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Municipality-In-A-Box |
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Municipality-In-A-Box is a solution that covers major
functionalities required by the entities under Urban Development
Bodies like Municipal Councils & Corporations. This solution makes
optimum use of the core of SAP’s one of the premium products “SAP Business One” to comply with “Double Entry Accrual Accounting System” which is now mandatory for the entities under Urban Development Authorities.
The Solution has following major modules:
1. Birth & Death Registration
2. Citizen Grievances
3. Accounting
4. Purchasing & Procurement
5. Payroll
6. Building Plan Approval
7. Water Connection
8. Property Tax
9. Fleet Management
10. Project System
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Birth & Death Registration:: |
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1. Recording births and deaths occurring in the Urban Local Body’s jurisdiction.
2. Verification of details provided by applicants with the records furnished by hospitals.
3. Recording name of parents for each birth; verification of address of parents.
4. Registration of such births and deaths
5. Recording of other details like cause of death, etc. and using this information for improving the services rendered to the citizens.
6. Collection of fees for registration of births and deaths and accounting the collections under proper accounting heads.
7. Enable reconciliation with Accounting module.
8. Printing of receipts for amounts received, Birth Certificate, Death Certificate.
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Citizen Grievances: |
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1. Recording of citizens’ complaints received from various channels (hand written, internet, call centre, etc.) and providing unique ID
(identification).
2. Generate auto-acknowledgement to complainant.
3. Classify the complaints based on predefined parameters (activity, geographical, nature of complaint) and forward the same to the
persons concerned; auto- forwarding of complaints to the concerned person may be possible.
4. Record the action taken by the responsible officials and the ultimate resolution of the problem.
5. Allow the responsible officials access to data on the history of an asset/contractor details while resolving complaints
6. Enable the citizen to know the status of his/her complaint through various channels.
7. Generate registers like: Grievance Disposal Register (department-wise), Complaint Tracking Register (complaint seniority-wise).
8. Generate output/reports like: Grievance Status Summary (type-wise/zone
wise), Action Taken Reports, List of Pending Grievances,
Statistics on Grievance Handled (received/disposed/types/zones), etc.
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Accounting: |
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1. Incorporate appropriate accounting policies suited for the functioning of an ULB with focus on objective orientation.
2. Preparation of annual budget in a scientific and structured manner (as against the incremental approach).
3. Accounting based on the coding system suggested in the National Accounting Manual; facilities for users to view various levels of
accounting codes and the transactions thereat.
4. Accounting at various levels
5. Accruing of all possible revenue items, payables (for which this module has to be integrated with the other modules).
6. Accounting of collections on a daily basis without having to record the data in multiple instances.
7. Proper accounting of instances like dishonor of cheque, stale cheque, etc.
8. Accounting of expenses across the organization without delay.
9. Accounting of assets and liabilities
10. Performing basic checks like verification of vouchers check number/voucher number continuity, tallying of debit and credit, etc.
11. Generation of various ledgers and registers like: Cash/Bank Book, Journal Register, General Ledger, Debtor/Creditor Ledger, Fixed
Asset Register, Liability Register (borrowings), other control registers like Check Issue Register, subsidiary registers like Purchase
Register, Advance Register, etc
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Purchasing & Procurement: |
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1. Trigger procurement procedures based on defined inventory levels.
2. Preparation of the necessary paperwork that are part of the procurement process.
3. Maintain a database of materials, their suppliers, rates, terms and conditions, etc. to be used in subsequent purchases.
4. Keep track of purchase orders, delivery notes, invoices, credit periods, interest rates, etc.
5. Provide for e-tendering in the case of tendered procurements to speed up the process.
6. Maintain documents and registers forming part of the procurement procedures.
7. Generate registers like: Suppliers Register, Procurement Register, etc..
8. Registration of receipt of bills from vendors/suppliers/contractors.
9. Keep a record of the quality of materials procured to serve as a reference base for future use.
10. Analysis of procurements made with respect to parameters like time of delivery, price, credit terms, etc.
11. Links to Accounting, Ward Work’s modules.
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Payroll: |
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1. Capture pertinent employee information to manage all employee records and data.
2. Definition and Maintenance of payroll information for employees.
3. Definition of work hours / shifts, overtime policies.
4. Leave requisition and approval.
5. Daily Attendance.
6. Generation of Periodic attendance sheet after considering holidays, leave and Overtime.
7. Processing of payroll and posting of GL Accounts based on approved attendance
Sheet and payroll information defined in the employee
master setup generation of pay slips
8. Processing of Full and final settlement
9. Generation of statutory reports for PF, ESIC, TDS.
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Building Plan Approval: |
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1. Receipt and recording of building plan approval applications.
2. Classification of applications and forwarding to the respective authority for sanctioning based on the dimension, type of construction and
other defined criteria.
3. Collection of the application fees.
4. Sanctioning of the application based on predefined criteria.
5. Recovery of various charges like development charges, betterment charges, etc.
6. Record detection of illegal construction, illegal use, issue of notices, recovery of compounding charges, and filing and keeping track of
legal proceedings.
7. Regularization of illegal constructions.
8. Generation of registers like: Application Register, Approval Register, NOC Issue Register, etc.
9. Generation of outputs/reports like: Status of Applications, Completion Certificate, NOC, Building Plan Verification Status, etc.
10. Tracking of periodic inspections of buildings to detect illegal constructions/use.
11. Reconciliation with accounting.
12. Links to Property Tax module.
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Water Connection: |
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1. Receipt and recording of water connection approval applications.
2. Classification of applications and forwarding to the respective authority for sanctioning based on the Dimensions, type of construction
and other defined criteria.
3. Collection of the application fees.
4. Sanctioning of the application based on predefined criteria.
5. Recovery of various charges like connection charges, betterment charges, etc.
6. Record detection of illegal use, issue of notices, recovery of compounding charges, and filing and keeping track of legal proceedings.
7. Regularization of illegal connections.
8.
Generation of registers like: Application Register, Approval
Register, NOC Issue Register, etc.
9. Generation of
outputs/reports like: Status of Applications, Completion
Certificate, NOC, Building Plan Verification Status, etc.
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Tracking of periodic inspections of water connection to detect illegal
constructions/use.
11.
Reconciliation with accounting.
12.
Links to
Property Tax module.
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Property Tax: |
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1. Recording applicant details for new assessment and also facilitates in modifying an existing record and deleting an existing record.
2. Generate a new assessment application acknowledgment receipt through the system.
3. Facilitate entering/adding of the field verification details for new assessment and also facilitating in modifying an existing record and
deleting an existing record.
4. Generation of Demand Notices.
5. Demand notice to explain the basis of calculation to bring in more transparency.
6. Generate of common bill for all properties owned by the same person in a municipal body.
7. Accounting of property tax collection under proper heads considering the aspects of double entry accounting.
8. Generate various statutory and control register like Collection register, Assessment register, Property Tax ledger etc.
9. Collection of Property Tax Payments through various channels (like cash, credit card, fund transfer) with suitable interfaces to
communicate
with such channels and updating the database.
10. Provision for Bank Reconciliation and with other applicable module.
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Fleet Management (Vehicle Management): |
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1. Vehicle Requisition Form.
2. Maintenance of vehicle history.
3. Maintenance of vehicle repair history including third party repairs
4. Maintenance of supply of fuel, oils and spares
5. Monitoring of procurement of vehicles, spares and auction of the vehicles.
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Project System: |
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1. Track each and every engineering project/work taken up by the ULB at the ward level from the approval stage to the completion stage,
including service and quality requirements.
2. Once a project/work is approved, track the work through various stages in its life cycle like tendering, work order, work in progress,
Physical completion, financial closure, etc
3. Track the bills and payments against each Project/Work Code.
4. Links to Grievance module to prioritize works that needs to be taken up.
5. Proper accounting of project/works expenditure under capital and revenue, and under proper accounting heads.
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