1.0  Introduction
          1.1  Conventions
          1.2  Definitions/Glossary
          1.3  References
          1.4  Purpose of this document
          1.5  Problem Reporting
          1.6  DOCUMENT ORGANIZATION
          1.7  AUDIENCE
      2.0  Brief Overview
          2.1  Introduction
          2.2  Features
          2.3  Target Users
          2.4  Sections
      3.0  Minimum System Requirements
      4.0  General/Common Operating Instructions
      5.0  Specific Operating Instructions
          5.1  Meeting Management
              5.1.1  Prepare Meeting Notice
              5.1.2  Manage-Meeting Notice
                  5.1.2.1  Delete Meeting Notice
                  5.1.2.2  Update Meeting Notice
                  5.1.2.3  View Meeting Notice
              5.1.3  Manage-Meeting Notice
                  5.1.3.1  Delete Meeting Notice
                  5.1.3.2  Update Meeting Notice
                  5.1.3.3  View Meeting Notice
              5.1.4  Prepare Meeting Agenda(s)
              5.1.5  Manage-Meeting Agenda(s)
                  5.1.5.1  View Meeting Agenda
                  5.1.5.2  Delete Meeting Agenda
                  5.1.5.3  Update Meeting Agenda
              5.1.6  Prepare Meeting Invitees
              5.1.7  Manage-Meeting Invitees
                  5.1.7.1  Update Meeting Invitees
                  5.1.7.2  View Meeting Invitees
              5.1.8  Prepare Minutes Of Meeting
              5.1.9  Manage-Minutes Of Meeting
                  5.1.9.1  Delete Minutes Of Meeting
                  5.1.9.2  View Minutes Of Meeting
                  5.1.9.3  Update Minutes Of Meeting
              5.1.10  Prepare Agenda Recommendation
              5.1.11  Manage-Agenda Recommendation
                  5.1.11.1  Update Agenda Recommendation
                  5.1.11.2  View Agenda Recommendation
              5.1.12  Prepare Meeting Attendees
              5.1.13  Manage Meeting Attendees
                  5.1.13.1  Update Meeting Attendees
                  5.1.13.2  View Meeting Attendees
          5.2  SAMM MASTER
              5.2.1  Add Agenda Master
              5.2.2  Manage-Agenda Master
                  5.2.2.1  Delete Agenda Master
                  5.2.2.2  View Agenda Master
                  5.2.2.3  Update Agenda Master
              5.2.3  Prepare Agenda Linkage With Data
              5.2.4  Manage-Agenda Linkage With Data
                  5.2.4.1  Update Agenda Linkage With Data
                  5.2.4.2  View Agenda Linkage With Data
                  5.2.4.3  Delete Agenda Linkage With Data
              5.2.5  Prepare ATR Question Master
              5.2.6  Mangage ATR Question Master
                  5.2.6.1  Delete ATR Question Master
                  5.2.6.2  Update ATR Question Master
                  5.2.6.3  View ATR Question Master
              5.2.7  Prepare Scheme Specific ATR Format
              5.2.8  Manage-Scheme Specific ATR Format
                  5.2.8.1  View Scheme Specific ATR Format
          5.3  Social Audit
              5.3.1  Registration for Social Audit
              5.3.2  Track Application Status
              5.3.3  Initiate Social audit Process
              5.3.4  Request For Information
              5.3.5  Manage Requested Information
                  5.3.5.1  View Requested Information
              5.3.6  Get Requested Information
              5.3.7  Submit Social Audit Report
              5.3.8  Manage Social Audit Report
              5.3.9  Submit Findings in ATR Format
              5.3.10  Manage Findings In ATR Format
                  5.3.10.1  Update Findings In ATR Format
              5.3.11  View ATR Submitted by Panchayat
              5.3.12  Activate Schedule For Social Audit
              5.3.13  Approve application for Social Auditor/Facilitator
                  5.3.13.1  Action
                  5.3.13.2  View
              5.3.14  Provide Requested Information
              5.3.15  Manage Provided Information
                  5.3.15.1  Update Provided Information
                  5.3.15.2  Delete Provided Information
              5.3.16  View Auditor Report
              5.3.17  Submit Action Taken Details
              5.3.18  Manage Action Taken Against Social Auditor Findings
                  5.3.18.1  Update Action Taken Against Social Auditor Findings
                  5.3.18.2  View Action Taken by Panchayat
1.0  Introduction

1.1  Conventions

The document follows the font settings for Chapter Heading, subheadings at various levels and text as indicated below:

Chapter Heading – Style h1, Arial Black 14 pt

Sub-Heading Level 1 – Style H2, Arial Black 11 pt

Sub-Heading Level 2 – Arial Black, 10 pt

Sub-Heading Level 3 – Arial, 10 pt, Bold

Body Text – Arial, 10 pt

The labels related to text fields, buttons, icons etc. have been indicated in bold in the document text.


1.2  Definitions/Glossary

This section gives a glossary of terms used in the rest of the document.

Term

Description

Actor

Is a role assumed by a user while using the software system. A role defines what activities the actor can perform in a software system.

Agency

Refers to a body/organization other than Panchayat, Line Departments, State Panchayati Raj Department, Ministry of Panchayati Raj, which come into the picture at the time of Social Audit and while providing training to the Social Audit Facilitator.

Agenda

Refers to Agenda for Gram Sabha Proceeding.

Action Taken Report

This is a report which is prepared by the Panchayat administrator on the basis of the social audit report submitted by the Social Auditor/ Social Audit Facilitator. The format of ATR will be designed by the scheme owners.

Impact Analysis Agency

Any organization either government related or private that can conduct impact analysis of the training programmes conducted for Elected Representatives and officials of Local Government Bodies.

Block

Such local area in a district which the state government may constitute to be a block

District

Means a district as notified by the state government to be a district

Gram Sabha

Means a body consisting of persons registered in the electoral roles related to a village comprised within the area of the Gram Panchayat.

Mandatory Attachment

Refers to an enclosure that the State Panchayati Raj Department prescribes as mandatory for Panchayats while recording PRI Meeting Proceedings details.

 

SA-MM will display such attachments as mandatory fields in the relevant screens and will not allow the actor to save the details till such attachments are uploaded.

Ministry

Refers to the Ministry of Panchayati Raj (MoPR) or other Central line Ministries who would be accessing SA-MM mainly for the purpose of viewing different reports. MoPR would be additionally managing some of the Master Data as indicated later in the SRS document.

Minutes of Meeting

This is a document which is prepared after the meeting for the decisions and the action taken.

Panchayat

An institution (by whatever name called) of self-government constituted under Article 243B, for rural areas.

Panchayat Secretary

Secretary appointed in prescribed manner by the prescribed authority for Gram Panchayat, Panchayat Samiti and Zilla Parisad under the PR act.

Prescribed Statutory Meeting

It defines the local nomenclature, Number of Meetings, Periodicity of Meeting, Notice Period and Minimum Quorum.

Privileges

Refer to the rights assigned to a particular Role in the SA-MM System.

 

For example, an actor with a Master Data Operator Role will be assigned privileges to manage the master data. As a result, no one except an actor with such privilege would be able to manage master data.

Role

Defines what activities an actor can perform in a Software System

Scheme

Refers to a Central Government or a State Government scheme, which acts as a development programme and may be source of funds for various developmental activities.

 

Example of Scheme: Mahatma Gandhi National Rural Employment Guarantee Act (MGNREGA)

Social Audit

Social Audit is a process by which the people, the final beneficiaries of any scheme, programme, policy or law, are empowered to audit such schemes, programmes, policies and laws.

Social Audits are those that are conducted jointly by the government and the people, especially by those people who are affected by, or are the intended beneficiaries of, the activity being audited.

According to MoRD, Social Audit is – “a public assembly where all the details of the project are scrutinized”.

According to NIRD, it is “a way of measuring, understanding, reporting and ultimately improving an organisation’s social and ethical performance.

Social Auditor

Refers to a person who is a volunteer or selected by District Panchayat/Block Panchayat/Gram Panchayat for doing Social Audit. He/she may be a resident of the District Panchayat/Block Panchayat/Gram Panchayat for which he/she may do social audit.

Social Audit Facilitator (SAF)

Refers to an Agency, NGO, Group or Institution who is helping in doing Social Audit.

System

Same as SA-MM Software Application (has been used interchangeably)

 


1.3  References
  1. User Manual Template prescribed as per NIC Quality Standards.
  2. Software Requirements Specifications Document for Social Audit and Meeting Management ( v1. 0)

1.4  Purpose of this document

This document attempts to describe the operational aspects of Social Audit and Meeting Management software to facilitate user of application to understand functional and operational aspects of application. The document provides step-wise instructions for handling various aspects of the application with images for easy and better understanding. It also describes the error messages encountered while working with the software with appropriate remedial actions required to be taken by you. 


1.5  Problem Reporting

In case of any problem related to the software or to this document, please contact nicmopr@nic.in.


1.6  DOCUMENT ORGANIZATION

The document is divided in to five chapters.

Chapter 1: Introduction – This Chapter provides an Introduction to the document describing intended audience, purpose of document, conventions adopted in the document, references and contact address for reporting the problems, encountered, if any while using the software or related with this document.

Chapter 2: Brief Overview – This Chapter gives an overview of the software with a broad list of features.

Chapter 3: Minimum System Requirements – This chapter provides information about the minimum system requirement.

Chapter 4: General/Common Operating Instructions – This chapter provides instruction on how to invoke the package.

Chapter 5: Specific Operating Instructions – This Chapter provides specific operating instructions for each of the features and functionalities offered by the software. The feature description includes a general description of the feature, screen description wherever applicable, step-wise instructions for carrying out the operation, what happens after the operation is successfully executed, what more can be done from the current screen and a list of messages that user(s) might encounter while carrying out the operation.


1.7  AUDIENCE

SA-MM software application will be primarily used by the officials of Village Panchayats, Block Panchayats, District Panchayats and State PR Departments. Apart from these users, information in the form of reports can be viewed by other Central Line Ministries/ Departments and also by the citizens.

The Panchayat Officials are being provided with basic working knowledge of computers under various capacity building programs, however if they are not very familiar with computer based applications, the Social Audit & Meeting Management user interface should be institutively designed so that it would be fairly simple, easy to use and self-explanatory. The software allows the users to switch-over to local language so that all the textual elements will be displayed in local language for better understanding and effective use. The State and Central Ministry’s users are already working with computers and are fairly conversant with computer based applications.


2.0  Brief Overview

2.1  Introduction

Ministry of Panchayati Raj (MoPR), Government of India, has undertaken e-Panchayat Mission Mode Project (e-Panchayat MMP) with a view to introduce and strengthen e-Governance in Panchayati Raj Institutions (PRIs) across the country and build associated capacities of the PRIs for effective adoption of the e-Governance initiative. During the first phase of e-Panchayat MMP, a comprehensive Information & Services Needs Assessment (ISNA) study was conducted in order to understand the e-Governance needs & expectations of all the stakeholders including PRIs (District Panchayat, Block Panchayat and Village Panchayat), State Panchayati Raj (PR) Departments and Central Line Ministries (CLMs). This was followed by Business Process Re-engineering and preparation of Detailed Project Reports (DPRs) for each State. Based on the state-wise study, National Reports on ISNA, BPR and DPR were prepared. The reports associated with ISNA, BPR and DPR are available at http://panchayat.gov.in.

Based on the recommendations of the study conducted during Phase-I of e-Panchayat MMP, MoPR identified the following 12 core common application areas for PRIs which when automated could lead to enhanced efficiency, transparency and accountability of PRIs as indicated below:

 

 

As indicated above, Social Audit & Meeting Management (SA-MM) is one of the software applications envisaged as part of Phase II of the e-Panchayat MMP. SA-MM aims to keep a check on various developmental activities done by Panchayats under different schemes. The scope of Social Audit is very wide and can be taken up to any level of Panchayat depending upon nature of work in order to bring transparency in front of the citizens.


2.2  Features

Proposed application will capture the details related to Meetings held in the PRI’s and prepare the Minutes of Meeting. For preparation of the MoM, Panchayat will issue Meeting Notices based on the meeting type. The meeting types are defined by state or state PR department based on the PR act. In the meeting type like general or standing committee, Panchayats defines the agenda for the meetings.

This application also captures the flow of the social audit process.  Social Audit is an ongoing process and preferably done by the residents of the Panchayat. A resident of Panchayats who proposes himself/herself as a social auditor or NGO/Agency/Group or the Panchayat can itself select its own social auditor and does the registration under the scheme for which he/she is interested to do social audit.

The Registered Social Auditor may request for information required for social audit to Panchayats or may also get information online through various PES applications like planning and accounting. After getting the requested information, the social auditor does social audit and submit the findings/report to Panchayats. Afterwards in a Scheme Specific Action Taken Report format Panchayats submitted the action taken report (ATR) which will be available in the system.

The data captured in the system should generate various MIS reports like State wise Meeting Status, Minutes of the Meeting, Social Audit & Action Taken report etc. Based on the data captured in the application various analytical reports can be prepared and generated for different purposes.


2.3  Target Users

SA-MM software application is primarily used by:

 

A detailed description of the complete functionality of the software is provided under Specific Operating Instructions as part of Chapter 5.


2.4  Sections

Registration For Social Auditor – Allows registration of the citizen as Social Auditor

Registration For Social Audit Facilitator – Allows registration of Organization, Agencies etc. As Social Audit Facilitator

Track Application Status – Allows fetching registration current status details both for Social Auditor and Social Audit Facilitator. Registration current status details can be fetched with the help of your Transaction ID assigned at the time of registration.

Manage Approval of Social Auditor/Social Audit Facilitator – Includes Approve Application for Social Auditor / Social Audit Facilitator.

Social Audit - Includes Generate Social Audit Process ID, Request for Information, Provide Requested Information, Get Requested Information and Submit Social Audit Report

Action Taken – Includes Prepare Scheme Specific ATR Format, Submission of Action Taken Details, and Submit Findings in ATR Format.

Manage Submission of Action Taken Report Details – Includes Submission of Action Taken Report Details.

Manage Information Request for Social Auditor – Allows you to get the information requested by registered Social Auditor, Information provided to the Social Auditor by respective DP/BP/GP administrator. It also allows you to get other requested information for social audit.

SA – MM Master – Includes Add Prescribed Statutory Committees Details and Add Agenda of Meeting.

Meeting Management – Includes Add Basic details for Meeting Notice, Add Agendas to be discussed at Meeting, Add local Agendas to be discussed at Meeting, Add Officials to invite for Meeting and Add Previous Meeting's Action Taken Details

Manage Minutes of Meeting – Includes Add Minutes of Meeting, Add Attendance of Meeting, Add Agenda Item Discussed and New Issue raised in the meeting.


3.0  Minimum System Requirements

SA–MM is a web based application, the minimum system requirements for accessing the website are:

  1. Internet Explorer 7.0 or Mozilla Firefox 4.0
  2. Internet Connection

4.0  General/Common Operating Instructions

SA–MM is a web-based software application which can be accessed by typing the link https://www.socialaudit.gov.in in the address bar of the browser.  User can see the Home Page as soon as gets connected to the site. User will be able to see internal forms only after successfully provide Username and Password in the Login Section on application’s Home Page.

SA-MM software application will be primarily used by officials of Village Panchayat, Block Panchayat, District Panchayat, State PR Departments, Ministry of Panchayati Raj and Other Central Line Ministries/Departments.

Registration forms are accessible to all citizens, who can register as Social Auditor or Social Audit Facilitator. Social Audit and Meeting Management application can be used by varied users depending on the nature of the role they are being provided in the application. Access of Forms will be available to the users as per the role been provided in the application for the concerned user levels which include Village Panchayat, Block Panchayat, District Panchayat, State PR Departments, Ministry of Panchayati Raj, and User registered as Social Auditor or Social Audit Facilitator.

 

User is required to enter the Username and Password to access the functions of SA-MM, based on defined role. In case user has any problem at the time of login, go to “SA-MM Help” option.

Home Page contains the following fields as indicated below

Username – This field specifies the username.

Password – This field specifies the password.

Forgot Password - Allows user to reset password in case user hasforgotten same.

Citizen Section - Apart from login facility, Home Page also contains some useful information links related to SAMM such as Social Auditor Registration, Social Audit Facilitator Registration.

How to Login

To Login, follow the steps mentioned below:

  1. User will see the Login link on the Home Page as soon as  connects to the site.
  2. Click on this link to open the Login page, which contains Username and Password fields.
  3. Click inside the Username text box and type your Username.
  4. Click inside the Password text box and type your password.
  5. User is required to enter security code / captcha  AS is displayed on the system. Click on “Submit” button to submit login details.
  6. User will be able to Log In successfully, in case the login details are being correctly entered by yourself. In case of an error, an appropriate message is prompted to you providing reasons for unsuccessful login attempt (refer list of messages mentioned below).

What happens when user Logs in

As user successfully logs in into the application, List of forms being made is accessible  in accordance with role of user.

Messages to occur while Login

You may be prompted with one of the following messages:

S. No.

Message

Reason

Expected Action from User

1.

Please enter User Name

This message indicates that user has not entered Username and clicked on the Login button.

Enter the Username and then click on the Login button.

2.

Please enter Password

This indicates that user has not entered Password and clicked on the Login button

Enter the Password and then click on the Login button.

3.

Invalid user name or password

This indicates that user has entered either wrong Username or Password and clicked on the Login button

Enter the correct Username and Password and then click on the Login button.

4.

Enter the letter as they are shown in the image

This indicates that user has not entered security code or entered an incorrect code and pressed the “Login” button.

Click on “Ok” button and enter the correct security code in the text box.

5.

Your account is temporarily blocked. Please try after some time

This indicates that user has exceeded the total number of login attempts.

Click on “Ok” button and wait for two hours before re-trying or contact the System Administrator.

 

 

 

 


5.0  Specific Operating Instructions

5.1  Meeting Management
5.1.1  Prepare Meeting Notice

This form allows user to Prepare Meeting Notice. In this functionality user (DP/BP/GP administrator) can define agenda details which are discussed in the meeting.


Form Field Details

S.No.Field NameExplanation
1DepartmentField Description-Enter Department of the Chairperson in the given text box field.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Optional
2Meeting Type :Field Description-This field refers to select Meeting type under which meeting will be processed. In this field user has three options as General Body, Standing Committee and Gram Sabha.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
3Meeting focus areaField Description-This field allows user to select meeting focus area based on meeting type selected earlier.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
4Meeting DescriptionField Description-Enter brief description of the meeting in given textbox field.

Validation -Can enter both alphabets and numbers.

Mandatory / Optional/Read Only/N.A. -Mandatory
5Meeting Date&TimeField Description-Select Meeting Date and Time from given calendar.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
6Meeting VenueField Description-Select meeting venue from given drop down list.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
7meeting.othersField Description-Select Meeting Venue as Other if meeting venue is not listed in the drop down provided.

Validation -Can enter both alphabets and numbers.

Mandatory / Optional/Read Only/N.A. -Optional
8NameField Description-Enter name of the Chairperson in the given text box field.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
9DesigantionField Description-Enter Designation of the Chairperson in the given text box field.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
10Std CodeField Description-Enter STD code of the chairperson.

Validation -Enter numeric value only.

Mandatory / Optional/Read Only/N.A. -Optional
11Landline No.Field Description-Enter Land line number of the chairperson..

Validation -Enter numeric value only.

Mandatory / Optional/Read Only/N.A. -Optional
12Mobile No.Field Description-Enter mobile number of the chairperson.

Validation -Enter numeric value only.

Mandatory / Optional/Read Only/N.A. -Optional
13Email IDField Description-Enter Email ID of the chairperson.

Validation -Can enter alphanumeric value.

Mandatory / Optional/Read Only/N.A. -Optional

Button Details

Save :This button is used to store changes in the Add Basic Details for Meeting Notice form.

Clear :Clear button is used to remove values previously entered in the given fields.

Close :This button allows user to abort the operation and will take user back to the main screen.

Pre Condition

User must have privilege of DP/BP/GP administrator to Prepare Meeting Notice.

 


Flow Of Form
  1. Click on Prepare Meeting Notice available under Meeting Management in the left menu.
  2. Select Meeting type as General Body, Standing Committee and Gram Sabha with the help of radio button.
  3. Select Meeting Focus Area from dropdown list.

(Note: In Meeting focus area field, dropdown list will get populated primarily based on selection of meeting type.)

  1. Enter Brief description of the agenda for which meeting will be held in the text box field.
  2. Select Meeting Date & Time from the given calendar control.
  3. Select Meeting Venue from the given drop down list.
  4. Enter Chairperson Name in the given text field.
  5. Enter Designation in the given text field.
  6. Enter Department in the given text field.
  7. Enter STD Code and Landline number of the chairperson.
  8. Enter Chairperson Mobile Number in the textbox field.
  9. Enter Chairperson Email ID in the textbox field.
  10. Click “Save” button to store the entered data in database records.
  11. Click “Clear” button to remove old values from given fields.
  12. Click “Close” button to return on main page of the application.

Post Condition

Once user clicks on the “Save” button, user is able to prepare meeting notice.

If user clicks on the “Clear” button, user is able to remove values in the given fields.

If user clicks on the “Close” button, user can close the “Prepare Meeting Notice” form.


Error Message Details

S.No.MessageReasonExpected Action
1Please Click on radio buttonMeeting type is not selected and user clicked on SAVE button. Select Meeting Type with the help of radio button before user clicks on SAVE button.
2Please select Purpose of meetingMeeting focus area is not selected and user clicked on SAVE button. Select Meeting focus area from drop down list before user clicks on SAVE button.
3Please select Meeting VanueMeeting Venue is not selected and user clicked on SAVE button. Select Meeting Venue before user clicks on SAVE button.
4Please select Meeting TypeMeeting type is not selected and user clicked on SAVE button. Select Meeting Type with the help of radio button before user clicks on SAVE button.

5.1.3  Manage-Meeting Notice

This form allows you (DP/BP/GP administrator) to Manage Meeting Notice details. In this functionality you can Modify, View and Delete meeting notice details.


Form Field Details

S.No.Field NameExplanation
1Meeting Type :Field Description-This field refers to select Meeting type under which meeting will be processed. In this field you have three options as General Body, Standing Committee and Gram Sabha.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
2Meeting Focus AreaField Description-This field refers to select Meeting focus area from drop down list.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -
3S.No.Field Description-The field refers to the serial number of the meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
4Meeting DescriptionField Description-The field refers to the Brief Description of the Particular meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
5Meeting Date & TimeField Description-The field refers to the Date & Time of the meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
6ViewField Description-Click on View button to View the details of the particular meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Optional
7UpdateField Description-Click on Update button to Update the Details of the particular meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Optional
8DeleteField Description-Click on delete button to delete the particular meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Optional

Button Details

Get Data :This button is used to fetch data based on values entered in the above fields.

Close :This button allows you to abort the operation and return main screen of the application.

Pre Condition

You must possess DP/BP/GP administrator level privileges to manage meeting notice details.

 


Flow Of Form
  1. Click on Meeting Management à Manage Meeting Notice available in the left menu.
  2. Select Meeting type as General Body, Standing Committee and Gram Sabha with the help of radio button.
  3. Select Meeting Focus Area from dropdown list.

(Note: In Meeting focus area field, dropdown list will get populated primarily based on selection of meeting type.)

  1. Click on “Get Data” button to fetch data based on values entered in the above fields.
  2. Click on “Close” button to return on main page of the application.

Post Condition

As you click “Get Data” button, you are able to fetch required data from database records.

As you click “Close” button, you are able to return on the main screen of the application.


Error Message Details

S.No.MessageReasonExpected Action
1Please Click on radio buttonMeeting type is not selected and you clicked on SAVE button. Select Meeting Type with the help of radio button before you click on SAVE button.
2Please select Purpose of meetingmeeting focus area is not selected and you clicked on SAVE button. Select meeting focus area from dropdown list before you click SAVE button.

5.1.3  Manage-Meeting Notice

This form allows you (DP/BP/GP administrator) to Manage Meeting Notice details. In this functionality you can Modify, View and Delete meeting notice details.


Form Field Details

S.No.Field NameExplanation
1Meeting Type :Field Description-This field refers to select Meeting type under which meeting will be processed. In this field you have three options as General Body, Standing Committee and Gram Sabha.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
2Meeting Focus AreaField Description-This field refers to select Meeting focus area from drop down list.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -
3S.No.Field Description-The field refers to the serial number of the meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
4Meeting DescriptionField Description-The field refers to the Brief Description of the Particular meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
5Meeting Date & TimeField Description-The field refers to the Date & Time of the meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
6ViewField Description-Click on View button to View the details of the particular meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Optional
7UpdateField Description-Click on Update button to Update the Details of the particular meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Optional
8DeleteField Description-Click on delete button to delete the particular meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Optional

Button Details

Get Data :This button is used to fetch data based on values entered in the above fields.

Close :This button allows you to abort the operation and return main screen of the application.

Pre Condition

You must possess DP/BP/GP administrator level privileges to manage meeting notice details.

 


Flow Of Form
  1. Click on Meeting Management à Manage Meeting Notice available in the left menu.
  2. Select Meeting type as General Body, Standing Committee and Gram Sabha with the help of radio button.
  3. Select Meeting Focus Area from dropdown list.

(Note: In Meeting focus area field, dropdown list will get populated primarily based on selection of meeting type.)

  1. Click on “Get Data” button to fetch data based on values entered in the above fields.
  2. Click on “Close” button to return on main page of the application.

Post Condition

As you click “Get Data” button, you are able to fetch required data from database records.

As you click “Close” button, you are able to return on the main screen of the application.


Error Message Details

S.No.MessageReasonExpected Action
1Please Click on radio buttonMeeting type is not selected and you clicked on SAVE button. Select Meeting Type with the help of radio button before you click on SAVE button.
2Please select Purpose of meetingmeeting focus area is not selected and you clicked on SAVE button. Select meeting focus area from dropdown list before you click SAVE button.

5.1.3.1  Delete Meeting Notice

This form allows you (DP/BP/GP administrator) to Delete Meeting Notice details. In this functionality you can delete meeting notice basic information.


Form Field Details

S.No.Field NameExplanation

Button Details

Pre Condition

You must possess Central, State, DP/BP/GP administrator level privileges to delete meeting notice basic information.

 


Flow Of Form
  1. Click on Meeting Management à Manage Meeting Notice available in the left menu.
  2. Click on “ ” delete icon to remove selected meeting notice details from table.
  3. Click on “Close” button to return on the previous screen of the application.

Post Condition

You are able to delete meeting notice details.


Error Message Details

S.No.MessageReasonExpected Action

5.1.3.2  Update Meeting Notice

This form allows you (DP/BP/GP administrator) to Update Meeting Notice details. In this functionality you can modify meeting notice basic information.


Form Field Details

S.No.Field NameExplanation
1Meeting Type :Field Description-This field refers to select Meeting type under which meeting will be processed. In this field you have three options as General Body, Standing Committee and Gram Sabha.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
2Meeting Focus AreaField Description-This field allows you to select purpose of the meeting based on meeting type selected earlier.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -
3Meeting DescriptionField Description-Enter brief description of the meeting in given textbox field.

Validation -Can enter both alphabets and numbers.

Mandatory / Optional/Read Only/N.A. -Mandatory
4Meeting Date&TimeField Description-Select Meeting Date and Time from given calendar.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
5Meeting VenueField Description-Select meeting venue from given drop down list.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
6meeting.othersField Description-Select Other if meeting venue is not provided in drop down list

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Optional
7NameField Description-Enter name of the Chairperson in the given text box field.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
8DesigantionField Description-Enter Designation of the Chairperson in the given text box field.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
9DepartmentField Description-Enter Department of the Chairperson in the given text box field.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Optional
10Std CodeField Description-Enter STD code.

Validation -Enter numeric value only.

Mandatory / Optional/Read Only/N.A. -Optional
11Landline No.Field Description-Enter Landline Number.

Validation -Enter numeric value only.

Mandatory / Optional/Read Only/N.A. -Optional
12Mobile No.Field Description-Enter mobile number of the chairperson.

Validation -Enter numeric value only.

Mandatory / Optional/Read Only/N.A. -Optional
13Email IDField Description-Enter Email ID of the chairperson.

Validation -Can enter alphanumeric value.

Mandatory / Optional/Read Only/N.A. -Optional

Button Details

Update :Click on update button to modify the details of the meeting.

Close :Click on Close button to return to the Previous Page.

Pre Condition

You must possess Central, State, DP/BP/GP administrator level privileges to update meeting notice basic information.

 


Flow Of Form
  1. Click on Meeting Management à Manage Meeting Notice available in the left menu.
  2. Click on “ ” Update icon to modify meeting notice details.
  3. Enter Brief description of the agenda for which meeting will be held in the text box field.
  4. Select Meeting Date & Time from the given calendar control.
  5. Select Meeting Venue from the given drop down list.
  6. Enter Chairperson Name in the given text field.
  7. Enter Designation in the given text field.
  8. Enter Deparment in the given text field.
  9. Enter STD Code and Landline number of the chairperson.
  10. Enter Chairperson Mobile Number in the textbox field.
  11. Enter Chairperson Email ID in the textbox field.
  12. Click “Save” button to store the entered data in database records.
  13. Click “Clear” button to remove old values from given fields.
  14. Click “Close” button to return on main page of the application.

Post Condition

You are able to modify meeting notice basic information


Error Message Details

S.No.MessageReasonExpected Action
1Please Click on radio buttonMeeting type is not selected and you clicked on SAVE button. Select Meeting Type with the help of radio button before you click on SAVE button.
2Please select Purpose of meetingMeeting focus area is not selected and you clicked on SAVE button. Select Meeting focus area from drop down list before you click SAVE button.
3Please select Meeting VanueMeeting Venue is not selected and you clicked on SAVE button. Select Meeting Venue before you click on SAVE button.
4Please select Meeting TypeMeeting type is not selected and you clicked on SAVE button. Select Meeting Type with the help of radio button before you click on SAVE button.

5.1.3.3  View Meeting Notice

This form allows you (Central, State, DP/BP/GP administrator) to View Meeting Notice details. In this functionality you can select any of the option from the list to View meeting notice details.


Form Field Details

S.No.Field NameExplanation
1Meeting DescriptionField Description-This field refers to the brief description of the meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
2Meeting Date & TimeField Description-This field refers to the Date & Time of the meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
3Meeting VenueField Description-This field refers to the Meeting Venue of the meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
4Chairperson NameField Description-This field refers to the Chairperson name of the meeting.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
5ChairPerson DesignationField Description-This field refers to the Chairperson Designation.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
6DepartmentField Description-This field refers to the Chairperson Department.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
7ChairPerson Mob.No.Field Description-This field refers to the Chairperson Mobile Number.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
8ChairPerson E_MailField Description-This field refers to the Chairperson E-Mail Id.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only

Button Details

Close :Click on Close button to return to the Previous Page.

Pre Condition

You must possess Central, State, DP/BP/GP administrator level privileges to View meeting notice basic information.

 

 


Flow Of Form
  1. Click on Meeting Management à Manage Meeting Notice available in the left menu.
  2. Click on “ ” view icon to display selected meeting notice details.
  3. Click on “Close” button to return on the previous screen of the application.

Post Condition

You are able to view meeting notice details.


Error Message Details

S.No.MessageReasonExpected Action

5.1.4  Prepare Meeting Agenda(s)

This form allows user to Prepare Meeting Agenda (s). In this functionality user (State Administrator) is allowed to add one or more meeting notice agenda.


Form Field Details

S.No.Field NameExplanation
1Meeting TypeField Description-This Field Refer to the Meeting type for which meeting is scheduled.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Read Only
2Meeting Focus AreaField Description-This field allows user to select meeting focus area.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
3Meeting DescriptionField Description-Select brief description of the meeting from drop down list.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
4Select AgendaField Description-Select Agenda from given drop down list.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
5Description Of Local AgendaField Description-Select description of local agenda.

Validation -N/A

Mandatory / Optional/Read Only/N.A. -Mandatory
6AttachmentsField Description-User is able to attach files if so required.

Vali