Department of Drinking Water Supply

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Guideline on Computerisation and Management Information System (MIS) under ARWSP

The Rajiv Gandhi National Drinking Water Mission in the Department of Drinking Water Supply, Ministry of Rural Development had taken up the Computerisation/ MIS Projects during the 9th Five Year Plan for effective planning, monitoring and implementation of various activities under Rural Water Supply and Sanitation Sector. The Government of India will continue to support the State Government in these activities during the 10th Five-Year Plan (2002-07). In this project, the various activities like installation of computer systems in States/ UTs, training of officials, development and implementation of computerised management information system, connecting all offices with communication network have been envisaged.

2. Government of India will provide financial support to the State Governments as per the following funding norms :-

Sl.No. Item Govt. of India State/UT Share Govt. Share

1. Computer Hardware and Application Software 100% --

2. Training of Rural Water Supply and Sanitation 100% --

Sector officials

3. Development of MIS Software 100% --

4. Web enabling system and communication 100% --networking

5. Recurring expenditure & Consumables NIL 100%

(Funding for recurring expenditure should be fully borne by the State Governments/UTs )

3. During the 9th Five-Year Plan, computerisation was supported for all the offices upto division level in the States dealing with Rural Water Supply and Sanitation Sector. In the 10th Five-Year Plan (2002-07), it is proposed to support offices upto the Sub-Divisional Level.

4. For implementation of the above Project, the project committees at the national and State level constituted for 9th Plan will continue to function during 10th plan period.

(i) National Project Committee (NPC): The Project Committee will be under the chairmanship of Joint Secretary and Mission Director, RGNDWM, Department of Drinking Water Supply, Ministry of Rural Development. The composition of the committee will be as follows :

i) Joint Secretary(TM), RGNDWM - Chairman

ii) Deputy Secretary/Director, RGNDWM - Member Convenor

iii) SSA, RGNDWM - Member

iv) Representative of NIC - Member

v) Director(Finance), M/o Rural Development - Member

vi) Representative from DGS&D - Member

The Committee so constituted is meant for taking policy decision, approving projects submitted by state government and making recommendations regarding the project implementation for further approval of the competent authority.

(ii) State Level Committee (SLC) on Computerisation will be under the Chairmanship of Secretary-in-charge of State Rural Water Supply Program. The officer-in-charge of the related MIS Project at the State level will be Member Convenor. It is mandatory to have a representative of RGNDWM and the State Informatic Officer of NIC as member of the State Level Committee. The State Level Committee will have representatives from the State Government Finance, Planning and Information Technology Departments as Members. This Committee will have the powers for according approval of the respective State MIS Computerisation project as per the guidelines of the Mission. The notification for constitution of the State Level Committee will be issued by the respective State Government.

5. National Informatics Centre (NIC) was appointed as the consultant for the project during 9th Plan period. NIC would continue as consultation to the RGNDWM during 10th Plan period also. NIC will assist the Project Committee at the National Level. The NIC State Unit will assist the State Level Committee (SLC) for implementation of the Project in the following identified areas (i) Computer hardware and application software, (ii) training of officials, (iii) development of MIS Software, (iv) communication Network, (iv) Internet facilities, and (v) any other relevant subject.

6. All data transfer from the States to the RGNDWM will be done on line. The support for MIS will be provided to the States by the RGNDWM only if online data transfer takes place.

Computer Hardware and application Software

7. Keeping in view the fast changing specification/ configuration of hardware in Information Technology Sector and fluctuation of rate of different components of the computer hardware, it has been decided to adopt the specification and rates finalized by the respective States/ UTs Governments following proper codal formalities at the time of procurement of hardware. The finalisation of the hardware specification under this project should be approved in the SLC on MIS Project.

Following items will be allowed at different category of offices:

(i) At the Head Office of the State Government dealing/ handling with Rural Water Supply and Sanitation, the following equipments/ activities will be supported under the project (Secretary/ Engineering Director, Engineer-in-Chief/ Chief Engineer or equivalent rank)

a. Production Server - One

b Replication Server - One

c. Design Computer with plotter, digitizer,

Laser printer and Auto CAD or any other similar

Software - One

d. Desktop with Multi-media - One

e. Desktop with printer One for each officer of

the rank of Executive Engineer and above dealing with Rural Water Supply and Sanitation. This will apply to Executive Engineer working in Zonal, Circle offices also.

f. Laptop - two

g. LCD Projector - one

h. Scanner A4 - one

i. UPS/CVT based on the requirements

j. Rupees seventy five thousand as one time grant for site preparation which may include cabling, ducting etc. (Building construction is prohibited).

k. Each Desktop (including multimedia and design computers) with office automation application software

l. System software like Operating System, RDBMS and Web Servers etc as per actual requirement.

m. Training of 4 persons per Desktop for an average of 10 days

n. Instalation of Local Area Network (LAN).

o. Internet connectivity through dial up line/lease line/VSAT and associated network equipments (like router etc.) as found suitable.

(ii) At other offices upto Sub-Divisional Level (Regional, Circle, Zonal, Divisional/ Sub-Divisional offices) in the State/UT, the following equipments/ activities will be supported under the project

a. LAN Server (Networking point of view ) - One

b. Desktop with Multi-media & printer - One

c. Desktop with printer - Two

d. UPS and CVT, based on the requirements in each office

e. Rs.60,000 for site preparation for each office

f. Each Desktop with office automation application software

g. One copy of design software for each office

h. Training of 4 persons per desktop for an average of 10 days

i. Installation of LAN based on switch/hub/repeater and CATS cabling

j. Internet connectivity through dial up line/lease line/VSAT and associated network equipments (like router etc.) as found suitable.

(iii) In addition each District water quality testing laboratory will be provided:

a) Desktop with multimedia & Printer - one

b) UPS & CVT - one

c) Office Automation Package

d) Training of lab staff

e) Internet connectivity through dial up network.

f) Rs. 30,000/- for site preparation

Training

8. For implementation of the project, no new posts will be funded. The existing manpower will be trained to work on the systems through extensive training. The training may be conducted in the following areas :

(a) Computer literacy which may include training on operating system, office automation package and basic uses of internet.

(b) Engineering design software related to the Rural Water Supply & Sanitation sector, which may include software for engineering drawing and design,

(d) MIS applications, and

(e) Any other relevant Specialized Application software.

These training courses may be conducted by the State/ UT Governments through local Engineering Colleges, Universities, Training Institutions, NIC etc. A maximum ceiling of Rs. 300 per person per day for these courses will be funded but the project must indicate the actual cost of training and report the same in utilisation certificate.

MIS Development

9. MIS software for catering to the needs of Rural Water Supply and Sanitation Sector as a whole and office automation needs of local offices will be developed and used. The State Governments may develop their own MIS software as per the requirements. The application software package should be preferably web-based, Unicode enabled, based on Object Oriented/component paradigm, n-tier client/server architecture, RDBMS should have features for data storage/manipulation/retrieval/network interface(two Phase commit) facility, Multimedia and XML enabled so that upgradation/maintenance of application software and data portability is easy and feasible in the future.

A monitoring data base, with web interface, at the national level for the Mission will be developed by NIC or any other agency selected following necessary codal formalities for which on line data in digital mode may be supplied by the States. A proposal on preparation of Application Software may be obtained from NIC, State Units and considered by the SLC. SRS document already prepared for the development of the software may be used by States/ UTs. Govt. The project report prepared by the State Government shall be based on the least cost option and should be approved by State Level Committee (SLC) before sending the same to the Mission for approval. The Project Report at the Mission level will be examined by the Project Committee indicated in para 4(i) and if found in order necessary sanction will be issued subject to conditionalties if any imposed by the committee. The National Project Committee shall ensure that duplication of efforts and resources for development of application software by the State Government doesn't take place. All the application softwares which can be used commonly by center and states should be developed by only one agency.

Communication Network

10. The network facility of the National Informatics Centre, VSNL or any other service provider may be utilised for connecting all the offices having computer facilities. Connectivity to all the offices dealing with rural water supply and sanitation sector may be provided through the mail Server (water.nic.in) already installed at NIC head office.

Procurement

11. The procurement of hardware and office automation softwares will be done by State Governments after the project is approved by National Project Committee of RGNDWM, Government Agencies like NCCF (which has presence in most of the States) may be given preference in procurement of hardware under this programme. All the prudent financial norms as prescribed by the respective state governments for procurement of computers should be followed.

Annual Maintenance and Upgradation

12. Comprehensive Annual Maintenance Contract (AMC) should be entered into by the respective State/UT Governments/ Agencies with the selected vendor or any other appropriate agency. States/ UTs which have procured hardware (Pentium I or II) in the beginning of the MIS project may upgrade their machines for which specific proposal may be sent to RGNDWM for approval by the National Project Committee.

13. National Project committee can consider to sanction any other project of innovative nature or of specific requirement if proposal received from the State Government is found suitable for the project.

Treatment of funds released upto 31st March, 2002

14. The States/ UTs should utilise the fund available with them for MIS which was released during 9th Plan by 31.3.2003. The States may choose their own specifications and procure hardware and office automation package subject to the ceiling of unit cost for each hardware item prescribed at the time of sanction of the project. Funds remain unutilised after 31.3.2003 will be adjusted against the ARWSP allocation of next year. States/UTs may procure the hardwares from govt. agency like NCCF which has presence in almost all the States.

Utilisation and Audit Certificate

15. States/ UTs must submit the utilisation certificate in the prescribed form duly signed by Chief Engineer(PHED) and countersigned by Secretary in charge of Water Supply as per Annexure-I for the financial year preceding the year of the release of 2nd instalment of funds under MIS. The Audit Certificate should also be furnished from Accountant General for the preceding financial year. No funds would be released without receiving these certificates.

Instalment of release of funds

16. Funds under MIS would be released by the Mission in three instalments. The Ist instalment (30%) would be released after approval of project by Project Committee. The 2nd and 3rd instalment (35% each) amount would be released after the State Government furnishes the utilisation certificate for the previous year and AG certificate for the preceding previous year and 60% utilisation of amount released to States/Uts. The States/ UTs Governments must satisfy the Mission that they have procured the necessary hardware and application software. In case the funds released by the Mission could not be utilised by the States/ UTs the same would be adjusted against ARWSP releases and future MIS projects to be sanctioned.

Completion of project sanctioned

17. Project sanctioned must be completed within the period of 10 months. In case it is not completed, valid reasons will have to be submitted by the States/ UTs Government for release of subsequent funds.

Annexure-I

FORM OF UTILISATION CERTIFICATE

Sl.No. Letter No. & Date Amount

Certified that out of a total fund available of Rs._________lakhs, including the Opening Balance as on 1st April,____(year) and an amount of Rs.______lakhs received as grant-in-aid sanctioned during the year______in favour of ________________________under the Ministry's letter No. given above, Rs.__________lakhs has been utilised for the purpose for which it was sanctioned leaving a balance of Rs._________and it will be adjusted towards the grant in aid payable during the next year_____________.

It is also certified that the expenditure indicated above does not include advances lying unutilised/ treated as final expenditure and civil deposit etc. treated as final expenditure.

Certified that I have satisfied that conditions in which the grant-in-aid was sanctioned have been duly fulfilled/ are being fulfilled and that I have exercised the following checks to see that the money was actually utilised for the purpose for which it was sanctioned.