS: Software Requirements Specification.
 IEEE: The Institute of Electrical and Electronics Engineers, Inc.

2.3 References:
 http://wcd.nic.in/
 http://ngomwcd.gov.in/
 http://ngodarpan.gov.in/
 http://wcd.nic.in/sites/default/files/amendedresearchscheme_02082013.pdf

2.4 Overview:
The rest of this SRS document describes the various system requirements, interfaces,
features and functionality in detail.

14
 2.4.1 Product Perspective:
The application will be a window-based, self-contained and independent software
product.

2.4.2 System Interfaces:

None

2.4.3 User Interfaces:

The application that will be developed will have a user friendly and menu based
interface. Following screens will be provided:
 A login screen for entering the username and password, so that the authorized user
can have an access without any problems.
 There will be a screen which will be displaying the major tasks that the system will
be performing i.e. Scheme Selection, Form Submission, Information handling etc.

2.5 Software interfaces:

 TOOLS:
 FRONT-END : PHP, HTML, CSS, Java Script
 BACK-END : MySQL

 PLATFORM:
 WINDOWS, MAC OS, Linux OS

 HARDWARE ENVIRONMENT:
 PROCESSOR : P-IV (1.80 GHZ) or higher recommended
 RAM : 512 MB

15
  STORAGE CAPACITY : 4 GB

 SOFTWARE ENVIRONMENT:
 OPERATING SYSTEM: WINDOWS 10, 8, 7, MAC-OSX, Linux
 RDBMS : MySQL

 OTHER REQUIREMENT:
 Internet Connectivity with at least 1 Mbps speed.

2.6 Hardware interfaces:

 Screen resolution of at least 800*600- required for proper and complete

viewing of screen. Higher resolution would not be a problem.
 Support for printer (dot-matrix/Desk Jet/inkjet etc. - any will do) - that is,
appropriate drivers are Installed and printer connected printer will be
required for printing of reports.

2.7 Communications Interfaces:

None

2.8 Memory Constraints:

At least 512 MB RAM and 4GB space on hard disk will be required for running the
application.

2.9 Software System Attributes:

 Reliability: This application is a reliable product that produces fast and

verified output of all its processes.
 Availability: This application will be available to use for your end users and
help them to carry out their operations conveniently.
 Security: The application will be password protected. User will have to enter
correct username, password as per there role in order to access the
application.
 Maintainability: The application will be designed in a maintainable manner. It
will be easy to incorporate new requirements in the individual modules.
 Portability: The application will be easily portable on any windows-based
system that has oracle installed


16
 CHAPTER 3: REQUIREMENT ANALYSIS DOCUMENT

3.1 System Models:

 Systems modelling or system modelling is the interdisciplinary study of the use of
models to conceptualize and construct systems in business and IT development.
 A common type of systems bull is function modelling, with specific techniques such
as the Functional Flow Block Diagram and DFDs.
 These models can be extended using functional decomposition, and can be linked to
requirements models for further systems partition. Contrasting the functional
modelling, another type of systems modelling is architectural modelling which uses
the systems architecture to conceptually model the structure, behaviour, and more
views of a system.

3.1.1 Flow Chart:

 A flowchart is a type of diagram that represents an algorithm, workflow or process,

showing the steps as boxes of various kinds, and their order by connecting them with
arrows.
 Flowcharts are used in designing and documenting simple processes or programs.
Like other types of diagrams, they help visualize what is going on and thereby help
understand a process, and perhaps also find flaws, bottlenecks, and other less-
obvious features within it.
 A flowchart is described as "cross-functional" when the page is divided into different
swim lanes describing the control of different organizational units.

The two most common types of boxes in a flowchart are:

 A processing step, usually called activity, and denoted as a rectangular box

 A decision usually denoted as a diamond. The following are some of the commonly
used shapes used in flowcharts:

Fig 3.1: Flowchart Notation

17
3.1.2 Flowchart for Research Scheme:

Fig 3.2: Research Scheme Flowchart

18
3.1.3 Entity Relationship Diagram:

 Also called an entity-relationship (ER) diagram, a graphical representation of entities

and their relationships to each other, typically used in computing in regard to the
organization of data within databases or information systems.
 An entity is a piece of data-an object or concept about which data is stored.
 It is a detailed logical representation of data for an organization and uses four main
constructs:
 Relationships – It is a reason for associating 2 entities, also called binary relations
because they involve 2 entity types. Relation Type –e.g. weak, strong etc. o Relation
Cardinality – e.g. 1:1,1:M, M: N etc.
 Data Entries – An entity is a fundamental component of an organization about which
data may be maintained.
 Related attributes - Each entity type has a set of attributes associated to it. An
attribute is a property or characteristic of an entity that is of interest to an
organization.
 Keys and identifiers – They are attributes or set of attributes that distinguish one
instance of an entity type from other instances.

The Symbol’s used in making an ER diagram are:

Fig3.3: Symbols used in ER diagrams

19
3.1.4 ER Symbols with Examples:

Fig 3.4: ER diagram Notations

20
3.1.4 Entity Relationship Diagram for Research Scheme:

Fig 3.5: ER diagram for Research Scheme

21
3.1.5 Table Structure/Data Dictionaries:

 Object Model:
 An object model is a logical interface, software or system that is modelled through
the use of object-oriented techniques.
 It enables the creation of an architectural software or system model prior to
development or programming.
 An object model helps describe or define a software/system in terms of objects and
classes.
 It defines the interfaces or interactions between different models, inheritance,
encapsulation and other object oriented interfaces and features.
 An object model is part of the object-oriented programming (OOP) lifecycle.
 Data Dictionary:
 A data dictionary is a collection of descriptions of the data objects or items in a data
model for the benefit of programmers and others who need to refer to them.
 A first step in analysing a system of objects with which users interact is to identify
each object and its relationship to other objects. This process is called data
modelling and results in a picture of object relationships.
 After each data object or item is given a descriptive name, its relationship is
described (or it becomes part of some structure that implicitly describes
relationship), the type of data (such as text or image or binary value) is described,
possible predefined values are listed, and a brief textual description is provided.
 This collection can be organized for reference into a book called a data dictionary.
Data Dictionary for Research Scheme is as follows:
a) NGO user details:
S.no. Field name Field Type Field Size Constraint Description

1 user_id Int 20 Primary key User id of the user

2 Mobile Int 50 Mobile number of

the user
3 Username Char 20 Name of the user

4 Password Varchar 15 Password given by

the user
5 email_id Varchar 20 Email address of the
user
6 Address Varchar 50 Home address of the
user
Table 3.1: NGO user details

22
 b) NGO details:

S.no. Field name Field Type Field Size Constraint Description

1 ngo_id Int 20 Primary key NGO id of the user

2 Name Char 20 Name of the user
3 aadhar_no Int 50 Aadhar card number of
the NGO user
Table 3.2: NGO details

c) NGO grant details:

S.no. Field name Field Type Field Size Constraint Description

1 grant_id Int 20 Primary key Grant id of the user

2 Period Datetime 20 Period in which the grant

is to be given
3 IFD Int 20 Integrated Finance
Division
4 amount Int 50 Total amount to be given
to the NGO
5 Sanc_letter Varchar 254 Letter of Sanction

Table 3.3: NGO grant details

d) NGO bank details:

S.no. Field name Field Type Field Constraint Description

Size
1 bank_id Int 20 Primary key Bank id of the NGO’s
bank
2 bank_name Char 50 Bank name
3 acc_no Int 50 Account number of the
NGO
4 app_no Int 50 Foreign key Application number of
the NGO
5 acc_hold_name Char 20 Account holder name
6 IFSC Varchar 50 IFSC code

Table 3.4: NGO bank details

23
 e) NGO Application Details:

S.no. Field name Field Type Field Constraint Description

Size
1 app_no Int 50 Primary key Application number
of the user
2 ngo_history Char 254 NGO history of the
user
3 mem_id Int 20 Member id of the
NGO member
4 fin_status Varchar 50 Financial status of the
user
5 ngo_expend Int 50 NGO expenditure
6 ngo_reg Int 20 NGO registration
number
7 total budget Int 50 Total budget as given
by the user
8 ngo_obj Char 254 Objective of the NGO

9 prop_type Char 50 Type of proposal

Table 3.5: NGO application details

f) NGO proposed study area details:

S.no. Field name Field Type Field Constraint Description

Size
1 area_id Int 20 Primary key Area id of the study
area
2 District Char 50 Name of the district
3 no_of_towns Int 20 Total number of towns
4 sample_size Int 20 Sample size
5 des_sample_size Char 254 Description of sample
size
6 Action Char 254 Action to be performed
7 app_no Int 50 Foreign key Application number of
the user
Table 3.6: NGO proposed study area details

24
 g) NGO document details:

S.no. Field name Field Type Field Size Constraint Description

1 doc_id Int 20 Primary key Document id of the

user’s document
2 doc_name Char 50 Document name

3 doc_path Varchar 254 Path of the document

4 app_no Int 50 Foreign key Application number of

the user
5 add_doc Char 50 Any additional
documents
Table 3.7: NGO document details

h) NGO proposal profile details:

S.no. Field name Field Type Field Size Constraint Description

1 Id Int 20 Primary key Id of the agency

2 applicant_agency Char 50 Applicant details

3 main_obj Char 254 Main objective

4 remarks Char 254 Remarks

5 des_focal_area Char 254 Description of focal area

6 des_proj_dir Char 254 Description of project

director
7 proj_cost Int 50 Total project cost

8 details_proj Char 254 Details of the project

Table 3.8: NGO proposal profile details

25
 i) NGO Seminar Proposal details:

S.no. Field name Field Type Field Size Constraint Description

1 s_id Int 20 Primary key Seminar id

2 topic/theme Char 254 Topic of the

seminar
3 seminar_type Char 50 Type of seminar

4 proposal_details Char 254 Details of the

proposal
5 budget_prop int 20 Total budget of
the seminar
Table 3.9: NGO Seminar Proposal details

j) NGO Research status mapping details:

S.no. Field name Field Type Field Size Constraint Description

1 Id Int 20 Primary Key Id of the user

2 DA_approval Char 50 DA approval
documents
3 view_officer Char 50 Officer approval
documents
4 DA_sanction Int 50 DA sanction
documents
5 amt_disbursed Int 50 Amount
disbursed by the
DA
6 create_bunch Char 20 Bunch created
by DA
7 sanction_date Datetime 20 Amount
Sanction date
8 NGO_status Char 254 Status of the
NGO
9 app_no int 50 Foreign key Application
number of the
user
Table 3.10: NGO Research status mapping details

26
 k) NGO Research statement details:

S.no. Field name Field Type Field Size Constraint Description

1 stmt_id int 20 Primary key Statement id

2 total_amt int 50 Total amount

sanctioned
3 DA_remarks char 254 Remarks given
by DA
4 sanc_order int 50 Sanction order
amount
5 prop_rejec_date datetime 20 If rejected,
Proposal
rejection date
6 DA_prop_amt int 50 Amount
proposed by DA
7 generated_by char 20 Generated by
DA
8 gen_date datetime 20 Generation date

9 Status char 50 Status of the

user
10 prop_app_date datetime 20 Proposal
application date
11 app_no int 50 Foreign key Application
number of the
user
Table 3.11: NGO Research statement details

27
 CHAPTER 4: DESIGN

4.1 Modules Description including Validation checks:

4.1.1 NGO Registration Process:

In this the user has to give out all the information’s required for registering the NGO
which include the documents to be uploaded etc.

Table 4.1: NGO Registration Process

4.1.2 NGO Grant-in-Aid portal:

Fig 4.1: NGO Registration Dashboard

28
4.1.3 NGO Dashboard for Research Scheme:

Fig 4.2: NGO Research Scheme Dashboard

4.2 Dealing Assistant Process:

In this the Dealing Assistant, will be receiving the bunch of applications forwarded by
the state that are registered under the Research scheme. The Dealing Assistant will
forward the bunch of applications to the senior officer level for application
processing (approval or rejection).

Table 4.2: Dealing Assistant Process

29
 4.2.1 : Dealing Assistant Dashboard:

 The DA dashboard consists of all the applications of all the schemes, a pie chart for
analysing the work progress and three bar graphs for budget (in thousands), new
pending applications (in tens) and summary of applications (in tens).
 The DA can generate and forward appraisal notes, forward application to NIPCCD,
create application bunch, upload the application on e-office once it is approved by
the officer, update status of applications and generate sanction letter for the
application bunch created earlier and update IFD status.
 The DA can also approve or reject applications according to the authenticity of the
NGO.

Fig 4.3: Dealing Assistant Dashboard

30
4.2.2 Dealing Assistant Dashboard (RESEARCH SCHEME):

Fig 4.4: DA Dashboard for Research Scheme

4.3 Senior Officer Process:

The Senior Officer, will be receiving a bunch of applications forwarded by the Dealing
Assistant that are registered under the Research scheme. The Senior Officer will
approve or reject the applications.

Table 4.3: Senior Officer Process

31
4.3.1 Senior Officer Dashboard:

 The Officer dashboard consists of all the applications of all the schemes, a pie
chart for analysing the work progress and three bar graphs for budget (in
thousands), new pending applications (in tens) and summary of applications
(in tens).
 The Senior officer’s functions include checking applications uploaded on e-
office, verifying appraisal note generated by DA, viewing sanction letter and
IFD details and also checking applications pending with other stakeholders.
 The officer can approve or reject application on the basis of the authenticity
of the NGO

Fig 4.5: Senior Officer Dashboard

32
4.3.2 Senior Officer Dashboard for Research Scheme:

Fig 4.6: Senior Officer Research Scheme Dashboard

33
 CHAPTER 5: SYSTEM DESGIN DOCUMENT

5.1 System Decomposition:

The Research system consists of 2 major modules and many sub modules. The two major
modules are Part A and Part B. Part A consists of Research details and conference /
workshop proposal details. Part B consists of Bank Details and additional documents.

5.2 NGO User (Research Scheme):

The Research NGO User is the one who uses the system to apply for the scheme. The NGO
User will fill the application format and submit all the details and documents related to the
scheme, which is then forwarded to the DA and the application process flow goes on as per
the scheme.

5.2.1Parts of the Application:

Fig 5.1: Research application parts

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5.2.2(a): Application Form Part A: Proposal Type: Research

Fig 5.2: Research application part A (Research)

35
5.2.2(b): Application Form Part A: Proposal Type: Seminar/Conference or Workshop
proposal

Fig 5.3: Research application part A (Seminar/conference)

36
5.2.3: Application Form Part B:

Fig 5.4: Research application part B

37
5.2.4 User Profile:

Fig 5.5: User Profile

5.2.5 Part B: Add Bank Details:

Fig 5.6: Bank Details

38
5.2.6 Part B: Add Study Area

Fig5.7: Study Area

5.2.6(c) Study Area added successfully

Fig 5.8: Study Area added successfully

39
5.2.7 Form Submission (Proposal Type: Research)

Fig5.9: Form Submission (Research)

40
5.2.8 Form Submission (proposal type: Seminar/conference or workshop)

Fig5.10: Form Submission (Seminar/Conference)

41
5.3 Dealing Assistant ( Research Scheme):

 The application reaches the DA level after it has been submitted by the NGO user.
The DA can generate and forward appraisal notes, forward application to NIPCCD,
upload the application on e-office once it is approved by the officer, update status of
applications and generate sanction letter for the application created earlier and
update IFD status.

5.3.1 New Application:

Fig 5.11: New Applications

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5.3.2 Verification of application by DA:

Fig 5.12: Verification of application by DA

5.3.3 Generate Appraisal Note:

Fig 5.13: Generation of appraisal note by DA

43
5.3.4 Creation of Appraisal note by DA:

Fig 5.14: Appraisal note created by DA

5.3.5 Forward Appraisal note to officer:

Fig 5.15: Forward appraisal note to officer

44
 Fig 5.16: Appraisal note forwarded successfully

5.4 Application at Senior Officer Level:

5.4.1New Application:

Fig 5.17: New application at officer level

45
5.4.2 Approve appraisal note:

Fig 5.18: Approval of appraisal note by officer

5.4.3Approve appraisal note form:

Fig 5.19: Save appraisal note (officer)

46
5.5 Application at DA Level:
5.5.1 Upload application on e-office:

Fig 5.20: Uploading application on e-office by DA

5.5.2 Upload on e-office form:

Fig 5.21: Upload application on e-office form

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5.5.3 Update application Status by DA:

Fig 5.22: Update application status (DA)

5.5.4 Update Application Status form:

Fig 5.23: Update application status form

48
5.5.5 Upload sanction letter by DA:

Fig 5.24: Uploading of Sanction letter by DA

5.5.6 Upload sanction letter form:

Fig 5.25: Upload Sanction letter form

49
5.5.7 Update IFD status by DA:

Fig 5.26: Update IFD Statu

5.5.8 Update IFD Status form:

Fig 5.27: Update IFD status form

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  Once the application’s IFD status is updated by the DA, the NGO is granted the
sanctioned amount and is notified through the portal. The DA can also view all the
approved applications for verification of other details as shown in fig: 5.29.

5.5.9 Approved Application list as viewed by DA:

Fig 5.28: Approved application list as viewed by DA

51
5.5.10 Appraisal Note rejected by officer as viewed by DA:

Fig 5.29: Appraisal note rejected by Officer

5.6 Application at NGO level:

5.6.1 Approved Application (with sanctioned amount and letter):

Fig 5.30: Approved applications as viewed at NGO level

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 CHAPTER 6: SUMMARY AND CONCLUSION

6.1 Summary:
 The Research Scheme is a valuable step in the direction of research and workshop
organisation. The scheme aims for providing grants to an institution or a group of
institutions for organizing workshops/seminars/conferences and for carrying out a
specific research project with one or more scholars directing it.
 The system will help to take all the process online which will definitely bring the
transparency between the governmental organisations and the users of the system.
The system is capable of handling all the requests in proper fashion. The system is
strong enough to handle the monetary documents which if get changed due to some
bug can be a big mess.
 With this system, we can track the status of our application online. Get the reports
out of the application. View remarks that the superiors have given onto our
application etc.

6.2 Conclusion:
The Research scheme is very useful and a comprehensive scheme for providing grants to an
institution or a group of institutions for organizing workshops/seminars/conferences and for
carrying out a specific research project with one or more scholars directing it .The system
follows all the detailed guidelines for managing all the workflow for this scheme. System
also provides some out of the box security measures that will help in the tracking the status
of the applications, security to the applications, transparency between the flow of data and
also to approval and rejection of the application by proper valid remarks. The following are
some of the advantages of the scheme developed.

 Takes the process online

 Secured application
 Different logins for each and every different user
 Transparency in the data transfer mechanism
 Remarks are taken at every phase form the officers so as to keep transparency
 Application tracking mechanism is also provided

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6.3 Future Scope & conclusion:
The Research scheme is a system developed under RDBMS. This web software caters to the
needs of all Sections of the government in carrying out their activities related to Research
Scheme.

 In all, the portal provides an organized and hassle free experience to anyone
who applies for the grant. It consists of options for all kinds of NGOs and VOs.
 Earlier, the offline procedure used to drain out individuals and not give them
the best results. The online procedure can be completed at one's home and is
not hard to follow.
 The results take a little time as there are a load full of applications but not as
much as they took during the offline service.
 Due to this portal, no errors or fake NGOs are registered and even if they are,
they are found out and black listed.
 The portal is efficient and error free. The grant approval takes a little bit of
time due to the many stakeholders at every level but it is approved as soon as
possible.
 The portal is in practice and is for the welfare of NGOs which in turn work for
the welfare of certain people in need.

The following are some of the tasks that can be done in future to enhance the
productivity of the system.

 Provide a mobile application

 Live application notifications can be added
 Application status can be sent via SMS or Email apart from just logging in to
check the status.
 Voice typing and speech recognition system can be incorporated in the
system.
 Login via Aadhar thumb verification can also be added for more secure login

54
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