e-awedan (electronic Application for Women Empowerment and Development Action by NGOs) User Manual for Back Office Users (State Boards and Central Board) Central Social Welfare Board (CSWB) 1
Table of Contents Table of Contents... 02 Introduction... 03 How to use this User Manual... 04 Chapter 1 Welcome to e-awedan... 05 Chapter 2 Register and Login... 07 Chapter 3 Viewing Forms, Reports and Other Common Tasks... 09 Chapter 4 Instructions for Family Counselling Centre Forms... 19 Chapter 5 Instructions for Condensed Course Forms... 43 Chapter 6 Instructions for Awareness Generation Programme Forms... 67 Chapter 7 Instructions for Working Women s Hostel Forms... 91 Chapter 8 Instructions for Rajiv Gandhi National Creche Scheme Forms... 113 Chapter 9 Instructions for Innovative Scheme Forms... 135 Chapter 10 Instructions for Short Stay Home Forms... 155 Frequently Asked Questions... 161 Glossary of Terms... 162 2
INTRODUCTION The Central Social Welfare Board is implementing various developmental programmes benefiting women and children through a network of 33 State Social Welfare Boards all over the country. The programmes are being monitored by the respective State Boards and are implemented through voluntary organizations. The Central Social Welfare Board is receiving funds for the schemes from Ministry of Women & Child Development, Govt. of India. For implementation of the programmes and for utilization of funds, a huge amount of data is being transferred on regular basis between the funding and the implementing agencies. The Central Social Welfare Board is going through a transformation in delivering quality services to the beneficiaries at their door steps. Use of information communication technology methods will help in effective implementation, improved monitoring and optimum utilization of funds in more transparent manner. Therefore, e-awedan (electronic Application for Women Empowerment and Development Action by NGOs) Web-based online application system has been developed with the technical support from National Informatics Centre, Govt. of India (NIC) through which the voluntary organizations will be able to register themselves, apply online and upload essential documents for consideration of sanction of grants under various grantsin-aid programmes of Central Social Welfare Board. The organizations will also be able to access to their status of their proposals from anywhere and at anytime. In order to comprehend the entire e-awedan system, the following volumes have been developed:- 1. User Manual for Voluntary Organisations 2. User Manual for Back Office users (State Board and Central Board) 3. User Manual for System Administrator 4. NGO Registration and Applications Process This User Manual for Back Office Users (State Board and Central Board) explains how to process the online applications received in the State Boards and after incorporating necessary requirement forward online to the Central Board for sanction/release of the cases. 3
How to Use this User Manual e-awedan is an internet based service that enables registered voluntary organizations and non - governmental organizations to submit applications for various schemes of the Central Social Welfare Board. Also, after these applications are received, the e-awedan system enables back office users at different levels to process and track the status of the application, making their job quite easy and hassle free. There are seven types of back office user roles available. Each role enables the user to perform specific tasks assigned to that role as well as some common tasks. These roles are 1. Secretary State Board 2. Dealing Assistant State Board 3. Field Officer State Board 4. Assistant Central Board 5. Assistant Director Central Board 6. Deputy Director Central Board 7. Joint Director Central Board. Depending on the role assigned to you, the e-awedan Account enables you to 1. View accepted, rejected, deferred and new forms. 2. Assign forms to back office users at other levels for filing documents like checklists, Pre Funding Appraisal Reports and Inspection Reports. 3. Fill and submit documents assigned to you such as checklists, Pre Funding Appraisal Reports and Inspection Reports. 4. View status of application forms, documents filed and various reports. 5. Accept, reject or defer application forms. 6. Issue sanction letters and release funds for a grant. This user guide has been designed keeping in mind the requirements of back office users at various levels at the Central Board as well as State Boards. It provides basic information on registering with e-awedan, logging in, performing role specific tasks and viewing the approval status of application forms. This user manual is arranged scheme wise, with the tasks for each role listed beneath each scheme. It also provides step by step instructions on completing each task, for each role of a particular scheme. The Frequently Asked Questions section answers some of the common queries you may face and the Glossary of Terms explains the meaning of some commonly occurring terminology and acronyms. 4
Chapter 1 - Welcome to e-awedan What is e-awedan? e-awedan is an online system that enables voluntary organizations to submit grant applications for various schemes of the Central Social Welfare Board. It currently exists in parallel with the current paper-based grant application system of the Central Social Welfare Board of India. It also enables back office users of different hierarchy levels at the State and Central Boards to process forms, approve grants and track the status of the grant applications received online, making their job much easier than it was before. What are the system requirements for using e-awedan? e-awedan currently supports Internet Explorer 5 and Mozilla Firefox 3 web browsers along with their later versions. Please make sure that you have cookies and JavaScript enabled in your browser. Adobe Acrobat Reader is needed to view PDF files. Click here to download Adobe Acrobat Reader. This website is best viewed in 1024x768 screen resolution. How do I navigate through the website? There is a Navigation Panel on the left side of every e-awedan page. This is the Navigation Panel of a Secretary, State Board. The Navigation Panel for each role is different, giving the back office user certain privileges that enable him/ her to perform specific tasks associated with that role. For example, field officers are allowed to file Pre Funding Appraisal Reports, secretaries can accept/ reject forms at the State Board level and deputy directors of the Central Board may issue sanction letters for centralized schemes. 5
To view forms or access any of the tasks assigned to a back office user, they must click on the relevant link in the Navigation Panel. On the top right side of the screen, there is a Search Box. This search box is only displayed when you click on a link in the Navigation Panel that lists forms of a particular status, such as, accepted forms, rejected forms, new forms and so on. This search box enables you to search for specific forms in that list based on parameters such as NGO name, NGO ID number, State/ UT, form status, form type, acknowledgement number and application date. These parameters are different for different back office user roles, with some users being allowed to search by State while others may search by form status only. What are the different roles for back office users? Currently, the e-awedan system specifies seven roles for back office users. The back office users of a particular role will view a Navigation Panel and Search Box specific to the tasks they need to perform. This interface varies depending on the registered role/ designation of the user. The seven back office user roles are - 1. Secretary State Board 2. Dealing Assistant State Board 3. Field Officer State Board 4. Assistant Central Board 5. Assistant Director Central Board 6. Deputy Director Central Board 7. Joint Director Central Board. 6
Chapter 2 Register and Login Registering as a back office user at e-awedan Registration is needed to enable you to access the interface for processing grant applications, according to your role. It allows the website administrator to validate and verify that only authorized users can access the site. Only a user with a valid User ID and password will be able to login, view the status of application forms, process forms and check the approval status of grant applications. Registration will be done by a systems administrator. Please get the required approval and provide the necessary details to be registered as a back office user with the e-awedan system. Signing into e-awedan 1. Visit the e-awedan homepage. 2. Enter your e-awedan User ID and password in the given boxes and click the Login button. 3. The default page displayed on signing in differs according to the role assigned to you. 4. After you finish, it is necessary to sign out completely. To sign out completely, click the Logout link at the top left corner of the page. This step is particularly important if you are using a public or shared computer to prevent someone else from accessing your account. Change password 1. If you want to change your password, login to your e-awedan account and click on the Change Password link on the top left corner of your screen. 2. A page will appear enabling you to change your password. 7
3. Enter your old password in the given box. Type in your new password in the second box and retype it in the third box to confirm it. 4. Enter the word verification characters to proceed further. 5. Click on the Update Password button to save your new password. Clicking on the Reset button will clear the fields and enable you to reenter them. 6. The new password you selected will now be saved by our system. You can now login with this new password. 8
Chapter 3 Viewing Forms, Reports and Other Common Tasks The e-awedan system enables back office users to view lists of forms at different stages of approval as well as various types of reports. The forms and reports that users may view depend on their role and the privileges given to them. Here is a list of the forms/ reports that may be viewed and some other common tasks that can be performed by certain back office users. 1. Viewing accepted forms 2. Viewing rejected forms 3. Viewing new forms 4. Viewing sent back forms. 5. Viewing reports 6. Marking an application as a VIP case 7. Entering details of sanctioned applications. 8. Viewing and changing account information (My Account) 1. Viewing Accepted Forms All back office users, except dealing assistants and field officers of the State Board have the privilege to view accepted forms. To view forms that have been accepted by officials at the State or Central Boards click on the View Accepted Forms link in the Navigation Panel. A list of forms accepted by officials will appear. This list includes forms of all schemes, except the short stay home scheme, for which there is another process. The forms in this list are arranged according to the date of application, with the newest form listed first. 1. To view a form, click on its acknowledgement number. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of accepted forms, click the Back button. In the Action column, you will see two links along side each form - View Reports and Track History. The View Reports link enables you to view all reports submitted by officials processing a form. These reports include the State Board Checklist, Pre Funding Appraisal Report, State Board Recommendation, Central Board Checklist, Sanction Letter and Inspection Report. 9
Reports that are completed will be marked with a C while those that are pending will be marked with a P The Track History link enables you to view the names of officials that have processed a form, the approval status of the form and the date and time the form was processed. To go back to the list of forms, click on the Back button. 10
2. Viewing Rejected Forms All back office users, except field officers of the State Board have the privilege to view rejected application forms. To view forms that have been rejected by officials at the State or Central Board click on the View Rejected Forms link in the Navigation Panel. A list of forms rejected by officials at different levels will appear. This list includes forms of all schemes, except the short stay home scheme, for which there is another process. The forms in this list are arranged according to the date of application, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name, name of the user who rejected the form and the reason for rejection. 1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of rejected forms, click the Back button. In the Action column, you will see a Track History link. This link enables you to view the names of officials that have processed a form, the approval status of the form and the date and time the form was processed. To go back to the list of rejected forms, click on the Back button. 3. Viewing New Forms All back office users, except dealing assistants and field officers of the State Board have the privilege to view new forms. To view forms recently been submitted by an institution, click on the View New Forms link in the Navigation Panel. A list of forms recently submitted by an NGO/ VO that are awaiting processing will appear. 11
The forms in this list are arranged according to the date of application, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name and form status. 1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of new forms, click the Back button. 4. Viewing Sent Back Forms All back office users have the privilege to view sent back forms. Sent back forms are those forms that have been sent back by a back office user of higher rank to the person immediately under him. All forms that have been sent back by a user can be viewed in the list of sent back forms. To view forms that have been sent back by officials at the State or Central Boards click on the View Sent Back Forms link in the Navigation Panel. A list of forms sent back to you by your immediate superior will appear. The forms in this list are arranged according to the date of application, with the newest form listed first. 1. To view a form, click on its acknowledgement number. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of accepted forms, click the Back button. In the Action column, you will see three links along side each form - View Reports, Track History and a link enabling you to make changes to the document you sent to the higher ranking officer. The View Reports link enables you to view all reports submitted by officials processing a form. These reports include the State Board Checklist, Pre Funding Appraisal Report, State Board Recommendation, Central Board Checklist, Sanction Letter and Inspection Report. 12
The Track History link enables you to view the names of officials that have processed a form, the approval status of the form and the date and time the form was processed. The other link differs according to the document to be submitted by the concerned user. Dealing Assistants Enter Checklist Secretary Recommend Assistant Enter Checklist Assistant Director Approve Checklist Click on this link to view and make changes to the concerned document. The comments entered by the higher ranking officer, while sending the form back to you, will be displayed below the document. After making the required changes, click on the Submit button to send the form back to the higher ranking officer. Clicking on the Back button will take you back to the list of sent back forms. 5. Marking an application as a VIP Case Some back office user roles have the privilege to mark certain grant application forms as a VIP case. These are the secretary of the State Board, deputy director of the Central Board and the joint director of the Central Board. These officials may choose to mark certain applications as VIP case, to ensure speedy approval of a grant. A form can be marked as a VIP case only if it is approved by the State Board. 1. Click on the View Accepted Forms link in the Navigation Panel. 2. Alongside the form you wish to indicate as a VIP case, click on the Mark as VIP case link in the Action column. 3. A confirmation page will appear on the screen listing the application you selected to be marked as VIP case and asking you if you want to proceed further. 13
4. Type in your comments regarding the application form in the Comments box. 5. When you are done, click on the Yes button. If you click on the No button you will be taken back to the list of accepted forms. 6. If you miss entering the comments, the form will reappear with instructions marked in red. Kindly enter the comments and resubmit. 7. The list of accepted forms will reappear with the form you marked as VIP case highlighted in green. This will be visible to all e-awedan users. An application form once marked as a VIP case cannot be changed later. 6. Entering Details of Sanctioned Applications After funds are released for a particular grant application, details of the fund release may be entered. This task is done by the deputy director of the Central Board for all applications that fall under the centralized category. The secretary of the State Board has the privilege to enter fund release details for schemes falling under the decentralized category, such as, certain applications for the Awareness Generation Programme and the Rajiv Gandhi Crèche Scheme. To enter details of funds released for a particular grant click on the Sanctioned Applications link in the Navigation Panel. A list of forms for which funds have been sanctioned will appear. The forms in this list are arranged according to the date of sanction of funds, with the newest form listed first. 14
To add details of funds released, click the Funds Release Detail link in the Action column. 1. A form enabling you to enter details of funds released will appear on your screen. 2. Details of the NGO and information about the grant sanctioned like date, sanctioned amount and order number will appear pre-filled. 3. Enter details of the instalments released in the boxes provided. To add more boxes for additional instalments, click on the Add More link. 4. Click the Yes or No options button to indicate if there is any ex-post facto sanctioned amount or liabilities for the past three years. 5. If you selected No, the section of the form for entering past liabilities will close. If you selected Yes, please enter details of past liabilities in the boxes provided. 6. To add more boxes for entering ex-post facto sanction details for another year, click on the yellow Add Ex-Post Facto Sanction button. To remove such an added box, click on the Remove Ex-Post Facto Sanction link. 7. The respective totals will be automatically displayed in the Total Funds Released boxes. 8. To save your changes, click on the Update button. Clicking on the Back button will take you back to the list of sanctioned applications. 9. If you missed entering any mandatory fields, the form will reappear with instructions marked in red. Kindly enter the required details and resubmit. 10. A confirmation screen will appear, listing the fund release details that you entered. Click on the Yes button to confirm the details. 11. Clicking on the No button will take you back to the fund release details page where you can make changes to the details you entered earlier. 12. When you re-submit the details of funds released, you will be taken back to the list of sanctioned applications and a message will display on the screen, informing you that the details were saved successfully. 15
7. Viewing Reports The users that have the privilege to view reports are the 1. Secretary of the State Board 2. Assistant director of the Central Board 3. Deputy director of the Central Board 4. Joint director of the Central Board 5. Systems administrator To view reports click on the Reports link in the Navigation Panel. You will be taken to a screen that lists four reports that can be generated through the e- AWEDAN system 1. State Monitoring Report (A) 2. State Monitoring Report (B) 3. List of districts with number of proposals received from NGOs. 4. Role wise marking of applications. Click on the name of the report to view the corresponding report. 1. An online search form will appear enabling you to search and list forms based on different parameters according to the type of report you selected. (a) State Monitoring Report (A) enables you to search and list the number of proposals received according to programme name, application status, financial year, centralization/ decentralization and aid status of the NGO. (b) State Monitoring Report (B) allows you to search and list the number of sanctioned proposals according to programme name, financial year, centralization/ decentralization and aid status of the NGO. 16
(c) You can search for a list of districts with the number of proposals received from NGOs according to programme name and financial year. (d) You can search for a list of applications according to the role of officer marking them, according to the financial year only. 2. Select the relevant search options and click the Generate Report button to generate a report. Clicking on the Cancel button will take you back to the screen listing the four types of reports. 3. If you have missed selecting a mandatory search option, the form will reappear with instructions marked in red. Kindly select the relevant search option and click the Generate Report button again. 17
4. The system will generate a PDF file containing the report. After the file is generated, a dialog box will appear asking you if you want to open the PDF file directly or save it on your computer. 5. Select your choice and click OK. You will now be able to view the PDF file. 8. Viewing and changing account information (My Account) All back office users have the privilege to view and edit their account information by clicking the My Account link on the top left of the page to view and change their password, account information and other details. 18
Chapter 4 - Instructions for Family Counselling Centre Forms The approval process for the Family Counselling Centre Scheme is conducted by different officials at various levels. The e-awedan system enables officials at the State and Central Board to perform the following functions S.No Role 1. Secretary, State Board 2. Dealing Assistants, State Board. 3. Field Officers, State Board. 4. Assistant, Central Board. 5. Assistant Director, Central Board. 6. Deputy Director, Central Board 7. Joint Director, Central Social Functions 1. Assigning new forms to the dealing assistant 2. Confirming/rejecting the dealing assistant s recommendation 3. Sending a form back to dealing assistant. 4. Assigning a form to a field officer 5. Reassigning a form to a different field officer 6. Viewing a Pre Funding Appraisal Report 7. Recommending the proposal to the Central Board 8. Generating form status list 9. Assigning field officers for Inspection Report 10. Reassigning a field officer for Inspection Report 11. Viewing the Inspection Report 1. Viewing assigned forms 2. Entering the checklist 3. Recommending the form 1. Viewing assigned forms 2. Viewing reports entered by other officials. 3. Filing the Pre Funding Appraisal Report 4. Filing the Inspection Report 1. Entering the checklist 1. Reviewing the checklist 1. Giving final approval 2. Issuing sanction letter 1. Releasing funds 19
Secretary - State Social Welfare Board 1. Assigning New Forms to the Dealing Assistant This task can be accessed by clicking the View New Forms link on the Navigation Panel. A list of new forms will appear. 1. To assign all the new forms to a certain dealing assistant, select the name of the dealing assistant from the drop down box. 2. The checkboxes of all new forms will be automatically checked. Clicking the Reset button, will clear the checkboxes and enable you to re-check them. Click on the Submit button to send these forms to the selected dealing assistant. 3. If you want to send certain forms to different dealing assistants, click the check box to the left of the concerned form. Next, select the name of the dealing assistant from the corresponding drop down list. 20
4. Repeat this for each form. After you are done, click the Submit button. 5. A confirmation screen will appear informing you that the forms were successfully assigned to the dealing assistants. 2. Confirming/ Rejecting Dealing Assistant s Recommendation After the dealing assistant processes the application form, you will be able to view their recommendation and confirm/ reject it. To start the process, click on the Forms processed by DA link on the Navigation Panel. A list of applications checked by the dealing assistant will appear. These forms are arranged according to the date of application, with the newest form listed first. The recommendation of the dealing assistant will be displayed beside each form with the approval status and the explanation for rejection/ deferment, if any. Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of forms waiting for your approval/ rejection, click the Back button. 1. Make changes, if any, to the recommendation of the dealing assistant by changing the options in the corresponding drop down lists and boxes. 2. To recommend all forms at one time, first select the Select All checkbox. The checkboxes for all forms will be automatically selected. 21
3. Next, select the action to be performed from the Action drop down list located to the left of the Submit button. You have three options Accept, Defer and Reject. 4. If you selected Reject or Defer, then choose the reason for rejection from the Rejection/Deferred drop down list. If the specific reason is not listed, select Other and enter the explanation for rejecting all the forms in the given text box. 5. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms. 6. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately. 7. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment. 8. Next, select the action to be performed from the Action drop down list. You have three options Accept, Defer and Reject. 9. If you have accepted a form, click on the Submit button to complete the process. 22
10. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box. 11. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the Reset button, will clear the fields and enable you to re-enter them. 12. A confirmation screen will appear, asking you if you want to proceed. If you wish to make any changes choose the No button and you will return to the page of forms processed by the dealing assistant. If you have no changes click on the Yes button. You will see a message on the screen informing you that your submission was successful. Once you approve an application, your choice is saved. Later, you will have to send it to a field officer for a Pre Funding Appraisal Report. If you defer an application, it remains pending. Rejection of a form stops the approval process from proceeding further. Forms once accepted, rejected or deferred, cannot be changed later. 3. Sending a Form Back to the Dealing Assistant If you are not satisfied with the checklist entered by the dealing assistant, you may send the checklist back for corrections. This step can only be done once you Accept a form processed by a dealing assistant. 1. Click on the View Accepted Forms link in the Navigation Panel to view the forms processed by dealing assistants that you had earlier approved. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that can be sent back for re-processing will display Accepted for Processing in the Status column and No FOs Assigned in the Assigned To column. It will also have a Send Back link in the Action column. 4. Click on the Send Back link to begin the process. 5. A Send Back Comments form will appear with details about the NGO prefilled. 23
6. Enter your comments about the form in the box provided. 7. Click on the Submit button to send the form back to the dealing assistant. Clicking on the Back button will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully sent back. The list of accepted forms will re-appear. 4. Sending a Form Back to the Field Officer If you are not satisfied with the PFAR submitted by the field officer, you may send the PFAR back for corrections. 1. Click on the View Accepted Forms link in the Navigation Panel to view the forms processed by field officer. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that can be sent back for re-processing will display PFAR Completed in the Status column and the name of the FO who submitted the PFAR in the Assigned To column. It will also have a Send Back link in the Action column. 24
4. Click on the Send Back link to begin the process. 5. A Send Back Comments form will appear with details about the NGO prefilled. 6. Enter your comments about the form in the box provided. 7. Click on the Submit button to send the form back to the dealing assistant. Clicking on the Back button will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully sent back. The list of accepted forms will re-appear. 5. Assigning Form to Field Officer After confirming the recommendation of the dealing assistant, the secretary of the State Board has to assign the accepted grant application form to field officers for filing the Pre Funding Appraisal Report (PFAR). Field officers may include welfare officers, project officers, assistant project officers or the secretary. 1. To begin the process, click on the View Accepted Forms link in the Navigation Panel. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that need to be sent to the field officer for a PFAR, will display Accepted for Processing in the Status column and No FOs Assigned in the Assigned To column. 25
4. Click on the Assign FOs (PFAR) to assign application forms to the Field Officers. 5. A screen will appear displaying details of the application form and allowing you to select a field officer. 6. Click on the name of a field officer in the FO s Available box. 7. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to conduct the PFAR, if different locations have been specified by the NGO applicant in the grant application form. 8. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 9. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that your action was successful. The list of accepted forms will re-appear. 6. Reassigning a Field Officer 1. To reassign a field officer, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Find the application form for which you want to change the field officer, and click the Re-Assign FOs (PFAR) link in the Action column. 3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that your re-assignment was successful. The process is now complete. 26
7. Viewing the Pre Funding Appraisal Report Application forms that have been processed by the field officer will display the PFAR Completed status on the default View Accepted Forms page. To view the PFAR submitted by the Field Officer click on the View Reports link. A screen will appear displaying the types of reports filed for the concerned grant application. Click on the View PFAR link to view the Pre Funding Appraisal Report filed by the Field Officer. A screen will appear displaying the PFAR with the photos uploaded by the Field Officer. Click the Print button to print the report. The Back button will take you back to the screen displaying the list of filed reports for that grant application. 8. Recommending the proposal to the Central Board Application forms that have been processed by the field officer will display the PFAR Completed status on the default View Accepted Forms page. To recommend a grant application to the Central Social Welfare Board, click on the Recommend link in the Action column. A screen will appear displaying an online recommendation form. 27
Fill in the required details. All fields marked with a red asterisk (*) are mandatory. 1. Check the Accepted, Deferred or Rejected options button to mark your recommendation. Provide comments on your selection in the given box in not more than 500 words. 2. Click on the Submit button to send your recommendation to the Central Board. To discard your changes and go back to the list of accepted forms, click the Cancel button. 3. If you have missed entering information for any of the mandatory fields, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 4. Once you submit the recommendation, a page will appear informing you that your submission was successful. The default list of accepted forms will appear on your screen. 5. If you accepted the form, the form will display the Approved by State Board status on the View Accepted Forms page. If you rejected it, the form will appear on the View Rejected Forms page along with the reason and explanation for rejection. 9. Generating Form Status List The secretary of the State Board can generate a list of forms with status details, according to scheme name, for State Board Meetings. 28
1. Click on the Generate List for SB Meeting link in the Navigation Panel. 2. A screen will appear with a drop down list enabling you to select a form type. 3. Select a form name/ scheme from this drop down list. 4. A list of application forms for that scheme will appear. 5. This list displays details of the address of the institution, date of application, date of registration, approval status and other information. 10. Assigning Field Officers for Inspection Reports After the funds have been released by the joint director of the Central Social Welfare Board for centralized schemes, the secretary of the State Board has to assign the accepted application form to a field officer for filing an Inspection Report (IR). Field officers may include welfare officers, project officers, assistant project officers or the secretary, State Board. 1. To begin the process, click on the View Accepted Forms link in the Navigation Panel. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that need to be sent to a field officer for filing an IR, will display Fund Released in the Status column and an Assign FOs (IR) link in the Action column. 4. Click on the Assign FOs (IR) link to assign the form to a field officer for filing the Inspection Report. 5. A screen will appear displaying details of the application form and allowing you to select a field officer. 29
6. In the FO s Available box, click on the name of the field officer you wish to select. 7. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to file the Inspection Report, if different locations have been specified by the NGO applicant in the grant application form. 8. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 9. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully assigned to the concerned field officers. The list of accepted forms will re-appear. 11. Reassigning a Field Officer for Inspection Report 1. To reassign a field officer, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Use the search form to find the application form for which you want to change the field officer, and click the Re-Assign FOs (IR) link in the Action column. 30
3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully re-assigned to the concerned field officers. The process is now complete. 12. Viewing the Inspection Report Application forms for which the field officer has filed an Inspection Report will display the IR Completed status in the Status column on the View Accepted Forms page. To view the Inspection Report submitted by the field officer click on the View Reports link. A screen will appear displaying the types of reports filed for the concerned grant application. Click on the View IR link to view the Inspection Report filed by the Field Officer. 31
A screen will appear displaying the IR with the photos uploaded by the field officer. Click the Print button to print the report. The Back button will take you back to the screen displaying the list of filed reports for that grant application. Dealing Assistant State Board 1. Viewing Assigned Forms Dealing assistants may view the new forms assigned to them, by clicking the View Assigned Forms link on the Navigation Panel. A screen will appear with a list of forms assigned for checking by the secretary, State Board. This list will also display forms for which the dealing assistant has already entered the checklist and are being processed at higher levels. These forms are arranged according to the date they were assigned to a dealing assistant, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name, approval status and a link to enter the checklist. To view the next page of the list, click the given link. 32
1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 3. Repeat for all the forms you wish to view. 2. Entering the Checklist Dealing assistants can fill in the required checklist assigned by the secretary, State Board, by accessing the online checklist. 1. All forms newly assigned by the secretary for you to check, will have the words Assigned to DA written in the Status column. These forms will also have an Enter Checklist link in the Action column. Click on this link to access the checklist. 2. A screen will appear with the list of documents required to be enclosed by the NGO for the Family Counselling Centre Scheme. This includes documents such as copies of registration certificate, memorandum of association, statement of accounts and others. The documents to be submitted vary according to the requirements of the relevant State Board. 3. If you have received the concerned document, click the Received button, else click the Not Received button. 4. After checking and marking the status of all documents required to be enclosed, type any other points you wish to add in the given box. 33
5. If you click the Back button, you will be taken back to the list of assigned forms. Clicking the Reset button, will clear the fields and enable you to re-enter the information. 6. When you are done checking the documents, click on the Submit button to save the checklist. If you have missed checking any of the documents, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 7. Once you submit the checklist, a page will appear informing you that your submission was successful. You can print this page by clicking on the Print button. If you click on the Back button you will be taken back to the list of assigned forms. Warning: Forms once submitted cannot be modified or deleted. Kindly ensure the correctness of all details before clicking on the Submit button. 3. Recommending the Form After saving the checklist, the next step is to give your recommendations about the grant application to the secretary, State Board. Click on the Accept/Reject Forms link on the Navigation Panel, to begin this process. A screen will appear with a list of applications for which you have already entered the checklist. The forms displayed in this list are arranged according to the date of application, with the newest form listed first. Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of forms awaiting your recommendation, click the Back button. 1. To recommend all forms at one time, first select the Select All checkbox. The checkboxes for all forms will be automatically selected. 34
2. Next, select the action to be performed from the Action drop down list located to the left of the Submit button. You have three options Accept, Defer and Reject. 3. If you selected Reject or Defer, then choose the reason for rejection from the Rejection/ Deferred drop down list. If the specific reason is not listed, select Other and enter the explanation for rejecting all the forms in the given text box. 4. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms. 5. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately. 6. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment. 35
7. Next, select the action to be performed from the Action drop down list. You have three options Accept, Defer and Reject. 8. If you have accepted a form, click on the Submit button to complete the process. 9. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box. 10. Click on the Submit button to send your recommendation to the Secretary, State Board. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the Reset button, will clear the fields and enable you to re-enter them. 11. A confirmation screen will appear asking you if you want to continue submitting the application. Click Yes to proceed; click No to go back to the list of forms with entered checklists. If you click Yes, a message will appear on the screen informing you that the action has been successfully completed. Forms once recommended, cannot be changed later. Field Officers State Board Field officers include welfare officers, project officers and assistant project officers. The secretary of a State Board may also assign himself/ herself as a field officer. 1. Viewing the Application Form The default screen displayed to a field officer after signing in to the e-awedan system shows the list of forms assigned to him/ her by the secretary, State Board. Field officers may also view the list of assigned forms by clicking the View Assigned Forms link on the Navigation Panel. The forms in this list are arranged according to the date they were assigned to a field officer, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name and approval status as well as links to enter the PFAR and view reports. 36
1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 2. Viewing reports entered by other officials To view reports entered by other officials click the View Reports link in the Action column of the list of assigned forms. A list of filed reports for the concerned grant application will appear. This list includes 1. Checklist filed by a dealing assistant, State Board. 2. PFARs filed by other field officers or the secretary of the State Board. 3. Recommendation of the State Board given by the secretary, State Board. 4. Checklist filed by an assistant, Central Board. 5. Sanction Letter issued by the deputy director, Central Board. 6. Inspection Report filed by field officers or the Secretary, State Board. The list of filed reports displays the name of the person who submitted the report as well as the date and the time of submission of the report. Click on a report to view it. 1. To print the report, scroll down to the bottom of the page and click the Print button. To go back to the list of filed reports, click the Back button. 2. To go back to the list of assigned forms, click the Back button. 3. Filing the Pre Funding Appraisal Report All forms newly assigned to you by the secretary will have Assigned FOs for PFAR mentioned in the Status column. To begin the process, click on the File PFAR link in the Action column. 37
An online form enabling you to file the PFAR will appear on the screen. Fill in this form with the required details. Form Element Required Information 1. NGO Details. The details of the NGO applicant will appear prefilled. You may not change these details. 2. Field officer. This will appear pre-filled and cannot be changed. 3. Time of visit. Use the calendar tool to select the date of your visit to the NGO. Select the time of the visit from the given drop down boxes hour, minute and am/ pm. 4. Institution details. Enter the contact details of the institution you visited. The phone number should be in the format (xxxxxxxxxxx) and the email address should be a valid one. Verify the registration date of the institution. Click the Yes or No options button to mark whether the institution was blacklisted from receiving government funding by the Centre or State. 5. Financial position. 1. Enter details of total turnover and other sources of funding, including government funding, in not more than 500 words. Also, provide details of loans, advances, dues and receivables. 2. Type the total amount of grant due from the government and other agencies in figures. 3. Click the Yes or No options button to mark if you have checked the bank details of the institution and found them to be correct. 4. Click the Yes or No options button to mark whether the institution has been electronically receiving funds. 5. Type details of the bank name, account number, ECS number and account holders in not more than 500 words. 6. Type details of the previous year s accounts submitted by the institution for aided programmes. This should not exceed 500 words. 38
6. Overall performance. Enter details of the overall performance of the institution with regard to the government aided programme. Mention information about assets and beneficiaries. This should not exceed 500 words. 7. Managing committee members. 8. Neighbourhood details. Enter the number of managing committee members according to gender, in figures. The total will be automatically displayed in the total box. Give details of the members and office bearers you have met in not more than 500 words. Describe the neighbourhood that the institution is located in. Provide landmarks on getting there. This should not exceed 500 words. 9. Your appraisal. Give your appraisal of the proposed programme in not more than 500 words. This appraisal should include details about the area proposed to be covered, beneficiaries and whether the activities proposed to be taken up are relevant to the area. 10. Final recommendation. Click the Recommended or Not Recommended options button to mark if you wish to recommend this project for further processing. Enter the justification for your selection in the box provided. This should not exceed 500 words. To save your work, click on the Save as Draft button located at the bottom of the page. A message informing you that the PFAR was successfully drafted will appear on the screen and you will be able to view the default Forms Assigned page. To access the saved draft later and make changes, click on the File PFAR link in the Action column. To go back to the list of assigned forms, click the Back button. After you are done filling in the required information, click on the Proceed to Upload Photo button to attach photographs of your visit. If you have missed entering any of the mandatory details, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resend. The Upload Photos screen will appear. 39
To upload photos 1. Save the photos to your computer. Only PDF files and JPG/ JPEG images of a maximum size of 2 megabytes are allowed. 2. Click the browse button to locate the file on your computer. 3. After locating the file, click on the open button. Your photo will now get uploaded. 4. When the photo has finished uploading, the name of the photo along with a red cross will be displayed. 5. To delete an uploaded photo, click on the red cross. 6. You can submit a maximum of five photos for each section. To save your work, click on the Save as Draft button located at the bottom of the page. When you access the PFAR later, you will be able to view the saved version. To go back to the PFAR form in the previous screen, click on the Back button. After you are done uploading the photos, click on the Submit Report button to file the PFAR and send it to the secretary, State Board. A confirmation message will appear asking you if you are sure you want to submit the report. If you want to make further changes to the report, click the No button. If you want to send the report to the secretary, State Board, click the Yes button. A screen will appear informing you that the report was successfully submitted. The process is now complete. 4. Filing the Inspection Report 1. All forms assigned to you by the secretary for filing the Inspection Report will have Assigned FOs for IR mentioned in the Status column. To begin the process, click on the File IR link in the Action column. 2. An online form enabling you to file the Inspection Report will appear on the screen. The NGO details and name of the field officer will appear pre-filled and cannot be changed. 3. Fill in the remaining form with the required details. 4. To save your work, click on the Save as Draft button located at the bottom of the page. A message informing you that the Inspection Report 40
was successfully drafted will appear on the screen and you will be taken to the default Forms Assigned page. 5. To access the saved draft later and make changes, click on the File IR link in the Action column. 6. After you are done filling in the required information, click on the Proceed to Upload Images button to attach photographs of your visit. If you have missed entering any of the mandatory details, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resend. 7. The Upload Photos screen will appear. 8. To upload photos, first save the photos to your computer. Only PDF files and JPG/ JPEG images of a maximum size of 2 megabytes are allowed. 9. Click the browse button to locate the file on your computer. After locating the file, click on the open button. Your photo will now get uploaded. You can submit a maximum of five photos for each section. 10. When the photo has finished uploading, the name of the photo along with a red cross will be displayed. 11. To delete an uploaded photo, click on the red cross. To save your work, click on the Save as Draft button located at the bottom of the page. When you access the IR later, you will be able to view the saved version. To go back to the IR form in the previous screen, click on the Back button. 41
After you are done uploading the photos, click on the Submit Report button to file the Inspection Report and send it to the secretary, State Board. A confirmation message will appear asking you if you are sure you want to submit the report. If you want to make further changes to the report, click the No button. If you want to send the report to the secretary, State Board, click the Yes button. A screen will appear informing you that the Inspection Report was successfully submitted. The process is now complete. 42
Chapter 5 - Instructions for Condensed Course of Education for Women Scheme Forms The approval process for the Condensed Course of Education for Women Scheme is conducted by different officials at various levels. The e-awedan system enables officials at the State and Central Board to perform the following functions - S.No Role 1. Secretary, State Board 2. Dealing Assistants, State Board. 3. Field Officers, State Board. 4. Assistant, Central Board. 5. Assistant Director, Central Board. 6. Deputy Director, Central Board 7. Joint Director, Central Social Functions 1. Assigning new forms to the dealing assistant 2. Confirming/rejecting the dealing assistant s recommendation 3. Assigning a form to a field officer 4. Reassigning a form to a different field officer 5. Viewing a Pre Funding Appraisal Report 6. Recommending the proposal to the Central Board 7. Generating form status list 8. Assigning field officers for Inspection Report 9. Reassigning a field officer for Inspection Report 10. Viewing the Inspection Report. 1. Viewing assigned forms. 2. Entering the checklist 3. Recommending the form. 1. Viewing assigned forms. 2. Viewing reports entered by other officials. 3. Filing the Pre Funding Appraisal Report 4. Filing the Inspection Report. 1. Entering the checklist 1. Reviewing the checklist 1. Giving final approval 2. Issuing sanction letter 1. Releasing funds 43
Secretary - State Social Welfare Board 1. Assigning New Forms to the Dealing Assistant This task can be accessed by clicking the View New Forms link on the Navigation Panel. A list of new forms will appear. 1. To assign all the new forms to a certain dealing assistant, select the name of the dealing assistant from the drop down box. 2. The checkboxes of all new forms will be automatically checked. Clicking the Reset button, will clear the checkboxes and enable you to re-check them. Click on the Submit button to send these forms to the selected dealing assistant. 3. If you want to send certain forms to different dealing assistants, click the check box to the left of the concerned form. Next, select the name of the dealing assistant from the corresponding drop down list. 44
4. Repeat this for each form. After you are done, click the Submit button. 5. A confirmation screen will appear informing you that the forms were successfully assigned to the dealing assistants. 2. Confirming/ Rejecting Dealing Assistant s Recommendation After the dealing assistant processes the application form, you will be able to view their recommendation and confirm/ reject it. To start the process, click on the Forms processed by DA link on the Navigation Panel. A list of applications checked by the dealing assistant will appear. These forms are arranged according to the date of application, with the newest form listed first. The recommendation of the dealing assistant will be displayed beside each form with the approval status and the explanation for rejection/ deferment, if any. Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of forms waiting for your approval/ rejection, click the Back button. 1. Make changes, if any, to the recommendation of the dealing assistant by changing the options in the corresponding drop down lists and boxes. 2. To recommend all forms at one time, first select the Select All checkbox. The checkboxes for all forms will be automatically selected. 45
3. Next, select the action to be performed from the Action drop down list located to the left of the Submit button. You have three options Accept, Defer and Reject. 4. If you selected Reject or Defer, then choose the reason for rejection from the Rejection/Deferred drop down list. If the specific reason is not listed, select Other and enter the explanation for rejecting all the forms in the given text box. 5. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms. 6. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately. 7. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment. 8. Next, select the action to be performed from the Action drop down list. You have three options Accept, Defer and Reject. 9. If you have accepted a form, click on the Submit button to complete the process. 46
10. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box. 11. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the Reset button, will clear the fields and enable you to re-enter them. 12. A confirmation screen will appear, asking you if you want to proceed. If you wish to make any changes choose the No button and you will return to the page of forms processed by the dealing assistant. If you have no changes click on the Yes button. You will see a message on the screen informing you that your submission was successful. Once you approve an application, your choice is saved. Later, you will have to send it to a field officer for a Pre Funding Appraisal Report. If you defer an application, it remains pending. Rejection of a form stops the approval process from proceeding further. Forms once accepted, rejected or deferred, cannot be changed later. 3. Sending a Form Back to the Dealing Assistant If you are not satisfied with the checklist entered by the dealing assistant, you may send the checklist back for corrections. This step can only be done once you Accept a form processed by a dealing assistant. 1. Click on the View Accepted Forms link in the Navigation Panel to view the forms processed by dealing assistants that you had earlier approved. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that can be sent back for re-processing will display Accepted for Processing in the Status column and No FOs Assigned in the Assigned To column. It will also have a Send Back link in the Action column. 4. Click on the Send Back link to begin the process. 5. A Send Back Comments form will appear with details about the NGO prefilled. 47
6. Enter your comments about the form in the box provided. 7. Click on the Submit button to send the form back to the dealing assistant. Clicking on the Back button will take you back to the list of accepted forms. You will see a message on the screen informing you that you re the form was successfully sent back. The list of accepted forms will re-appear. 4. Sending a Form Back to the Field Officer If you are not satisfied with the PFAR submitted by the field officer, you may send the PFAR back for corrections. 1. Click on the View Accepted Forms link in the Navigation Panel to view the forms processed by field officer. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that can be sent back for re-processing will display PFAR Completed in the Status column and the name of the FO who submitted the PFAR in the Assigned To column. It will also have a Send Back link in the Action column. 4. Click on the Send Back link to begin the process. 48
5. A Send Back Comments form will appear with details about the NGO prefilled. 6. Enter your comments about the form in the box provided. 7. Click on the Submit button to send the form back to the dealing assistant. Clicking on the Back button will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully sent back. The list of accepted forms will re-appear. 5. Assigning Form to Field Officer After confirming the recommendation of the dealing assistant, the secretary of the State Board has to assign the accepted grant application form to field officers for filing the Pre Funding Appraisal Report (PFAR). Field officers may include welfare officers, project officers, assistant project officers or the secretary. To begin the process, click on the View Accepted Forms link on the Navigation Panel. A list of forms that have been accepted at different levels will appear. 1. Forms that need to be sent to the field officer for a PFAR, will display Accepted for Processing in the Status column and No FOs Assigned in the Assigned To column. 49
2. Click on the Assign FOs (PFAR) to assign application forms to the Field Officers. 3. A screen will appear displaying details of the application form and allowing you to select a field officer. 4. Click on the name of a field officer in the FO s Available box. 5. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to conduct the PFAR, if different locations have been specified by the NGO applicant in the grant application form. 6. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 7. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that your action was successful. The list of accepted forms will re-appear. 50
6. Reassigning a Field Officer 1. To reassign a field officer, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Find the application form for which you want to change the field officer, and click the Re-Assign FOs (PFAR) link in the Action column. 3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. 51
You will see a message on the screen informing you that your re-assignment was successful. The process is now complete. 7. Viewing the Pre Funding Appraisal Report Application forms that have been processed by the field officer will display the PFAR Completed status on the default View Accepted Forms page. To view the PFAR submitted by the Field Officer click on the View Reports link. A screen will appear displaying the types of reports filed for the concerned grant application. Click on the View PFAR link to view the Pre Funding Appraisal Report filed by the Field Officer. A screen will appear displaying the PFAR with the photos uploaded by the Field Officer. Click the Print button to print the report. The Back button will take you back to the screen displaying the list of filed reports for that grant application. 8. Recommending the proposal to the Central Board Application forms that have been processed by the field officer will display the PFAR Completed status on the default View Accepted Forms page. To recommend a grant application to the Central Social Welfare Board, click on the Recommend link in the Action column. 52
A screen will appear displaying an online recommendation form. Fill in the required details. All fields marked with a red asterisk (*) are mandatory. 1. Check the Approved, Deferred or Rejected options button to mark your recommendation. Provide comments on your selection in the given box in not more than 500 words. 2. Click on the Submit button to send your recommendation to the Central Board. To discard your changes and go back to the list of accepted forms, click the Cancel button. 3. If you have missed entering information for any of the mandatory fields, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 4. Once you submit the recommendation, a page will appear informing you that your submission was successful. The default list of accepted forms will appear on your screen. 5. If you accepted the form, the form will display the Approved by State Board status on the View Accepted Forms page. If you rejected it, the form will appear on the View Rejected Forms page along with the reason and explanation for rejection. 9. Generating Form Status List The secretary of the State Board can generate a list of forms with status details, according to scheme name, for State Board Meetings. 1. Click on the Generate List for SB Meeting link in the Navigation Panel. 2. A screen will appear with a drop down list enabling you to select a form type. 3. Select a form name/ scheme from this drop down list. 4. A list of application forms for that scheme will appear. 5. This list displays details of the address of the institution, date of application, date of registration, approval status and other information. 10. Assigning Field Officers for Inspection Reports After the funds have been released by the joint director of the Central Social Welfare Board for centralized schemes, the secretary of the State Board has to assign the accepted application form to a field officer for filing an Inspection Report (IR). Field officers may include welfare officers, project officers, assistant project officers or the secretary, State Board. 53
1. To begin the process, click on the View Accepted Forms link in the Navigation Panel. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that need to be sent to a field officer for filing an IR, will display Fund Released in the Status column and an Assign FOs (IR) link in the Action column. 4. Click on the Assign FOs (IR) link to assign the form to a field officer for filing the Inspection Report. 5. A screen will appear displaying details of the application form and allowing you to select a field officer. 6. In the FO s Available box, click on the name of the field officer you wish to select. 7. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to file the Inspection Report, if different locations have been specified by the NGO applicant in the grant application form. 8. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 9. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully assigned to the concerned field officers. The list of accepted forms will re-appear. 11. Reassigning a Field Officer for Inspection Report 1. To reassign a field officer, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Use the search form to find the application form for which you want to change the field officer, and click the Re-Assign FOs (IR) link in the 54
Action column. 3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully re-assigned to the concerned field officers. The process is now complete. 12. Viewing the Inspection Report Application forms for which the field officer has filed an Inspection Report will display the IR Completed status in the Status column on the View Accepted Forms page. To view the Inspection Report submitted by the field officer click on the View Reports link. A screen will appear displaying the types of reports filed for the concerned grant application. Click on the View IR link to view the Inspection Report filed by the Field Officer. 55
A screen will appear displaying the IR with the photos uploaded by the field officer. Click the Print button to print the report. The Back button will take you back to the screen displaying the list of filed reports for that grant application. Dealing Assistant State Board 1. Viewing Assigned Forms Dealing assistants may view the new forms assigned to them, by clicking the View Assigned Forms link on the Navigation Panel. A screen will appear with a list of forms assigned for checking by the secretary, State Board. This list will also display forms for which the dealing assistant has already entered the checklist and are being processed at higher levels. These forms are arranged according to the date they were assigned to a dealing assistant, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name, approval status and a link to enter the checklist. To view the next page of the list, click the given link. 56
1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 3. Repeat for all the forms you wish to view. 2. Entering the Checklist Dealing assistants can fill in the required checklist assigned by the secretary, State Board, by accessing the online checklist. 1. All forms newly assigned by the secretary for you to check, will have the words Assigned to DA written in the Status column. These forms will also have an Enter Checklist link in the Action column. Click on this link to access the checklist. 2. A screen will appear with the list of documents required to be enclosed by the NGO for the Condensed Course of Education for Women Scheme. This includes documents such as copies of registration certificate, memorandum of association, statement of accounts and others. The documents to be submitted vary according to the requirements of the relevant State Board. 3. If you have received the concerned document, click the Received button, else click the Not Received button. 4. After checking and marking the status of all documents required to be enclosed, type any other points you wish to add in the given box. 57
5. If you click the Back button, you will be taken back to the list of assigned forms. Clicking the Reset button, will clear the fields and enable you to re-enter the information. 6. When you are done checking the documents, click on the Submit button to save the checklist. If you have missed checking any of the documents, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 7. Once you submit the checklist, a page will appear informing you that your submission was successful. You can print this page by clicking on the Print button. If you click on the Back button you will be taken back to the list of assigned forms. Warning: Forms once submitted cannot be modified or deleted. Kindly ensure the correctness of all details before clicking on the Submit button. 3. Recommending the Form After saving the checklist, the next step is to give your recommendations about the grant application to the secretary, State Board. Click on the Accept/Reject Forms link on the Navigation Panel, to begin this process. A screen will appear with a list of applications for which you have already entered the checklist. The forms displayed in this list are arranged according to the date of application, with the newest form listed first. This list shows the status of the form as SB - Checklist Entered. Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of forms awaiting your recommendation, click the Back button. 1. To recommend all forms at one time, first select the Select All checkbox. The checkboxes for all forms will be automatically selected. 58
2. Next, select the action to be performed from the Action drop down list located to the left of the Submit button. You have three options Accept, Defer and Reject. 3. If you selected Reject or Defer, then choose the reason for rejection from the Rejection/ Deferred drop down list. If the specific reason is not listed, select Other and enter the explanation for rejecting all the forms in the given text box. 4. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms. 5. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately. 6. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment. 59
7. Next, select the action to be performed from the Action drop down list. You have three options Accept, Defer and Reject. 8. If you have accepted a form, click on the Submit button to complete the process. 9. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box. 10. Click on the Submit button to send your recommendation to the Secretary, State Board. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the Reset button, will clear the fields and enable you to re-enter them. 11. A confirmation screen will appear asking you if you want to continue submitting the application. Click Yes to proceed; click No to go back to the list of forms with entered checklists. If you click Yes, a message will appear on the screen informing you that the action has been successfully completed. Forms once recommended, cannot be changed later. Field Officers State Board Field officers include welfare officers, project officers and assistant project officers. The secretary of a State Board may also assign himself/ herself as a field officer. 1. Viewing the Application Form The default screen displayed to a field officer after signing in to the e-awedan system shows the list of forms assigned to him/ her by the secretary, State Board. 60
Field officers may also view the list of assigned forms by clicking the View Assigned Forms link on the Navigation Panel. The forms in this list are arranged according to the date they were assigned to a field officer, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name and approval status as well as links to enter the PFAR and view reports. 1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 2. Viewing reports entered by other officials To view reports entered by other officials click the View Reports link in the Action column of the list of assigned forms. A list of filed reports for the concerned grant application will appear. This list includes 1. Checklist filed by a dealing assistant, State Board. 2. PFARs filed by other field officers or the secretary of the State Board. 3. Recommendation of the State Board given by the secretary, State Board. 4. Checklist filed by an assistant, Central Board. 5. Sanction Letter issued by the deputy director, Central Board. 6. Inspection Report filed by field officers or the Secretary, State Board. The list of filed reports displays the name of the person who submitted the report as well as the date and the time of submission of the report. 61
Click on a report to view it. 1. To print the report, scroll down to the bottom of the page and click the Print button. To go back to the list of filed reports, click the Back button. 2. To go back to the list of assigned forms, click the Back button. 3. Filing the Pre Funding Appraisal Report All forms newly assigned to you by the secretary will have Assigned FOs for PFAR mentioned in the Status column. To begin the process, click on the File PFAR link in the Action column. An online form enabling you to file the PFAR will appear on the screen. Fill in this form with the required details. Form Element Required Information 1. NGO Details. The details of the NGO applicant will appear prefilled. You may not change these details. 2. Field officer. This will appear pre-filled and cannot be changed. 3. Time of visit. Use the calendar tool to select the date of your visit to the NGO. Select the time of the visit from the given drop down boxes hour, minute and am/ pm. 4. Institution details. Enter the contact details of the institution you visited. The phone number should be in the format (xxxxxxxxxxx) and the email address should be a valid one. Verify the registration date of the institution. Click the Yes or No options button to mark whether the institution was blacklisted from receiving government funding by the Centre or State. 5. Financial position. 1. Enter details of total turnover and other sources of funding, including government funding, in not more than 500 words. Also, provide details of loans, advances, dues and receivables. 2. Type the total amount of grant due from the government and other agencies in figures. 3. Click the Yes or No options button to mark if you have checked the bank details of the institution and found them to be correct. 62
4. Click the Yes or No options button to mark whether the institution has been electronically receiving funds. 5. Type details of the bank name, account number, ECS number and account holders in not more than 500 words. 6. Type details of the previous year s accounts submitted by the institution for aided programmes. This should not exceed 500 words. 6. Overall performance. Enter details of the overall performance of the institution with regard to the government aided programme. Mention information about assets and beneficiaries. This should not exceed 500 words. 7. Managing committee members. 8. Neighbourhood details. Enter the number of managing committee members according to gender, in figures. The total will be automatically displayed in the total box. Give details of the members and office bearers you have met in not more than 500 words. Describe the neighbourhood that the institution is located in. Provide landmarks on getting there. This should not exceed 500 words. 9. Your appraisal. Give your appraisal of the proposed programme in not more than 500 words. This appraisal should include details about the area proposed to be covered, beneficiaries and whether the activities proposed to be taken up are relevant to the area. 10. Final recommendation. Click the Recommended or Not Recommended options button to mark if you wish to recommend this project for further processing. Enter the justification for your selection in the box provided. This should not exceed 500 words. To save your work, click on the Save as Draft button located at the bottom of the page. A message informing you that the PFAR was successfully drafted will appear on the screen and you will be able to view the default Forms Assigned page. To access the saved draft later and make changes, click on the File PFAR link in the Action column. To go back to the list of assigned forms, click the Back button. After you are done filling in the required information, click on the Proceed to Upload Photo button to attach photographs of your visit. If you have missed entering any of the mandatory details, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resend. 63
The Upload Photos screen will appear. To upload photos 1. Save the photos to your computer. Only PDF files and JPG/ JPEG images of a maximum size of 2 megabytes are allowed. 2. Click the browse button to locate the file on your computer. 3. After locating the file, click on the open button. Your photo will now get uploaded. 4. When the photo has finished uploading, the name of the photo along with a red cross will be displayed. 5. To delete an uploaded photo, click on the red cross. 6. You can submit a maximum of five photos for each section. To save your work, click on the Save as Draft button located at the bottom of the page. When you access the PFAR later, you will be able to view the saved version. To go back to the PFAR form in the previous screen, click on the Back button. After you are done uploading the photos, click on the Submit Report button to file the PFAR and send it to the secretary, State Board. A confirmation message will appear asking you if you are sure you want to submit the report. If you want to make further changes to the report, click the No button. If you want to send the report to the secretary, State Board, click the Yes button. A screen will appear informing you that the report was successfully submitted. The process is now complete. 4. Filing the Inspection Report All forms assigned to you by the secretary for filing the Inspection Report will have Assigned FOs for IR mentioned in the Status column. To begin the process, click on the File IR link in the Action column. 64
1. An online form enabling you to file the Inspection Report will appear on the screen. The NGO details and name of the field officer will appear pre-filled and cannot be changed. 2. Fill in the remaining form with the required details. 3. To save your work, click on the Save as Draft button located at the bottom of the page. A message informing you that the Inspection Report was successfully drafted will appear on the screen and you will be taken to the default Forms Assigned page. 4. To access the saved draft later and make changes, click on the File IR link in the Action column. 5. After you are done filling in the required information, click on the Proceed to Upload Images button to attach photographs of your visit. If you have missed entering any of the mandatory details, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resend. 6. The Upload Photos screen will appear. 7. To upload photos, first save the photos to your computer. Only PDF files and JPG/ JPEG images of a maximum size of 2 megabytes are allowed. 65
8. Click the browse button to locate the file on your computer. After locating the file, click on the open button. Your photo will now get uploaded. You can submit a maximum of five photos for each section. 9. When the photo has finished uploading, the name of the photo along with a red cross will be displayed. 10. To delete an uploaded photo, click on the red cross. To save your work, click on the Save as Draft button located at the bottom of the page. When you access the IR later, you will be able to view the saved version. To go back to the IR form in the previous screen, click on the Back button. After you are done uploading the photos, click on the Submit Report button to file the Inspection Report and send it to the secretary, State Board. A confirmation message will appear asking you if you are sure you want to submit the report. If you want to make further changes to the report, click the No button. If you want to send the report to the secretary, State Board, click the Yes button. A screen will appear informing you that the Inspection Report was successfully submitted. The process is now complete. 66
Chapter 6 - Instructions for Awareness Generation Programme Forms The approval process for the Awareness Generation Programme is conducted by different officials at various levels. The e-awedan system enables officials at the State and Central Board to perform the following functions - S.No Role 1. Secretary, State Board 2. Dealing Assistants, State Board. 3. Field Officers, State Board. 4. Assistant, Central Board. 5. Assistant Director, Central Board. 6. Deputy Director, Central Board 7. Joint Director, Central Social Functions 1. Assigning new forms to the dealing assistant 2. Confirming/rejecting the dealing assistant s recommendation 3. Sending a form back to the dealing assistant. 4. Assigning a form to a field officer 5. Reassigning a form to a different field officer 6. Viewing a Pre Funding Appraisal Report 7. Recommending the proposal to the Central Board 8. Issuing sanction letter 9. Generating form status list 10. Assigning field officers for Inspection Report 11. Reassigning a field officer for Inspection Report 12. Viewing the Inspection Report. 1. Viewing assigned forms. 2. Entering the checklist 3. Recommending the form. 1. Viewing assigned forms. 2. Viewing reports entered by other officials. 3. Filing the Pre Funding Appraisal Report 4. Filing the Inspection Report. 1. Entering the checklist 1. Reviewing the checklist 1. Giving final approval 2. Issuing sanction letter 1. Releasing funds 67
Secretary - State Social Welfare Board 1. Assigning New Forms to the Dealing Assistant This task can be accessed by clicking the View New Forms link on the Navigation Panel. A list of new forms will appear. 1. To assign all the new forms to a certain dealing assistant, select the name of the dealing assistant from the drop down box. 2. The checkboxes of all new forms will be automatically checked. Clicking the Reset button, will clear the checkboxes and enable you to re-check them. Click on the Submit button to send these forms to the selected dealing assistant. 3. If you want to send certain forms to different dealing assistants, click the check box to the left of the concerned form. Next, select the name of the dealing assistant from the corresponding drop down list. 4. Repeat this for each form. After you are done, click the Submit button. 5. A confirmation screen will appear informing you that the forms were successfully assigned to the dealing assistants. 68
2. Confirming/ Rejecting Dealing Assistant s Recommendation After the dealing assistant processes the application form, you will be able to view their recommendation and confirm/ reject it. To start the process, click on the Forms processed by DA link on the Navigation Panel. A list of applications checked by the dealing assistant will appear. These forms are arranged according to the date of application, with the newest form listed first. The recommendation of the dealing assistant will be displayed beside each form with the approval status and the explanation for rejection/ deferment, if any. Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of forms waiting for your approval/ rejection, click the Back button. 1. Make changes, if any, to the recommendation of the dealing assistant by changing the options in the corresponding drop down lists and boxes. 2. To recommend all forms at one time, first select the Select All checkbox. The checkboxes for all forms will be automatically selected. 69
3. Next, select the action to be performed from the Action drop down list located to the left of the Submit button. You have three options Accept, Defer and Reject. 4. If you selected Reject or Defer, then choose the reason for rejection from the Rejection/Deferred drop down list. If the specific reason is not listed, select Other and enter the explanation for rejecting all the forms in the given text box. 5. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms. 6. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately. 7. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment. 8. Next, select the action to be performed from the Action drop down list. You have three options Approve, Defer and Reject. 9. If you have accepted a form, click on the Submit button to complete the process. 70
10. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box. 11. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the Reset button, will clear the fields and enable you to re-enter them. 12. A confirmation screen will appear, asking you if you want to proceed. If you wish to make any changes choose the No button and you will return to the page of forms processed by the dealing assistant. If you have no changes click on the Yes button. You will see a message on the screen informing you that your submission was successful. Once you approve an application, your choice is saved. Later, you will have to send it to a field officer for a Pre Funding Appraisal Report. If you defer an application, it remains pending. Rejection of a form stops the approval process from proceeding further. Forms once accepted, rejected or deferred, cannot be changed later. 3. Sending a Form Back to the Dealing Assistant If you are not satisfied with the checklist entered by the dealing assistant, you may send the checklist back for corrections. This step can only be done once you Accept a form processed by a dealing assistant. 1. Click on the View Accepted Forms link in the Navigation Panel to view the forms processed by dealing assistants that you had earlier approved. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that can be sent back for re-processing will display Accepted for Processing in the Status column and No FOs Assigned in the Assigned To column. It will also have a Send Back link in the Action column. 4. Click on the Send Back link to begin the process. 5. A Send Back Comments form will appear with details about the NGO prefilled. 71
6. Enter your comments about the form in the box provided. 7. Click on the Submit button to send the form back to the dealing assistant. Clicking on the Back button will take you back to the list of accepted forms. You will see a message on the screen informing you that you re the form was successfully sent back. The list of accepted forms will re-appear. 4. Sending a Form Back to the Field Officer If you are not satisfied with the PFAR submitted by the field officer, you may send the PFAR back for corrections. 1. Click on the View Accepted Forms link in the Navigation Panel to view the forms processed by field officer. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that can be sent back for re-processing will display PFAR Completed in the Status column and the name of the FO who submitted the PFAR in the Assigned To column. It will also have a Send Back link in the Action column. 4. Click on the Send Back link to begin the process. 5. A Send Back Comments form will appear with details about the NGO prefilled. 72
6. Enter your comments about the form in the box provided. 7. Click on the Submit button to send the form back to the dealing assistant. Clicking on the Back button will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully sent back. The list of accepted forms will re-appear. 5. Assigning Form to Field Officer After confirming the recommendation of the dealing assistant, the secretary of the State Board has to assign the accepted grant application form to field officers for filing the Pre Funding Appraisal Report (PFAR). Field officers may include welfare officers, project officers, assistant project officers or the secretary. 1. To begin the process, click on the View Accepted Forms link in the Navigation Panel. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that need to be sent to the field officer for a PFAR, will display Accepted for Processing in the Status column and No FOs Assigned in the Assigned To column. 4. Click on the Assign FOs (PFAR) to assign application forms to the Field Officers. 5. A screen will appear displaying details of the application form and allowing you to select a field officer. 73
6. Click on the name of a field officer in the FO s Available box. 7. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to conduct the PFAR, if different locations have been specified by the NGO applicant in the grant application form. 8. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 9. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that your action was successful. The list of accepted forms will re-appear. 6. Reassigning a Field Officer 1. To reassign a field officer, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Find the application form for which you want to change the field officer, and click the Re-Assign FOs (PFAR) link in the Action column. 74
3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that your re-assignment was successful. The process is now complete. 7. Viewing the Pre Funding Appraisal Report Application forms that have been processed by the field officer will display the PFAR Completed status on the default View Accepted Forms page. To view the PFAR submitted by the field officer click on the View Reports link. 75
A screen will appear displaying the types of reports filed for the concerned grant application. Click on the View PFAR link to view the Pre Funding Appraisal Report filed by the field officer. A screen will appear displaying the PFAR with the photos uploaded by the Field Officer. Click the Print button to print the report. The Back button will take you back to the screen displaying the list of filed reports for that grant application. 8. Recommending the proposal to the Central Board If the concerned NGO/ VO has applied for a grant to conduct more than two awareness generation camps, then the grant application falls under the Centralized category and has to be sent to the Central Social Welfare Board for further approval. Application forms that have been processed by the field officer will display the PFAR Completed status on the default View Accepted Forms page. To recommend a grant application to the Central Social Welfare Board, click on the Recommend link in the Action column. A screen will appear displaying an online recommendation form. 1. Fill in the required details. All fields marked with a red asterisk (*) are mandatory. 2. Check the Approved, Deferred or Rejected options button to mark your recommendation. Provide comments on your selection in the given box in not more than 500 words. 76
3. Click on the Submit button to send your recommendation to the Central Board. To discard your changes and go back to the list of accepted forms, click the Cancel button. 4. If you have missed entering information for any of the mandatory fields, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 5. Once you submit the recommendation, a page will appear informing you that your submission was successful. The default list of accepted forms will appear on your screen. 6. If you accepted the form, the form will display the Approved by State Board status on the View Accepted Forms page. If you rejected it, the form will appear on the View Rejected Forms page along with the reason and explanation for rejection. 9. Issuing Sanction Letter If the concerned NGO/ VO has applied for a grant to conduct two or less awareness generation camps, then the grant application falls under the Decentralized category. In this case the form does not need to move to the Central Board for further processing and the secretary of the State Social Welfare Board may complete the process by issuing a sanction letter. 1. To issue a sanction letter, click on the Issue Sanction Letter link in the Action column. 2. A screen will appear informing you of the details of the form selected and asking you to confirm that the proposal has been sanctioned by a competent authority. 3. If you click on the No button, you will be taken back to the page of accepted forms. 4. If you click on the Yes button, the sanction letter form for the Awareness Generation Programme will appear on the screen. 5. Enter details of the grant amount in the boxes provided. When you enter the grant amount in figures, the amount will be automatically typed in words in the second box. 6. Type in other required details, such as the break up of the grant and name of the village in the boxes provided. 7. Click on the Generation Sanction Letter button to generate the sanction letter. To discard your changes and go back to the list of accepted forms, click the Cancel button. 77
8. If you have missed entering information for any of the mandatory fields, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 9. Once you generate the sanction letter, a page will appear informing you that the sanction letter was successfully generated. 10. Click on the Print button to print the acknowledgement. To go back to the page of accepted forms, click the Back button. 11. The form will now display the Issued Sanction Letter status on the page of accepted forms. The process of approving the grant application form for Awareness Generation Programme Scheme applications under the decentralized category is now complete. 10. Generating Form Status List The secretary of the State Board can generate a list of forms with status details, according to scheme name, for State Board Meetings. 1. Click on the Generate List for SB Meeting link in the Navigation Panel. 2. A screen will appear with a drop down list enabling you to select a form type. 3. Select a form name/ scheme from this drop down list. 4. A list of application forms for that scheme will appear. 5. This list displays details of the address of the institution, date of application, date of registration, approval status and other information. 11. Assigning Field Officers for Inspection Reports After the funds have been released, the secretary of the State Board has to assign the accepted application form to a field officer for filing an Inspection Report (IR). Field officers may include welfare officers, project officers, assistant project officers or the secretary, State Board. 1. To begin the process, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Forms that need to be sent to a field officer for filing an IR, will display Fund Released in the Status column and an Assign FOs (IR) link in the Action column. 78
3. Click on the Assign FOs (IR) link to assign the form to a field officer for filing the Inspection Report. 4. A screen will appear displaying details of the application form and allowing you to select a field officer. 5. In the FO s Available box, click on the name of the field officer you wish to select. 6. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to file the Inspection Report, if different locations have been specified by the NGO applicant in the grant application form. 7. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 8. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully assigned to the concerned field officers. The list of accepted forms will re-appear. 12. Reassigning a Field Officer for Inspection Report 1. To reassign a field officer, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Use the search form to find the application form for which you want to change the field officer, and click the Re-Assign FOs (IR) link in the Action column. 3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully re-assigned to the concerned field officers. The process is now complete. 79
13. Viewing the Inspection Report Application forms for which the field officer has filed an Inspection Report will display the IR Completed status in the Status column on the View Accepted Forms page. To view the Inspection Report submitted by the field officer click on the View Reports link. A screen will appear displaying the types of reports filed for the concerned grant application. Click on the View IR link to view the Inspection Report filed by the Field Officer. A screen will appear displaying the IR with the photos uploaded by the field officer. Click the Print button to print the report. The Back button will take you back to the screen displaying the list of filed reports for that grant application. Dealing Assistant State Board 1. Viewing Assigned Forms Dealing assistants may view the new forms assigned to them, by clicking the View Assigned Forms link on the Navigation Panel. A screen will appear with a list of forms assigned for checking by the secretary, State Board. This list will also display forms for which the dealing assistant has already entered the checklist and are being processed at higher levels. 80
These forms are arranged according to the date they were assigned to a dealing assistant, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name, approval status and a link to enter the checklist. To view the next page of the list, click the given link. 1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 3. Repeat for all the forms you wish to view. 2. Entering the Checklist Dealing assistants can fill in the required checklist assigned by the secretary, State Board, by accessing the online checklist. 1. All forms newly assigned by the secretary for you to check, will have the words Assigned to DA written in the Status column. These forms will also have an Enter Checklist link in the Action column. Click on this link to access the checklist. 2. A screen will appear with the list of documents required to be enclosed by the NGO for the Awareness Generation Programme. This includes documents such as copies of registration certificate, memorandum of association, statement of accounts and others. The documents to be submitted vary according to the requirements of the relevant State Board. 3. If you have received the concerned document, click the Received button, else click the Not Received button. 81
4. After checking and marking the status of all documents required to be enclosed, type any other points you wish to add in the given box. 5. If you click the Back button, you will be taken back to the list of assigned forms. Clicking the Reset button, will clear the fields and enable you to re-enter the information. 6. When you are done checking the documents, click on the Submit button to save the checklist. If you have missed checking any of the documents, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 7. Once you submit the checklist, a page will appear informing you that your submission was successful. You can print this page by clicking on the Print button. If you click on the Back button you will be taken back to the list of assigned forms. Warning: Forms once submitted cannot be modified or deleted. Kindly ensure the correctness of all details before clicking on the Submit button. 3. Recommending the Form After saving the checklist, the next step is to give your recommendations about the grant application to the secretary, State Board. Click on the Accept/Reject Forms link on the Navigation Panel, to begin this process. A screen will appear with a list of applications for which you have already entered the checklist. The forms displayed in this list are arranged according to the date of application, with the newest form listed first. This list shows the status of the form as SB - Checklist Entered. Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of forms awaiting your recommendation, click the Back button. 1. To recommend all forms at one time, first select the Select All checkbox. The checkboxes for all forms will be automatically selected. 82
2. Next, select the action to be performed from the Action drop down list located to the left of the Submit button. You have three options Accept, Defer and Reject. 3. If you selected Reject or Defer, then choose the reason for rejection from the Rejection/ Deferred drop down list. If the specific reason is not listed, select Other and enter the explanation for rejecting all the forms in the given text box. 4. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms. 5. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately. 6. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment. 7. Next, select the action to be performed from the Action drop down list. You have three options Accept, Defer and Reject. 83
8. If you have accepted a form, click on the Submit button to complete the process. 9. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box. 10. Click on the Submit button to send your recommendation to the Secretary, State Board. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the Reset button, will clear the fields and enable you to re-enter them. 11. A confirmation screen will appear asking you if you want to continue submitting the application. Click Yes to proceed; click No to go back to the list of forms with entered checklists. If you click Yes, a message will appear on the screen informing you that the action has been successfully completed. Forms once recommended, cannot be changed later. Field Officers State Board Field officers include welfare officers, project officers and assistant project officers. The secretary of a State Board may also assign himself/ herself as a field officer. 1. Viewing the Application Form The default screen displayed to a field officer after signing in to the e-awedan system shows the list of forms assigned to him/ her by the secretary, State Board. Field officers may also view the list of assigned forms by clicking the View Assigned Forms link on the Navigation Panel. The forms in this list are arranged according to the date they were assigned to a field officer, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name and approval status as well as links to enter the PFAR and view reports. 84
1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 2. Viewing reports entered by other officials To view reports entered by other officials click the View Reports link in the Action column of the list of assigned forms. A list of filed reports for the concerned grant application will appear. This list includes 1. Checklist filed by a dealing assistant, State Board. 2. PFARs filed by other field officers or the secretary of the State Board. 3. Recommendation of the State Board given by the secretary, State Board. 4. Checklist filed by an assistant, Central Board. 5. Sanction Letter issued by the deputy director, Central Board. 6. Inspection Report filed by field officers or the Secretary, State Board. The list of filed reports displays the name of the person who submitted the report as well as the date and the time of submission of the report. Click on a report to view it. 1. To print the report, scroll down to the bottom of the page and click the Print button. To go back to the list of filed reports, click the Back button. 2. To go back to the list of assigned forms, click the Back button. 3. Filing the Pre Funding Appraisal Report All forms newly assigned to you by the secretary will have Assigned FOs for PFAR mentioned in the Status column. To begin the process, click on the File PFAR link in the Action column. 85
An online form enabling you to file the PFAR will appear on the screen. Fill in this form with the required details. Form Element Required Information 1. NGO Details. The details of the NGO applicant will appear prefilled. You may not change these details. 2. Field officer. This will appear pre-filled and cannot be changed. 3. Time of visit. Use the calendar tool to select the date of your visit to the NGO. Select the time of the visit from the given drop down boxes hour, minute and am/ pm. 4. Institution details. Enter the contact details of the institution you visited. The phone number should be in the format (xxxxxxxxxxx) and the email address should be a valid one. Verify the registration date of the institution. Click the Yes or No options button to mark whether the institution was blacklisted from receiving government funding by the Centre or State. 5. Financial position. 1. Enter details of total turnover and other sources of funding, including government funding, in not more than 500 words. Also, provide details of loans, advances, dues and receivables. 2. Type the total amount of grant due from the government and other agencies in figures. 3. Click the Yes or No options button to mark if you have checked the bank details of the institution and found them to be correct. 4. Click the Yes or No options button to mark whether the institution has been electronically receiving funds. 5. Type details of the bank name, account number, ECS number and account holders in not more than 500 words. 6. Type details of the previous year s accounts submitted by the institution for aided programmes. This should not exceed 500 words. 6. Overall performance. Enter details of the overall performance of the institution with regard to the government aided 86
7. Managing committee members. programme. Mention information about assets and beneficiaries. This should not exceed 500 words. Enter the number of managing committee members according to gender, in figures. The total will be automatically displayed in the total box. 8. Neighbourhood details. Give details of the members and office bearers you have met in not more than 500 words. Describe the neighbourhood that the institution is located in. Provide landmarks on getting there. This should not exceed 500 words. 9. Your appraisal. Give your appraisal of the proposed programme in not more than 500 words. This appraisal should include details about the area proposed to be covered, beneficiaries and whether the activities proposed to be taken up are relevant to the area. 10. Final recommendation. Click the Recommended or Not Recommended options button to mark if you wish to recommend this project for further processing. Enter the justification for your selection in the box provided. This should not exceed 500 words. To save your work, click on the Save as Draft button located at the bottom of the page. A message informing you that the PFAR was successfully drafted will appear on the screen and you will be able to view the default Forms Assigned page. To access the saved draft later and make changes, click on the File PFAR link in the Action column. To go back to the list of assigned forms, click the Back button. After you are done filling in the required information, click on the Proceed to Upload Photo button to attach photographs of your visit. If you have missed entering any of the mandatory details, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resend. The Upload Photos screen will appear. 87
To upload photos 1. Save the photos to your computer. Only PDF files and JPG/ JPEG images of a maximum size of 2 megabytes are allowed. 2. Click the browse button to locate the file on your computer. 3. After locating the file, click on the open button. Your photo will now get uploaded. 4. When the photo has finished uploading, the name of the photo along with a red cross will be displayed. 5. To delete an uploaded photo, click on the red cross. 6. You can submit a maximum of five photos for each section. To save your work, click on the Save as Draft button located at the bottom of the page. When you access the PFAR later, you will be able to view the saved version. To go back to the PFAR form in the previous screen, click on the Back button. After you are done uploading the photos, click on the Submit Report button to file the PFAR and send it to the secretary, State Board. A confirmation message will appear asking you if you are sure you want to submit the report. If you want to make further changes to the report, click the No button. If you want to send the report to the secretary, State Board, click the Yes button. A screen will appear informing you that the report was successfully submitted. The process is now complete. 4. Filing the Inspection Report All forms assigned to you by the secretary for filing the Inspection Report will have Assigned FOs for IR mentioned in the Status column. To begin the process, click on the File IR link in the Action column. 1. An online form enabling you to file the Inspection Report will appear on the screen. The NGO details and name of the field officer will appear pre-filled and cannot be changed. 2. Fill in the remaining form with the required details. 88
3. To save your work, click on the Save as Draft button located at the bottom of the page. A message informing you that the Inspection Report was successfully drafted will appear on the screen and you will be taken to the default Forms Assigned page. 4. To access the saved draft later and make changes, click on the File IR link in the Action column. 5. After you are done filling in the required information, click on the Proceed to Upload Images button to attach photographs of your visit. If you have missed entering any of the mandatory details, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resend. 6. The Upload Photos screen will appear. 7. To upload photos, first save the photos to your computer. Only PDF files and JPG/ JPEG images of a maximum size of 2 megabytes are allowed. 8. Click the browse button to locate the file on your computer. After locating the file, click on the open button. Your photo will now get uploaded. You can submit a maximum of five photos for each section. 9. When the photo has finished uploading, the name of the photo along with a red cross will be displayed. 10. To delete an uploaded photo, click on the red cross. 89
To save your work, click on the Save as Draft button located at the bottom of the page. When you access the IR later, you will be able to view the saved version. To go back to the IR form in the previous screen, click on the Back button. After you are done uploading the photos, click on the Submit Report button to file the Inspection Report and send it to the secretary, State Board. A confirmation message will appear asking you if you are sure you want to submit the report. If you want to make further changes to the report, click the No button. If you want to send the report to the secretary, State Board, click the Yes button. A screen will appear informing you that the Inspection Report was successfully submitted. The process is now complete. 90
Chapter 7 - Instructions for Working Women s Hostel Scheme Forms The approval process for the Working Women s Hostel Scheme is conducted by different officials at various levels. The e-awedan system enables officials at the State and Central Board to perform the following functions S.No Role 1. Secretary, State Board 2. Dealing Assistants, State Board. 3. Field Officers, State Board. 4. Assistant, Central Board. 5. Assistant Director, Central Board. 6. Deputy Director, Central Board 7. Joint Director, Central Social Functions 1. Assigning new forms to the dealing assistant 2. Confirming/rejecting the dealing assistant s recommendation 3. Sending a form back to the dealing assistant. 4. Assigning a form to a field officer 5. Reassigning a form to a different field officer 6. Viewing a Pre Funding Appraisal Report 7. Recommending the proposal to the Central Board 8. Generating form status list 9. Assigning field officers for Inspection Report 10. Reassigning a field officer for Inspection Report 11. Viewing the Inspection Report. 1. Viewing assigned forms. 2. Entering the checklist 3. Recommending the form. 1. Viewing assigned forms. 2. Viewing reports entered by other officials. 3. Filing the Pre Funding Appraisal Report 4. Filing the Inspection Report. 1. Entering the checklist 1. Reviewing the checklist 1. Giving final approval 2. Issuing sanction letter 1. Releasing funds 91
Secretary - State Social Welfare Board 1. Assigning New Forms to the Dealing Assistant This task can be accessed by clicking the View New Forms link on the Navigation Panel. A list of new forms will appear. 1. To assign all the new forms to a certain dealing assistant, select the name of the dealing assistant from the drop down box. 2. The checkboxes of all new forms will be automatically checked. Clicking the Reset button, will clear the checkboxes and enable you to re-check them. Click on the Submit button to send these forms to the selected dealing assistant. 3. If you want to send certain forms to different dealing assistants, click the check box to the left of the concerned form. Next, select the name of the dealing assistant from the corresponding drop down list. 4. Repeat this for each form. After you are done, click the Submit button. 5. A confirmation screen will appear informing you that the forms were successfully assigned to the dealing assistants. 92
2. Confirming/ Rejecting Dealing Assistant s Recommendation After the dealing assistant processes the application form, you will be able to view their recommendation and confirm/ reject it. To start the process, click on the Forms processed by DA link on the Navigation Panel. A list of applications checked by the dealing assistant will appear. These forms are arranged according to the date of application, with the newest form listed first. The recommendation of the dealing assistant will be displayed beside each form with the approval status and the explanation for rejection/ deferment, if any. Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of forms waiting for your approval/ rejection, click the Back button. 1. Make changes, if any, to the recommendation of the dealing assistant by changing the options in the corresponding drop down lists and boxes. 2. To recommend all forms at one time, first select the Select All checkbox. The checkboxes for all forms will be automatically selected. 93
3. Next, select the action to be performed from the Action drop down list located to the left of the Submit button. You have three options Accept, Defer and Reject. 4. If you selected Reject or Defer, then choose the reason for rejection from the Rejection/Deferred drop down list. If the specific reason is not listed, select Other and enter the explanation for rejecting all the forms in the given text box. 5. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms. 6. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately. 7. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment. 8. Next, select the action to be performed from the Action drop down list. You have three options Accept, Defer and Reject. 9. If you have accepted a form, click on the Submit button to complete the process. 94
10. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box. 11. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the Reset button, will clear the fields and enable you to re-enter them. 12. A confirmation screen will appear, asking you if you want to proceed. If you wish to make any changes choose the No button and you will return to the page of forms processed by the dealing assistant. If you have no changes click on the Yes button. You will see a message on the screen informing you that your submission was successful. Once you approve an application, your choice is saved. Later, you will have to send it to a field officer for a Pre Funding Appraisal Report. If you defer an application, it remains pending. Rejection of a form stops the approval process from proceeding further. Forms once accepted, rejected or deferred, cannot be changed later. 3. Sending a Form Back to the Dealing Assistant If you are not satisfied with the checklist entered by the dealing assistant, you may send the checklist back for corrections. This step can only be done once you Accept a form processed by a dealing assistant. 1. Click on the View Accepted Forms link in the Navigation Panel to view the forms processed by dealing assistants that you had earlier approved. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that can be sent back for re-processing will display Accepted for Processing in the Status column and No FOs Assigned in the Assigned To column. It will also have a Send Back link in the Action column. 4. Click on the Send Back link to begin the process. 5. A Send Back Comments form will appear with details about the NGO prefilled. 95
6. Enter your comments about the form in the box provided. 7. Click on the Submit button to send the form back to the dealing assistant. Clicking on the Back button will take you back to the list of accepted forms. You will see a message on the screen informing you that you re the form was successfully sent back. The list of accepted forms will re-appear. 4. Sending a Form Back to the Field Officer If you are not satisfied with the PFAR submitted by the field officer, you may send the PFAR back for corrections. 1. Click on the View Accepted Forms link in the Navigation Panel to view the forms processed by field officer. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that can be sent back for re-processing will display PFAR Completed in the Status column and the name of the FO who submitted the PFAR in the Assigned To column. It will also have a Send Back link in the Action column. 4. Click on the Send Back link to begin the process. 5. A Send Back Comments form will appear with details about the NGO prefilled. 96
6. Enter your comments about the form in the box provided. 7. Click on the Submit button to send the form back to the dealing assistant. Clicking on the Back button will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully sent back. The list of accepted forms will re-appear. 5. Assigning Form to Field Officer After confirming the recommendation of the dealing assistant, the secretary of the State Board has to assign the accepted grant application form to field officers for filing the Pre Funding Appraisal Report (PFAR). Field officers may include welfare officers, project officers, assistant project officers or the secretary. 1. To begin the process, click on the View Accepted Forms link in the Navigation Panel. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that need to be sent to the field officer for a PFAR, will display Accepted for Processing in the Status column and No FOs Assigned in the Assigned To column. 4. Click on the Assign FOs (PFAR) to assign application forms to the field officers. 5. A screen will appear displaying details of the application form and allowing you to select a field officer. 6. Click on the name of a field officer in the FO s Available box. 97
7. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to conduct the PFAR, if different locations have been specified by the NGO applicant in the grant application form. 8. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 9. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. 6. Reassigning a Field Officer 1. To reassign a field officer, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Find the application form for which you want to change the field officer, and click the Re-Assign FOs (PFAR) link in the Action column. 3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that your re-assignment was successful. The process is now complete. 7. Viewing the Pre Funding Appraisal Report Application forms that have been processed by the field officer will display the PFAR Completed status on the default View Accepted Forms page. To view the PFAR submitted by the Field Officer click on the View Reports link. 98
A screen will appear displaying the types of reports filed for the concerned grant application. Click on the View PFAR link to view the Pre Funding Appraisal Report filed by the Field Officer. A screen will appear displaying the PFAR with the photos uploaded by the Field Officer. Click the Print button to print the report. The Back button will take you back to the screen displaying the list of filed reports for that grant application. 8. Recommending the proposal to the Central Board Application forms that have been processed by the field officer will display the PFAR Completed status on the default View Accepted Forms page. To recommend a grant application to the Central Social Welfare Board, click on the Recommend link in the Action column. A screen will appear displaying an online recommendation form. 1. Fill in the required details. All fields marked with a red asterisk (*) are mandatory. 2. Check the Accepted, Deferred or Rejected options button to mark your recommendation. Provide comments on your selection in the given box in not more than 500 words. 3. Click on the Submit button to send your recommendation to the Central Board. To discard your changes and go back to the list of accepted forms, click the Cancel button. 4. If you have missed entering information for any of the mandatory fields, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 99
5. Once you submit the recommendation, a page will appear informing you that your submission was successful. The default list of accepted forms will appear on your screen. 6. If you accepted the form, the form will display the Approved by State Board status on the View Accepted Forms page. If you rejected it, the form will appear on the View Rejected Forms page along with the reason and explanation for rejection. 9. Generating Form Status List The secretary of the State Board can generate a list of forms with status details, according to scheme name, for State Board Meetings. 1. Click on the Generate List for SB Meeting link in the Navigation Panel. 2. A screen will appear with a drop down list enabling you to select a form type. 3. Select a form name/ scheme from this drop down list. 4. A list of application forms for that scheme will appear. 5. This list displays details of the address of the institution, date of application, date of registration, approval status and other information. 10. Assigning Field Officers for Inspection Reports After the funds have been released by the joint director of the Central Social Welfare Board for centralized schemes, the secretary of the State Board has to assign the accepted application form to a field officer for filing an Inspection Report (IR). Field officers may include welfare officers, project officers, assistant project officers or the secretary, State Board. To begin the process, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 1. Forms that need to be sent to a field officer for filing an IR, will display Fund Released in the Status column and an Assign FOs (IR) link in the Action column. 2. Click on the Assign FOs (IR) link to assign the form to a field officer for filing the Inspection Report. 3. A screen will appear displaying details of the application form and allowing you to select a field officer. 100
4. In the FO s Available box, click on the name of the field officer you wish to select. 5. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to file the Inspection Report, if different locations have been specified by the NGO applicant in the grant application form. 6. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 7. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully assigned to the concerned field officers. The list of accepted forms will re-appear. 11. Reassigning a Field Officer for Inspection Report 1. To reassign a field officer, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Use the search form to find the application form for which you want to change the field officer, and click the Re-Assign FOs (IR) link in the Action column. 101
3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully re-assigned to the concerned field officers. The process is now complete. 12. Viewing the Inspection Report Application forms for which the field officer has filed an Inspection Report will display the IR Completed status in the Status column on the View Accepted Forms page. To view the Inspection Report submitted by the field officer click on the View Reports link. 102
A screen will appear displaying the types of reports filed for the concerned grant application. Click on the View IR link to view the Inspection Report filed by the Field Officer. A screen will appear displaying the IR with the photos uploaded by the field officer. Click the Print button to print the report. The Back button will take you back to the screen displaying the list of filed reports for that grant application. Dealing Assistant State Board 1. Viewing Assigned Forms Dealing assistants may view the new forms assigned to them, by clicking the View Assigned Forms link on the Navigation Panel. A screen will appear with a list of forms assigned for checking by the secretary, State Board. This list will also display forms for which the dealing assistant has already entered the checklist and are being processed at higher levels. 103
These forms are arranged according to the date they were assigned to a dealing assistant, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name, approval status and a link to enter the checklist. To view the next page of the list, click the given link. 1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 3. Repeat for all the forms you wish to view. 2. Entering the Checklist Dealing assistants can fill in the required checklist assigned by the secretary, State Board, by accessing the online checklist. 1. All forms newly assigned by the secretary for you to check, will have the words Assigned to DA written in the Status column. These forms will also have an Enter Checklist link in the Action column. Click on this link to access the checklist. 2. A screen will appear with the list of documents required to be enclosed by the NGO for the Working Women s Hostel Scheme. This includes documents such as copies of registration certificate, memorandum of association, statement of accounts and others. The documents to be submitted vary according to the requirements of the relevant State Board. 3. If you have received the concerned document, click the Received button, else click the Not Received button. 4. After checking and marking the status of all documents required to be enclosed, type any other points you wish to add in the given box. 104
5. If you click the Back button, you will be taken back to the list of assigned forms. Clicking the Reset button, will clear the fields and enable you to re-enter the information. 6. When you are done checking the documents, click on the Submit button to save the checklist. If you have missed checking any of the documents, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 7. Once you submit the checklist, a page will appear informing you that your submission was successful. You can print this page by clicking on the Print button. If you click on the Back button you will be taken back to the list of assigned forms. Warning: Forms once submitted cannot be modified or deleted. Kindly ensure the correctness of all details before clicking on the Submit button. 3. Recommending the Form After saving the checklist, the next step is to give your recommendations about the grant application to the secretary, State Board. Click on the Accept/Reject Forms link on the Navigation Panel, to begin this process. A screen will appear with a list of applications for which you have already entered the checklist. The forms displayed in this list are arranged according to the date of application, with the newest form listed first. This list shows the status of the form as SB - Checklist Entered. Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of forms awaiting your recommendation, click the Back button. 1. To recommend all forms at one time, first select the Select All checkbox. The checkboxes for all forms will be automatically selected. 105
2. Next, select the action to be performed from the Action drop down list located to the left of the Submit button. You have three options Accept, Defer and Reject. 3. If you selected Reject or Defer, then choose the reason for rejection from the Rejection/ Deferred drop down list. If the specific reason is not listed, select Other and enter the explanation for rejecting all the forms in the given text box. 4. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms. 5. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately. 6. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment. 106
7. Next, select the action to be performed from the Action drop down list. You have three options Accept, Defer and Reject. 8. If you have accepted a form, click on the Submit button to complete the process. 9. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box. 10. Click on the Submit button to send your recommendation to the Secretary, State Board. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the Reset button, will clear the fields and enable you to re-enter them. 11. A confirmation screen will appear asking you if you want to continue submitting the application. Click Yes to proceed; click No to go back to the list of forms with entered checklists. If you click Yes, a message will appear on the screen informing you that the action has been successfully completed. Forms once recommended, cannot be changed later. Field Officers State Board Field officers include welfare officers, project officers and assistant project officers. The secretary of a State Board may also assign himself/ herself as a field officer. 1. Viewing the Application Form The default screen displayed to a field officer after signing in to the e-awedan system shows the list of forms assigned to him/ her by the secretary, State Board. Field officers may also view the list of assigned forms by clicking the View Assigned Forms link on the Navigation Panel. The forms in this list are arranged according to the date they were assigned to a field officer, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name and approval status as well as links to enter the PFAR and view reports. 1. Click on the acknowledgement number of a form to view a form. 107
2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 2. Viewing reports entered by other officials To view reports entered by other officials click the View Reports link in the Action column of the list of assigned forms. A list of filed reports for the concerned grant application will appear. This list includes 1. Checklist filed by a dealing assistant, State Board. 2. PFARs filed by other field officers or the secretary of the State Board. 3. Recommendation of the State Board given by the secretary, State Board. 4. Checklist filed by an assistant, Central Board. 5. Sanction Letter issued by the deputy director, Central Board. 6. Inspection Report filed by field officers or the Secretary, State Board. The list of filed reports displays the name of the person who submitted the report as well as the date and the time of submission of the report. Click on a report to view it. 1. To print the report, scroll down to the bottom of the page and click the Print button. To go back to the list of filed reports, click the Back button. 2. To go back to the list of assigned forms, click the Back button. 3. Filing the Pre Funding Appraisal Report All forms newly assigned to you by the secretary will have Assigned FOs for PFAR mentioned in the Status column. To begin the process, click on the File PFAR link in the Action column. 108
An online form enabling you to file the PFAR will appear on the screen. Fill in this form with the required details. Form Element Required Information 1. NGO Details. The details of the NGO applicant will appear prefilled. You may not change these details. 2. Field officer. This will appear pre-filled and cannot be changed. 3. Time of visit. Use the calendar tool to select the date of your visit to the NGO. Select the time of the visit from the given drop down boxes hour, minute and am/ pm. 4. Institution details. Enter the contact details of the institution you visited. The phone number should be in the format (xxxxxxxxxxx) and the email address should be a valid one. Verify the registration date of the institution. Click the Yes or No options button to mark whether the institution was blacklisted from receiving government funding by the Centre or State. 5. Financial position. 1. Enter details of total turnover and other sources of funding, including government funding, in not more than 500 words. Also, provide details of loans, advances, dues and receivables. 2. Type the total amount of grant due from the government and other agencies in figures. 3. Click the Yes or No options button to mark if you have checked the bank details of the institution and found them to be correct. 4. Click the Yes or No options button to mark whether the institution has been electronically receiving funds. 5. Type details of the bank name, account number, ECS number and account holders in not more than 500 words. 6. Type details of the previous year s accounts submitted by the institution for aided programmes. This should not exceed 500 words. 6. Overall performance. Enter details of the overall performance of the institution with regard to the government aided programme. Mention information about assets and beneficiaries. This should not exceed 500 words. 7. Managing committee members. Enter the number of managing committee members according to gender, in figures. The total will be automatically displayed in the total box. Give details of the members and office bearers you 109
8. Neighbourhood details. have met in not more than 500 words. Describe the neighbourhood that the institution is located in. Provide landmarks on getting there. This should not exceed 500 words. 9. Your appraisal. Give your appraisal of the proposed programme in not more than 500 words. This appraisal should include details about the area proposed to be covered, beneficiaries and whether the activities proposed to be taken up are relevant to the area. 10. Final recommendation. Click the Recommended or Not Recommended options button to mark if you wish to recommend this project for further processing. Enter the justification for your selection in the box provided. This should not exceed 500 words. To save your work, click on the Save as Draft button located at the bottom of the page. A message informing you that the PFAR was successfully drafted will appear on the screen and you will be able to view the default Forms Assigned page. To access the saved draft later and make changes, click on the File PFAR link in the Action column. To go back to the list of assigned forms, click the Back button. After you are done filling in the required information, click on the Proceed to Upload Photo button to attach photographs of your visit. If you have missed entering any of the mandatory details, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resend. The Upload Photos screen will appear. To upload photos 1. Save the photos to your computer. Only PDF files and JPG/ JPEG images of a maximum size of 2 megabytes are allowed. 2. Click the browse button to locate the file on your computer. 3. After locating the file, click on the open button. Your photo will now get uploaded. 110
4. When the photo has finished uploading, the name of the photo along with a red cross will be displayed. 5. To delete an uploaded photo, click on the red cross. 6. You can submit a maximum of five photos for each section. To save your work, click on the Save as Draft button located at the bottom of the page. When you access the PFAR later, you will be able to view the saved version. To go back to the PFAR form in the previous screen, click on the Back button. After you are done uploading the photos, click on the Submit Report button to file the PFAR and send it to the secretary, State Board. A confirmation message will appear asking you if you are sure you want to submit the report. If you want to make further changes to the report, click the No button. If you want to send the report to the secretary, State Board, click the Yes button. A screen will appear informing you that the report was successfully submitted. The process is now complete. 4. Filing the Inspection Report All forms assigned to you by the secretary for filing the Inspection Report will have Assigned FOs for IR mentioned in the Status column. To begin the process, click on the File IR link in the Action column. 1. An online form enabling you to file the Inspection Report will appear on the screen. The NGO details and name of the field officer will appear pre-filled and cannot be changed. 2. Fill in the remaining form with the required details. 3. To save your work, click on the Save as Draft button located at the bottom of the page. A message informing you that the Inspection Report was successfully drafted will appear on the screen and you will be taken to the default Forms Assigned page. 4. To access the saved draft later and make changes, click on the File IR link in the Action column. 5. After you are done filling in the required information, click on the Proceed to Upload Images button to attach photographs of your visit. If you have missed entering any of the mandatory details, the form will reappear with 111
instructions regarding the concerned field marked in red. Kindly make the corrections and resend. 6. The Upload Photos screen will appear. 7. To upload photos, first save the photos to your computer. Only PDF files and JPG/ JPEG images of a maximum size of 2 megabytes are allowed. 8. Click the browse button to locate the file on your computer. After locating the file, click on the open button. Your photo will now get uploaded. You can submit a maximum of five photos for each section. 9. When the photo has finished uploading, the name of the photo along with a red cross will be displayed. 10. To delete an uploaded photo, click on the red cross. To save your work, click on the Save as Draft button located at the bottom of the page. When you access the IR later, you will be able to view the saved version. To go back to the IR form in the previous screen, click on the Back button. After you are done uploading the photos, click on the Submit Report button to file the Inspection Report and send it to the secretary, State Board. A confirmation message will appear asking you if you are sure you want to submit the report. If you want to make further changes to the report, click the No button. If you want to send the report to the secretary, State Board, click the Yes button. A screen will appear informing you that the Inspection Report was successfully submitted. The process is now complete. 112
Chapter 8 - Instructions for Rajiv Gandhi National Créche Scheme Forms The approval process for the Rajiv Gandhi Créche Scheme is conducted by different officials at various levels. The e-awedan system enables officials at the State and Central Board to perform the following functions - S.No Role 1. Secretary, State Board 2. Dealing Assistants, State Board. 3. Field Officers, State Board. 4. Assistant, Central Board. 5. Assistant Director, Central Board. 6. Deputy Director, Central Board 7. Joint Director, Central Social Functions 1. Assigning new forms to the dealing assistant 2. Confirming/rejecting the dealing assistant s recommendation 3. Sending a form back to the dealing assistant. 4. Assigning a form to a field officer 5. Reassigning a form to a different field officer 6. Viewing a Pre Funding Appraisal Report 7. Recommending the proposal to the Central Board 8. Issuing sanction letter 9. Generating form status list 10. Assigning field officers for Inspection Report 11. Reassigning a field officer for Inspection Report 12. Viewing the Inspection Report. 1. Viewing assigned forms. 2. Entering the checklist 3. Recommending the form. 1. Viewing assigned forms. 2. Viewing reports entered by other officials. 3. Filing the Pre Funding Appraisal Report 4. Filing the Inspection Report. 1. Entering the checklist 2. Reviewing the checklist 1. Giving final approval 2. Issuing sanction letter 1. Releasing funds 113
Secretary - State Social Welfare Board 1. Assigning New Forms to the Dealing Assistant This task can be accessed by clicking the View New Forms link on the Navigation Panel. A list of new forms will appear. 1. To assign all the new forms to a certain dealing assistant, select the name of the dealing assistant from the drop down box. 2. The checkboxes of all new forms will be automatically checked. Clicking the Reset button, will clear the checkboxes and enable you to re-check them. Click on the Submit button to send these forms to the selected dealing assistant. 3. If you want to send certain forms to different dealing assistants, click the check box to the left of the concerned form. Next, select the name of the dealing assistant from the corresponding drop down list. 4. Repeat this for each form. After you are done, click the Submit button. 114
5. A confirmation screen will appear informing you that the forms were successfully assigned to the dealing assistants. 2. Confirming/ Rejecting Dealing Assistant s Recommendation After the dealing assistant processes the application form, you will be able to view their recommendation and confirm/ reject it. To start the process, click on the Forms processed by DA link on the Navigation Panel. A list of applications checked by the dealing assistant will appear. These forms are arranged according to the date of application, with the newest form listed first. The recommendation of the dealing assistant will be displayed beside each form with the approval status and the explanation for rejection/ deferment, if any. Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of forms waiting for your approval/ rejection, click the Back button. 1. Make changes, if any, to the recommendation of the dealing assistant by changing the options in the corresponding drop down lists and boxes. 2. To recommend all forms at one time, first select the Select All checkbox. The checkboxes for all forms will be automatically selected. 115
3. Next, select the action to be performed from the Action drop down list located to the left of the Submit button. You have three options Accept, Defer and Reject. 4. If you selected Reject or Defer, then choose the reason for rejection from the Rejection/Deferred drop down list. If the specific reason is not listed, select Other and enter the explanation for rejecting all the forms in the given text box. 5. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms. 6. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately. 7. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment. 8. Next, select the action to be performed from the Action drop down list. You have three options Accept, Defer and Reject. 9. If you have accepted a form, click on the Submit button to complete the process. 10. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box. 11. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the Reset button, will clear the fields and enable you to re-enter them. 12. A confirmation screen will appear, asking you if you want to proceed. If you wish to make any changes choose the No button and you will return to the page of forms processed by the dealing assistant. If you have no changes click on the Yes button. 116
You will see a message on the screen informing you that your submission was successful. Once you approve an application, your choice is saved. Later, you will have to send it to a field officer for a Pre Funding Appraisal Report. If you defer an application, it remains pending. Rejection of a form stops the approval process from proceeding further. Forms once accepted, rejected or deferred, cannot be changed later. 117
3. Sending a Form Back to the Dealing Assistant If you are not satisfied with the checklist entered by the dealing assistant, you may send the checklist back for corrections. This step can only be done once you Accept a form processed by a dealing assistant. 1. Click on the View Accepted Forms link in the Navigation Panel to view the forms processed by dealing assistants that you had earlier approved. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that can be sent back for re-processing will display Accepted for Processing in the Status column and No FOs Assigned in the Assigned To column. It will also have a Send Back link in the Action column. 4. Click on the Send Back link to begin the process. 5. A Send Back Comments form will appear with details about the NGO pre-filled. 6. Enter your comments about the form in the box provided. 7. Click on the Submit button to send the form back to the dealing assistant. Clicking on the Back button will take you back to the list of accepted forms. 118
You will see a message on the screen informing you that you re the form was successfully sent back. The list of accepted forms will re-appear. 4. Sending a Form Back to the Field Officer If you are not satisfied with the PFAR submitted by the field officer, you may send the PFAR back for corrections. 1. Click on the View Accepted Forms link in the Navigation Panel to view the forms processed by field officer. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that can be sent back for re-processing will display PFAR Completed in the Status column and the name of the FO who submitted the PFAR in the Assigned To column. It will also have a Send Back link in the Action column. 4. Click on the Send Back link to begin the process. 5. A Send Back Comments form will appear with details about the NGO prefilled. 6. Enter your comments about the form in the box provided. 7. Click on the Submit button to send the form back to the dealing assistant. Clicking on the Back button will take you back to the list of accepted forms. 119
You will see a message on the screen informing you that the form was successfully sent back. The list of accepted forms will re-appear. 5. Assigning Form to Field Officer After confirming the recommendation of the dealing assistant, the secretary of the State Board has to assign the accepted grant application form to field officers for filing the Pre Funding Appraisal Report (PFAR). Field officers may include welfare officers, project officers, assistant project officers or the secretary. 1. To begin the process, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Forms that need to be sent to the field officer for a PFAR, will display Accepted for Processing in the Status column and No FOs Assigned in the Assigned To column. 3. Click on the Assign FOs (PFAR) to assign application forms to the Field Officers. 4. A screen will appear displaying details of the application form and allowing you to select a field officer. 5. Click on the name of a field officer in the FO s Available box. 6. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to conduct the PFAR, if different locations have been specified by the NGO applicant in the grant application form. 7. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 8. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. 120
You will see a message on the screen informing you that your action was successful. The list of accepted forms will re-appear. 6. Reassigning a Field Officer 1. To reassign a field officer, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Find the application form for which you want to change the field officer, and click the Re-Assign FOs (PFAR) link in the Action column. 3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that your re-assignment was successful. The process is now complete. 121
7. Viewing the Pre Funding Appraisal Report Application forms that have been processed by the field officer will display the PFAR Completed status on the default View Accepted Forms page. To view the PFAR submitted by the Field Officer click on the View Reports link. A screen will appear displaying the types of reports filed for the concerned grant application. Click on the View PFAR link to view the Pre Funding Appraisal Report filed by the Field Officer. A screen will appear displaying the PFAR with the photos uploaded by the Field Officer. Click the Print button to print the report. The Back button will take you back to the screen displaying the list of filed reports for that grant application. 8. Recommending the proposal Application forms that have been processed by the field officer will display the PFAR Completed status on the default View Accepted Forms page. To recommend a grant application for a sanction letter, click on the Recommend link in the Action column. 122
A screen will appear displaying an online recommendation form. 1. Fill in the required details. All fields marked with a red asterisk (*) are mandatory. 2. Check the Approved, Deferred or Rejected options button to mark your recommendation. Provide comments on your selection in the given box in not more than 500 words. 3. Click on the Submit button to send your recommendation to the Central Board. To discard your changes and go back to the list of accepted forms, click the Cancel button. 4. If you have missed entering information for any of the mandatory fields, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 5. Once you submit the recommendation, a page will appear informing you that your submission was successful. The default list of accepted forms will appear on your screen. 6. If you accepted the form, the form will display the Approved by State Board status on the View Accepted Forms page. If you rejected it, the form will appear on the View Rejected Forms page along with the reason and explanation for rejection. If the concerned NGO/ VO has applied for a grant to run more than the number of crèches specified for decentralized schemes for your State, then the grant application falls under the Centralized category. In this case, after recommendation, the form will be sent to the Central Social Welfare Board for further approval. 9. Issuing Sanction Letter If the concerned NGO/ VO has applied for a grant to run less than or equal to the number of crèches specified for decentralized schemes for your State, then the grant application falls under the De-centralized category. In this case, after recommendation, the form does not need to move to the Central Board for further processing. The secretary of the State Social Welfare Board may issue a sanction letter themselves. 1. To issue a sanction letter, click on the Issue Sanction Letter link in the Action column. 2. A screen will appear informing you of the details of the form selected and asking you to confirm that the proposal has been sanctioned by a competent authority. 123
3. If you click on the No button, you will be taken back to the page of accepted forms. 4. If you click on the Yes button, the sanction letter form for the Rajiv Gandhi Créche Scheme will appear on the screen. 5. Enter details of the grant amount in the boxes provided. When you enter the grant amount in figures, the amount will be automatically typed in words in the second box. 6. Type in other required details, such as the break up of the grant and name of the village in the boxes provided. 7. Click on the Generation Sanction Letter button to generate the sanction letter. To discard your changes and go back to the list of accepted forms, click the Cancel button. 8. If you have missed entering information for any of the mandatory fields, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 9. Once you generate the sanction letter, a page will appear informing you that the sanction letter was successfully generated. 10. Click on the Print button to print the acknowledgement. To go back to the page of accepted forms, click the Back button. 11. The form will now display the Issued Sanction Letter status on the page of accepted forms. The process of approving the grant application form is now complete. 10. Generating Form Status List The secretary of the State Board can generate a list of forms with status details, according to scheme name, for State Board Meetings. 1. Click on the Generate List for SB Meeting link in the Navigation Panel. 2. A screen will appear with a drop down list enabling you to select a form type. 3. Select a form name/ scheme from this drop down list. 4. A list of application forms for that scheme will appear. 5. This list displays details of the address of the institution, date of application, date of registration, approval status and other information. 11. Assigning Field Officers for Inspection Reports After the funds have been released, the secretary of the State Board has to assign the accepted application form to a field officer for filing an Inspection Report (IR). Field officers may include welfare officers, project officers, assistant project officers or the secretary, State Board. 1. To begin the process, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Forms that need to be sent to a field officer for filing an IR, will display Fund Released in the Status column and an Assign FOs (IR) link in the Action column. 124
3. Click on the Assign FOs (IR) link to assign the form to a field officer for filing the Inspection Report. 4. A screen will appear displaying details of the application form and allowing you to select a field officer. 5. In the FO s Available box, click on the name of the field officer you wish to select. 6. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to file the Inspection Report, if different locations have been specified by the NGO applicant in the grant application form. 7. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 8. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully assigned to the concerned field officers. The list of accepted forms will re-appear. 12. Reassigning a Field Officer for Inspection Report 1. To reassign a field officer, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Use the search form to find the application form for which you want to change the field officer, and click the Re-Assign FOs (IR) link in the Action column. 3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 125
4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully re-assigned to the concerned field officers. The process is now complete. 13. Viewing the Inspection Report Application forms for which the field officer has filed an Inspection Report will display the IR Completed status in the Status column on the View Accepted Forms page. To view the Inspection Report submitted by the field officer click on the View Reports link. A screen will appear displaying the types of reports filed for the concerned grant application. Click on the View IR link to view the Inspection Report filed by the Field Officer. A screen will appear displaying the IR with the photos uploaded by the field officer. Click the Print button to print the report. The Back button will take you back to the screen displaying the list of filed reports for that grant application. 126
Dealing Assistant State Board 1. Viewing Assigned Forms Dealing assistants may view the new forms assigned to them, by clicking the View Assigned Forms link on the Navigation Panel. A screen will appear with a list of forms assigned for checking by the secretary, State Board. This list will also display forms for which the dealing assistant has already entered the checklist and are being processed at higher levels. These forms are arranged according to the date they were assigned to a dealing assistant, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name, approval status and a link to enter the checklist. To view the next page of the list, click the given link. 1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 3. Repeat for all the forms you wish to view. 2. Entering the Checklist Dealing assistants can fill in the required checklist assigned by the secretary, State Board, by accessing the online checklist. 1. All forms newly assigned by the secretary for you to check, will have the words Assigned to DA written in the Status column. These forms will also have an Enter Checklist link in the Action column. Click on this link to access the checklist. 127
2. A screen will appear with the list of documents required to be enclosed by the NGO for the Rajiv Gandhi Créche Scheme. This includes documents such as copies of registration certificate, memorandum of association, statement of accounts and others. The documents to be submitted vary according to the requirements of the relevant State Board. 3. If you have received the concerned document, click the Received button, else click the Not Received button. 4. After checking and marking the status of all documents required to be enclosed, type any other points you wish to add in the given box. 5. If you click the Back button, you will be taken back to the list of assigned forms. Clicking the Reset button, will clear the fields and enable you to re-enter the information. 6. When you are done checking the documents, click on the Submit button to save the checklist. If you have missed checking any of the documents, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 7. Once you submit the checklist, a page will appear informing you that your submission was successful. You can print this page by clicking on the Print button. If you click on the Back button you will be taken back to the list of assigned forms. Warning: Forms once submitted cannot be modified or deleted. Kindly ensure the correctness of all details before clicking on the Submit button. 3. Recommending the Form 128
After saving the checklist, the next step is to give your recommendations about the grant application to the secretary, State Board. Click on the Accept/Reject Forms link on the Navigation Panel, to begin this process. A screen will appear with a list of applications for which you have already entered the checklist. The forms displayed in this list are arranged according to the date of application, with the newest form listed first. This list shows the status of the form as SB - Checklist Entered. Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of forms awaiting your recommendation, click the Back button. 1. To recommend all forms at one time, first select the Select All checkbox. The checkboxes for all forms will be automatically selected. 2. Next, select the action to be performed from the Action drop down list located to the left of the Submit button. You have three options Accept, Defer and Reject. 3. If you selected Reject or Defer, then choose the reason for rejection from the Rejection/ Deferred drop down list. If the specific reason is not listed, select Other and enter the explanation for rejecting all the forms in the given text box. 4. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms. 5. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately. 6. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment. 129
7. Next, select the action to be performed from the Action drop down list. You have three options Accept, Defer and Reject. 8. If you have accepted a form, click on the Submit button to complete the process. 9. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box. 10. Click on the Submit button to send your recommendation to the Secretary, State Board. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the Reset button, will clear the fields and enable you to re-enter them. 11. A confirmation screen will appear asking you if you want to continue submitting the application. Click Yes to proceed; click No to go back to the list of forms with entered checklists. If you click Yes, a message will appear on the screen informing you that the action has been successfully completed. Forms once recommended, cannot be changed later. Field Officers State Board Field officers include welfare officers, project officers and assistant project officers. The secretary of a State Board may also assign himself/ herself as a field officer. 1. Viewing the Application Form The default screen displayed to a field officer after signing in to the e-awedan system shows the list of forms assigned to him/ her by the secretary, State Board. Field officers may also view the list of assigned forms by clicking the View Assigned Forms link on the Navigation Panel. 130
The forms in this list are arranged according to the date they were assigned to a field officer, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name and approval status as well as links to enter the PFAR and view reports. 1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 2. Viewing reports entered by other officials To view reports entered by other officials click the View Reports link in the Action column of the list of assigned forms. A list of filed reports for the concerned grant application will appear. This list includes 1. Checklist filed by a dealing assistant, State Board. 2. PFARs filed by other field officers or the secretary of the State Board. 3. Recommendation of the State Board given by the secretary, State Board. 4. Checklist filed by an assistant, Central Board. 5. Sanction Letter issued by the deputy director, Central Board. 6. Inspection Report filed by field officers or the Secretary, State Board. The list of filed reports displays the name of the person who submitted the report as well as the date and the time of submission of the report. Click on a report to view it. 1. To print the report, scroll down to the bottom of the page and click the Print button. To go back to the list of filed reports, click the Back button. 131
2. To go back to the list of assigned forms, click the Back button. 3. Filing the Pre Funding Appraisal Report All forms newly assigned to you by the secretary will have Assigned FOs for PFAR mentioned in the Status column. To begin the process, click on the File PFAR link in the Action column. An online form enabling you to file the PFAR will appear on the screen. Fill in this form with the required details. Form Element Required Information 1. NGO Details. The details of the NGO applicant will appear prefilled. You may not change these details. 2. Field officer. This will appear pre-filled and cannot be changed. 3. Time of visit. Use the calendar tool to select the date of your visit to the NGO. Select the time of the visit from the given drop down boxes hour, minute and am/ pm. 4. Institution details. Enter the contact details of the institution you visited. The phone number should be in the format (xxxxxxxxxxx) and the email address should be a valid one. 1. Verify the registration date of the institution. 2. Click the Yes or No options button to mark whether the institution was blacklisted from receiving government funding by the Centre or State. 132
5. Financial position. 1. Enter details of total turnover and other sources of funding, including government funding, in not more than 500 words. Also, provide details of loans, advances, dues and receivables. 2. Type the total amount of grant due from the government and other agencies in figures. 3. Click the Yes or No options button to mark if you have checked the bank details of the institution and found them to be correct. 4. Click the Yes or No options button to mark whether the institution has been electronically receiving funds. 5. Type details of the bank name, account number, ECS number and account holders in not more than 500 words. 6. Type details of the previous year s accounts submitted by the institution for aided programmes. This should not exceed 500 words. 6. Overall performance. Enter details of the overall performance of the institution with regard to the government aided programme. Mention information about assets and beneficiaries. This should not exceed 500 words. 7. Managing committee members. Enter the number of managing committee members according to gender, in figures. The total will be automatically displayed in the total box. Give details of the members and office bearers you have met in not more than 500 words. 8.Neighbourhood details. Describe the neighbourhood that the institution is located in. Provide landmarks on getting there. This should not exceed 500 words. 9. Your appraisal. Give your appraisal of the proposed programme in not more than 500 words. This appraisal should include details about the area proposed to be covered, beneficiaries and whether the activities proposed to be taken up are relevant to the area. 10. Final recommendation. Click the Recommended or Not Recommended options button to mark if you wish to recommend this project for further processing. Enter the justification for your selection in the box provided. This should not exceed 500 words. To save your work, click on the Save as Draft button located at the bottom of the page. A message informing you that the PFAR was successfully drafted will appear on the screen and you will be able to view the default Forms Assigned page. 133
To access the saved draft later and make changes, click on the File PFAR link in the Action column. To go back to the list of assigned forms, click the Back button. After you are done filling in the required information, click on the Proceed to Upload Photo button to attach photographs of your visit. If you have missed entering any of the mandatory details, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resend. The Upload Photos screen will appear. To upload photos 1. Save the photos to your computer. Only PDF files and JPG/ JPEG images of a maximum size of 2 megabytes are allowed. 2. Click the browse button to locate the file on your computer. 3. After locating the file, click on the open button. Your photo will now get uploaded. 4. When the photo has finished uploading, the name of the photo along with a red cross will be displayed. 5. To delete an uploaded photo, click on the red cross. 6. You can submit a maximum of five photos for each section. To save your work, click on the Save as Draft button located at the bottom of the page. When you access the PFAR later, you will be able to view the saved version. To go back to the PFAR form in the previous screen, click on the Back button. After you are done uploading the photos, click on the Submit Report button to file the PFAR and send it to the secretary, State Board. A confirmation message will appear asking you if you are sure you want to submit the report. If you want to make further changes to the report, click the No button. If you want to send the report to the secretary, State Board, click the Yes button. 134
A screen will appear informing you that the report was successfully submitted. The process is now complete. 4. Filing the Inspection Report All forms assigned to you by the secretary for filing the Inspection Report will have Assigned FOs for IR mentioned in the Status column. To begin the process, click on the File IR link in the Action column. 1. An online form enabling you to file the Inspection Report will appear on the screen. The NGO details and name of the field officer will appear pre-filled and cannot be changed. 2. Fill in the remaining form with the required details. 3. To save your work, click on the Save as Draft button located at the bottom of the page. A message informing you that the Inspection Report was successfully drafted will appear on the screen and you will be taken to the default Forms Assigned page. 4. To access the saved draft later and make changes, click on the File IR link in the Action column. 5. After you are done filling in the required information, click on the Proceed to Upload Images button to attach photographs of your visit. If you have missed entering any of the mandatory details, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resend. 6. The Upload Photos screen will appear. 7. To upload photos, first save the photos to your computer. Only PDF files and JPG/ JPEG images of a maximum size of 2 megabytes are allowed. 8. Click the browse button to locate the file on your computer. After locating the file, click on the open button. Your photo will now get uploaded. You can submit a maximum of five photos for each section. 135
9. When the photo has finished uploading, the name of the photo along with a red cross will be displayed. 10. To delete an uploaded photo, click on the red cross. To save your work, click on the Save as Draft button located at the bottom of the page. When you access the IR later, you will be able to view the saved version. To go back to the IR form in the previous screen, click on the Back button. After you are done uploading the photos, click on the Submit Report button to file the Inspection Report and send it to the secretary, State Board. A confirmation message will appear asking you if you are sure you want to submit the report. If you want to make further changes to the report, click the No button. If you want to send the report to the secretary, State Board, click the Yes button. A screen will appear informing you that the Inspection Report was successfully submitted. The process is now complete. 136
Chapter 9 - Instructions for Innovative Scheme Forms The approval process for the Innovative Scheme is conducted by different officials at various levels. The e-awedan system enables officials at the State and Central Board to perform the following functions - S.No Role 1. Secretary, State Board 2. Dealing Assistants, State Board. 3. Field Officers, State Board. 4. Assistant, Central Board. 5. Assistant Director, Central Board. 6. Deputy Director, Central Board 7. Joint Director, Central Social Functions 1. Assigning new forms to the dealing assistant 2. Confirming/rejecting the dealing assistant s recommendation 3. Sending a form back to the dealing assistant. 4. Assigning a form to a field officer 5. Reassigning a form to a different field officer 6. Viewing a Pre Funding Appraisal Report 7. Recommending the proposal to the Central Board 8. Generating form status list 9. Assigning field officers for Inspection Report 10. Reassigning a field officer for Inspection Report 1. Viewing assigned forms 2. Entering the checklist 3. Recommending the form 1. Viewing assigned forms 2. Viewing reports entered by other officials. 3. Filing the Pre Funding Appraisal Report 4. Filing the Inspection Report 1. Entering the checklist 1. Reviewing the checklist 1. Giving final approval 2. Issuing sanction letter 1. Releasing funds 137
Secretary - State Social Welfare Board 1. Assigning New Forms to the Dealing Assistant This task can be accessed by clicking the View New Forms link on the Navigation Panel. A list of new forms will appear. 1. To assign all the new forms to a certain dealing assistant, select the name of the dealing assistant from the drop down box. 2. The checkboxes of all new forms will be automatically checked. Clicking the Reset button, will clear the checkboxes and enable you to re-check them. Click on the Submit button to send these forms to the selected dealing assistant. 3. If you want to send certain forms to different dealing assistants, click the check box to the left of the concerned form. Next, select the name of the dealing assistant from the corresponding drop down list. 4. Repeat this for each form. After you are done, click the Submit button. 5. A confirmation screen will appear informing you that the forms were successfully assigned to the dealing assistants. 138
2. Confirming/ Rejecting Dealing Assistant s Recommendation After the dealing assistant processes the application form, you will be able to view their recommendation and confirm/ reject it. To start the process, click on the Forms processed by DA link on the Navigation Panel. A list of applications checked by the dealing assistant will appear. These forms are arranged according to the date of application, with the newest form listed first. The recommendation of the dealing assistant will be displayed beside each form with the approval status and the explanation for rejection/ deferment, if any. Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of forms waiting for your approval/ rejection, click the Back button. 1. Make changes, if any, to the recommendation of the dealing assistant by changing the options in the corresponding drop down lists and boxes. 2. To recommend all forms at one time, first select the Select All checkbox. The checkboxes for all forms will be automatically selected. 139
3. Next, select the action to be performed from the Action drop down list located to the left of the Submit button. You have three options Accept, Defer and Reject. 4. If you selected Reject or Defer, then choose the reason for rejection from the Rejection/Deferred drop down list. If the specific reason is not listed, select Other and enter the explanation for rejecting all the forms in the given text box. 5. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms. 6. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately. 7. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment. 8. Next, select the action to be performed from the Action drop down list. You have three options Accept, Defer and Reject. 9. If you have accepted a form, click on the Submit button to complete the process. 10. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box. 11. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the Reset button, will clear the fields and enable you to re-enter them. 12. A confirmation screen will appear, asking you if you want to proceed. If you wish to make any changes choose the No button and you will return 140
to the page of forms processed by the dealing assistant. If you have no changes click on the Yes button. You will see a message on the screen informing you that your submission was successful. Once you approve an application, your choice is saved. Later, you will have to send it to a field officer for a Pre Funding Appraisal Report. If you defer an application, it remains pending. Rejection of a form stops the approval process from proceeding further. Forms once accepted, rejected or deferred, cannot be changed later. 141
3. Sending a Form Back to the Dealing Assistant If you are not satisfied with the checklist entered by the dealing assistant, you may send the checklist back for corrections. This step can only be done once you Accept a form processed by a dealing assistant. 1. Click on the View Accepted Forms link in the Navigation Panel to view the forms processed by dealing assistants that you had earlier approved. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that can be sent back for re-processing will display Accepted for Processing in the Status column and No FOs Assigned in the Assigned To column. It will also have a Send Back link in the Action column. 4. Click on the Send Back link to begin the process. 5. A Send Back Comments form will appear with details about the NGO prefilled. 6. Enter your comments about the form in the box provided. 7. Click on the Submit button to send the form back to the dealing assistant. Clicking on the Back button will take you back to the list of accepted forms. 142
You will see a message on the screen informing you that you re the form was successfully sent back. The list of accepted forms will re-appear. 4. Sending a Form Back to the Field Officer If you are not satisfied with the PFAR submitted by the field officer, you may send the PFAR back for corrections. 1. Click on the View Accepted Forms link in the Navigation Panel to view the forms processed by field officer. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that can be sent back for re-processing will display PFAR Completed in the Status column and the name of the FO who submitted the PFAR in the Assigned To column. It will also have a Send Back link in the Action column. 4. Click on the Send Back link to begin the process. 5. A Send Back Comments form will appear with details about the NGO prefilled. 6. Enter your comments about the form in the box provided. 7. Click on the Submit button to send the form back to the dealing assistant. Clicking on the Back button will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully sent back. The list of accepted forms will re-appear. 143
5. Assigning Form to Field Officer After confirming the recommendation of the dealing assistant, the secretary of the State Board has to assign the accepted grant application form to field officers for filing the Pre Funding Appraisal Report (PFAR). Field officers may include welfare officers, project officers, assistant project officers or the secretary. 1. To begin the process, click on the View Accepted Forms link in the Navigation Panel. 2. A list of forms that have been accepted at different levels will appear. 3. Forms that need to be sent to the field officer for a PFAR, will display Accepted for Processing in the Status column and No FOs Assigned in the Assigned To column. 4. Click on the Assign FOs (PFAR) to assign application forms to the Field Officers. 5. A screen will appear displaying details of the application form and allowing you to select a field officer. 6. Click on the name of a field officer in the FO s Available box. 7. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to conduct the PFAR, if different locations have been specified by the NGO applicant in the grant application form. 8. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 144
9. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that your action was successful. The list of accepted forms will re-appear. 6. Reassigning a Field Officer 1. To reassign a field officer, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Find the application form for which you want to change the field officer, and click the Re-Assign FOs (PFAR) link in the Action column. 3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. 145
You will see a message on the screen informing you that your re-assignment was successful. The process is now complete. 146
7. Viewing the Pre Funding Appraisal Report Application forms that have been processed by the field officer will display the PFAR Completed status on the default View Accepted Forms page. To view the PFAR submitted by the Field Officer click on the View Reports link. A screen will appear displaying the types of reports filed for the concerned grant application. Click on the View PFAR link to view the Pre Funding Appraisal Report filed by the Field Officer. A screen will appear displaying the PFAR with the photos uploaded by the Field Officer. Click the Print button to print the report. The Back button will take you back to the screen displaying the list of filed reports for that grant application. 8. Recommending the proposal to the Central Board Application forms that have been processed by the field officer will display the PFAR Completed status on the default View Accepted Forms page. To recommend a grant application to the Central Social Welfare Board, click on the Recommend link in the Action column. A screen will appear displaying an online recommendation form. 147
1. Fill in the required details. All fields marked with a red asterisk (*) are mandatory. 2. Check the Approved, Deferred or Rejected options button to mark your recommendation. Provide comments on your selection in the given box in not more than 500 words. 3. Click on the Submit button to send your recommendation to the Central Board. To discard your changes and go back to the list of accepted forms, click the Cancel button. 4. If you have missed entering information for any of the mandatory fields, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 5. Once you submit the recommendation, a page will appear informing you that your submission was successful. The default list of accepted forms will appear on your screen. 6. If you accepted the form, the form will display the Approved by State Board status on the View Accepted Forms page. If you rejected it, the form will appear on the View Rejected Forms page along with the reason and explanation for rejection. 9. Generating Form Status List The secretary of the State Board can generate a list of forms with status details, according to scheme name, for State Board Meetings. 1. Click on the Generate List for SB Meeting link in the Navigation Panel. 2. A screen will appear with a drop down list enabling you to select a form type. 3. Select a form name/ scheme from this drop down list. 4. A list of application forms for that scheme will appear. 5. This list displays details of the address of the institution, date of application, date of registration, approval status and other information. 10. Assigning Field Officers for Inspection Reports After the funds have been released by the joint director of the Central Social Welfare Board for centralized schemes, the secretary of the State Board has to assign the accepted application form to a field officer for filing an Inspection 148
Report (IR). Field officers may include welfare officers, project officers, assistant project officers or the secretary, State Board. To begin the process, click on the View Accepted Forms link on the Navigation Panel. A list of forms that have been accepted at different levels will appear. 1. Forms that need to be sent to a field officer for filing an IR, will display Fund Released in the Status column and an Assign FOs (IR) link in the Action column. 2. Click on the Assign FOs (IR) link to assign the form to a field officer for filing the Inspection Report. 3. A screen will appear displaying details of the application form and allowing you to select a field officer. 4. In the FO s Available box, click on the name of the field officer you wish to select. 5. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to file the Inspection Report, if different locations have been specified by the NGO applicant in the grant application form. 6. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 7. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that the form was successfully assigned to the concerned field officers. The list of accepted forms will re-appear. 11. Reassigning a Field Officer for Inspection Report 1. To reassign a field officer, click on the View Accepted Forms link in the Navigation Panel. A list of forms that have been accepted at different levels will appear. 2. Use the search form to find the application form for which you want to change the field officer, and click the Re-Assign FOs (IR) link in the Action column. 3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. 149
You will see a message on the screen informing you that the form was successfully re-assigned to the concerned field officers. The process is now complete. Dealing Assistant State Board 1. Viewing Assigned Forms Dealing assistants may view the new forms assigned to them, by clicking the View Assigned Forms link on the Navigation Panel. A screen will appear with a list of forms assigned for checking by the secretary, State Board. This list will also display forms which are being processed at higher levels. These forms are arranged according to the date they were assigned to a dealing assistant, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name, approval status and a link to enter the checklist. To view the next page of the list, click the given link. 1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 3. Repeat for all the forms you wish to view. 2. Entering the Checklist Dealing assistants can fill in the required checklist assigned by the secretary, State Board, by accessing the online checklist. 1. All forms newly assigned by the secretary for you to check, will have the words Assigned to DA written in the Status column. These forms will also have an Enter Checklist link in the Action column. Click on this link to access the checklist. 2. A screen will appear with the list of documents required to be enclosed by the NGO for the Innovative Scheme. This includes documents such as copies of registration certificate, memorandum of association, statement of accounts and others. The documents to be submitted vary according to the requirements of the relevant State Board. 3. If you have received the concerned document, click the Received button, else click the Not Received button. 150
4. After checking and marking the status of all documents required to be enclosed, type any other points you wish to add in the given box. 5. If you click the Back button, you will be taken back to the list of assigned forms. Clicking the Reset button, will clear the fields and enable you to re-enter the information. 6. When you are done checking the documents, click on the Submit button to save the checklist. If you have missed checking any of the documents, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resubmit. 7. Once you submit the checklist, a page will appear informing you that your submission was successful. You can print this page by clicking on the Print button. If you click on the Back button you will be taken back to the list of assigned forms. Warning: Forms once submitted cannot be modified or deleted. Kindly ensure the correctness of all details before clicking on the Submit button. 3. Recommending the Form After saving the checklist, the next step is to give your recommendations about the grant application to the secretary, State Board. Click on the Accept/Reject Forms link on the Navigation Panel, to begin this process. A screen will appear with a list of applications for which you have already entered the checklist. The forms displayed in this list are arranged according to the date of application, with the newest form listed first. This list shows the status of the form as SB - Checklist Entered. Click on the acknowledgement number of a form to view a form. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of forms awaiting your recommendation, click the Back button. 1. To recommend all forms at one time, first select the Select All checkbox. The checkboxes for all forms will be automatically selected. 151
2. Next, select the action to be performed from the Action drop down list located to the left of the Submit button. You have three options Accept, Defer and Reject. 3. If you selected Reject or Defer, then choose the reason for rejection from the Rejection/ Deferred drop down list. If the specific reason is not listed, select Other and enter the explanation for rejecting all the forms in the given text box. 4. This reason and explanation will automatically reflect in the drop down list and text box at the side of each form, for all application forms. 5. If you want different actions to be applied for various forms, then you will have to specify your recommendation for each form separately. 6. Click the check box to the left of the form for which you wish to enter your recommendation. Forms marked for acceptance have to be checked separately from those marked for rejection/ deferment. 7. Next, select the action to be performed from the Action drop down list. You have three options Accept, Defer and Reject. 8. If you have accepted a form, click on the Submit button to complete the process. 152
9. If you have rejected/ deferred a form, select the reason from the corresponding drop down list and provide the explanation for the same in the text box. 10. Click on the Submit button to send your recommendation to the Secretary, State Board. If you miss checking a box, a message will display reminding you to check at least one box and submit. Clicking the Reset button, will clear the fields and enable you to re-enter them. 11. A confirmation screen will appear asking you if you want to continue submitting the application. Click Yes to proceed; click No to go back to the list of forms with entered checklists. If you click Yes, a message will appear on the screen informing you that the action has been successfully completed. Forms once recommended, cannot be changed later. Field Officers State Board Field officers include welfare officers, project officers and assistant project officers. The secretary of a State Board may also assign himself/ herself as a field officer. 1. Viewing the Application Forms The default screen displayed to a field officer after signing in to the e-awedan system shows the list of forms assigned to him/ her by the secretary, State Board. Field officers may also view the list of assigned forms by clicking the View Assigned Forms link on the Navigation Panel. The forms in this list are arranged according to the date they were assigned to a field officer, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name and approval status as well as links to enter the PFAR and view reports. 1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 2. Viewing reports entered by other officials To view reports entered by other officials click the View Reports link in the Action column of the list of assigned forms. 153
A list of filed reports for the concerned grant application will appear. This list includes 1. Checklist filed by a dealing assistant, State Board. 2. PFARs filed by other field officers or the secretary of the State Board. 3. Recommendation of the State Board given by the secretary, State Board. 4. Checklist filed by an assistant, Central Board. 5. Sanction Letter issued by the deputy director, Central Board. 6. Inspection Report filed by field officers or the Secretary, State Board. The list of filed reports displays the name of the person who submitted the report as well as the date and the time of submission of the report. Click on a report to view it. 1. To print the report, scroll down to the bottom of the page and click the Print button. To go back to the list of filed reports, click the Back button. 2. To go back to the list of assigned forms, click the Back button. 3. Filing the Pre Funding Appraisal Report All forms newly assigned to you by the secretary will have Assigned FOs for PFAR mentioned in the Status column. To begin the process, click on the File PFAR link in the Action column. An online form enabling you to file the PFAR will appear on the screen. Fill in this form with the required details. Form Element Required Information 1. NGO Details. The details of the NGO applicant will appear pre-filled. You may not change these details. 2. Field officer. This will appear pre-filled and cannot be changed. 3. Time of visit. Use the calendar tool to select the date of your visit to the NGO. Select the time of the visit from the given drop down boxes hour, minute and am/ pm. 4. Institution details. Enter the contact details of the institution you visited. The phone number should be in the format (xxx-xxxxxxxx) and the email address should be a valid one. Verify the registration date of the institution. 154
Click the Yes or No options button to mark whether the institution was blacklisted from receiving government funding by the Centre or State. 5. Financial position. 1. Enter details of total turnover and other sources of funding, including government funding, in not more than 500 words. Also, provide details of loans, advances, dues and receivables. 2. Type the total amount of grant due from the government and other agencies in figures. 3. Click the Yes or No options button to mark if you have checked the bank details of the institution and found them to be correct. 4. Click the Yes or No options button to mark whether the institution has been electronically receiving funds. 5. Type details of the bank name, account number, ECS number and account holders in not more than 500 words. 6. Type details of the previous year s accounts submitted by the institution for aided programmes. This should not exceed 500 words. 6. Overall performance. Enter details of the overall performance of the institution with regard to the government aided programme. Mention information about assets and beneficiaries. This should not exceed 500 words. 7. Managing committee members. 8. Neighbourhood details. Enter the number of managing committee members according to gender, in figures. The total will be automatically displayed in the total box. Give details of the members and office bearers you have met in not more than 500 words. Describe the neighbourhood that the institution is located in. Provide landmarks on getting there. This should not exceed 500 words. 9. Your appraisal. Give your appraisal of the proposed programme in not more than 500 words. This appraisal should include details about the area proposed to be covered, beneficiaries and whether the activities proposed to be taken up are relevant to the area. 10. Final recommendation. Click the Recommended or Not Recommended options button to mark if you wish to recommend this project for further processing. Enter the justification for your selection in the box provided. This should not exceed 500 words. To save your work, click on the Save as Draft button located at the bottom of the page. A message informing you that the PFAR was successfully drafted will appear on the screen and you will be able to view the default Forms Assigned page. 155
To access the saved draft later and make changes, click on the File PFAR link in the Action column. To go back to the list of assigned forms, click the Back button. After you are done filling in the required information, click on the Proceed to Upload Photo button to attach photographs of your visit. If you have missed entering any of the mandatory details, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resend. The Upload Photos screen will appear. To upload photos 1. Save the photos to your computer. Only PDF files and JPG/ JPEG images of a maximum size of 2 megabytes are allowed. 2. Click the browse button to locate the file on your computer. 3. After locating the file, click on the open button. Your photo will now get uploaded. 4. When the photo has finished uploading, the name of the photo along with a red cross will be displayed. 5. To delete an uploaded photo, click on the red cross. 6. You can submit a maximum of five photos for each section. To save your work, click on the Save as Draft button located at the bottom of the page. When you access the PFAR later, you will be able to view the saved version. To go back to the PFAR form in the previous screen, click on the Back button. After you are done uploading the photos, click on the Submit Report button to file the PFAR and send it to the secretary, State Board. A confirmation message will appear asking you if you are sure you want to submit the report. 156
If you want to make further changes to the report, click the No button. If you want to send the report to the secretary, State Board, click the Yes button. A screen will appear informing you that the report was successfully submitted. The process is now complete. 4. Filing the Inspection Report All forms assigned to you by the secretary for filing the Inspection Report will have Assigned FOs for IR mentioned in the Status column. To begin the process, click on the File IR link in the Action column. 1. An online form enabling you to file the Inspection Report will appear on the screen. The NGO details and name of the field officer will appear pre-filled and cannot be changed. 2. Fill in the remaining form with the required details. 3. To save your work, click on the Save as Draft button located at the bottom of the page. A message informing you that the Inspection Report was successfully drafted will appear on the screen and you will be taken to the default Forms Assigned page. 4. To access the saved draft later and make changes, click on the File IR link in the Action column. 5. After you are done filling in the required information, click on the Proceed to Upload Images button to attach photographs of your visit. If you have missed entering any of the mandatory details, the form will reappear with instructions regarding the concerned field marked in red. Kindly make the corrections and resend. 6. The Upload Photos screen will appear. 7. To upload photos, first save the photos to your computer. Only PDF files and JPG/ JPEG images of a maximum size of 2 megabytes are allowed. 157
8. Click the browse button to locate the file on your computer. After locating the file, click on the open button. Your photo will now get uploaded. You can submit a maximum of five photos for each section. 9. When the photo has finished uploading, the name of the photo along with a red cross will be displayed. 10. To delete an uploaded photo, click on the red cross. To save your work, click on the Save as Draft button located at the bottom of the page. When you access the IR later, you will be able to view the saved version. To go back to the IR form in the previous screen, click on the Back button. After you are done uploading the photos, click on the Submit Report button to file the Inspection Report and send it to the secretary, State Board. A confirmation message will appear asking you if you are sure you want to submit the report. If you want to make further changes to the report, click the No button. If you want to send the report to the secretary, State Board, click the Yes button. A screen will appear informing you that the Inspection Report was successfully submitted. The process is now complete. 158
Chapter 10 - Instructions for Short Stay Home Forms The approval process for the Short Stay Home Scheme is different from that of other schemes. After a grant application is approved by the Ministry of Women and Child Development, the Central Social Welfare Board informs the concerned NGO to submit the application form online through the e-awedan system. After the NGO submits the online application, it will be first viewed by the Joint Director of the Central Board. From hereon begins the approval process. The e-awedan system enables officials at the State and Central Board to perform the following functions Secretary - State Social Welfare Board 1. Assigning Form to Field Officer for PFAR After the deputy director of the Central Board recommends a grant application for a Pre Funding Appraisal Report (PFAR), the secretary of the State Board has to assign the concerned application form to field officers for filing the PFAR. Field officers may include welfare officers, project officers, assistant project officers or the secretary. 1. To begin the process, click on the View SSH Forms link in the Navigation Panel. 2. A list of Short Stay Home Scheme forms that are being processed at different levels will appear. 3. Forms that need to be sent to the field officer for a PFAR, will display Recommended for PFAR in the Status column and an Assigned FOs link in the Action column. 4. Click on the Assign FOs (PFAR) to assign application forms to the Field Officers. 5. A screen will appear displaying details of the application form and allowing you to select a field officer. 159
6. Click on the name of a field officer in the FO s Available box. 7. Next, click on the yellow right arrow to enter this name in the FO s Selected for Assigning box. You can assign more field officers to conduct the PFAR, if different locations have been specified by the NGO applicant in the grant application form. 8. To remove the name of an FO from the FO s Selected for Assigning box, click on the name to select it. Then click on the yellow left arrow. The concerned FO name will now show in the FO s Available box. 9. When you are done, click on the Assign button to assign the grant application to the selected field officers. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that your action was successful. The list of SSH forms will re-appear. 2. Reassigning a Field Officer 1. To reassign a field officer, click on the View SSH Forms link in the Navigation Panel. A list of Short Stay Home forms that are being processed at different levels will appear. 2. Find the application form for which you want to change the field officer, and click the Re-Assign FOs (PFAR) link in the Action column. 160
3. A screen will appear displaying details of the application form and the original field officers selected in the FO s Selected for Re-assigning box. 4. Click on the name of the field officer you want to reassign and click the yellow left arrow to move the name to the FO s Available box. 5. Next, select the name of the replacement field officer in the FO s Available box and click on the yellow right arrow to move this name to the FO s Selected for Re-assigning box. 6. When you are done, click on the Re-Assign button to complete the process. Clicking on the Back button, will take you back to the list of accepted forms. You will see a message on the screen informing you that your re-assignment was successful. The process is now complete. Field Officers State Board Field officers include welfare officers, project officers and assistant project officers. The secretary of a State Board may also assign himself/ herself as a field officer. 1. Viewing the Application Form To default screen displayed to a field officer after signing in to the e-awedan system shows the list of forms assigned to him/ her by the secretary, State Board. Field officers may also view the list of assigned forms by clicking the View Assigned Forms link on the Navigation Panel. The forms in this list are arranged according to the date they were assigned to a field officer, with the newest form listed first. This list also shows the form s acknowledgement number, NGO name and approval status as well as links to enter the PFAR and view reports. 161
1. Click on the acknowledgement number of a form to view a form. 2. If you want to print this form, scroll down to the bottom of the page and click the Print button. To go back to the list of assigned forms, click the Back button. 2. Filing the Pre Funding Appraisal Report All forms newly assigned to you by the secretary will have Assigned FOs for PFAR mentioned in the Status column. To begin the process, click on the File PFAR link in the Action column. An online form enabling you to file the PFAR will appear on the screen. Fill in this form with the required details. Form Element Required Information 1. NGO Details. The details of the NGO applicant will appear prefilled. You may not change these details. 2. Field officer. This will appear pre-filled and cannot be changed. 3. Time of visit. Use the calendar tool to select the date of your visit to the NGO. Select the time of the visit from the given drop down boxes hour, minute and am/ pm. 4. Institution details. Enter the contact details of the institution you visited. The phone number should be in the format (xxxxxxxxxxx) and the email address should be a valid one. Verify the registration date of the institution. Click the Yes or No options button to mark whether the institution was blacklisted from receiving government funding by the Centre or State. 5. Financial position. 1. Enter details of total turnover and other sources of funding, including government funding, in not more than 500 words. Also, provide details of loans, advances, dues and receivables. 2. Type the total amount of grant due from the government and other agencies in figures. 3. Click the Yes or No options button to mark if you have checked the bank details of the institution and found them to be correct. 162