User Manual for NGO User - Ministry of Social Justice and

User Manual for NGO User - Ministry of Social Justice and
User Manual
(for NGO Users)
NGO Proposal Online
Application and Processing
Tracking System
(Version 1.2 )
URL: http://ngograntsje.gov.in
Ministry of Social Justice and
Empowerment
Application Designed and Developed by
NIC Cell Ministry of Social Justice and Empowerment
Index
Contents
Page
1. Introduction
1
2. Objectives
2
3. NGOs Schemes of the Ministry
3
4. Stake Holders
4
5. Scope & Features
5
6. Operational Procedure
6
7. NGO Registration
6
8. Bank Details Entry
9
9. Application
Proposal
Submission
10. Uploading of Documents
11
11. Final submission of Proposal
22
12. View Status of Proposal
31
13. Frequently Asked Questions
33
20
1. Introduction :
The Ministry is charged with the promotion of welfare, ensuring social
justice and empowerment of disadvantaged and marginalized sections of
society. It is the responsibility of the Ministry to reach the target group which
includes the Scheduled Castes, Minorities, Backward Classes, Disabled, Aged
Persons, Street children and victims of Drug Abuse persons of the society.
The objective is to bring them into the mainstream of development by
assisting them to overcome their social, physical and educational handicaps.
In this manner, their progress through capacity building can be ensured. This
would equip them to employ their capabilities to their fullest potential
reducing their reliance / dependence on others and achieving independence
to the maximum extent possible - the ultimate goal of such assistance
extended by the Government.
There are various schemes being run by the Ministry of Social Justice and
Empowerment and implemented through Non-Governmental Organisation
(NGOs).
To
automate
the
complete
process
of
submission
of
application proposals of NGOs online and it’s sanction for grant, the
online system “NGO’s Proposal Submission, Processing and Tracking
System” has been developed and implemented by the Ministry of
Social Justice and Empowerment.
Both the Department of the Ministry i.e the Department of Social Justice
& Empowerment and the Department of the Empowerment for the Persons
with Disabilities have started using the software from the year 2014-15 and
entertained NGO’s proposals submitted online only.
1
2. Objectives:
To replace the conventional methodology adopted by the Ministry, for
issuance of Grant-in-Aid (GIA) to NGOs, the Ministry implemented web based
”NGO’s Application Proposal Submission, Processing and Tracking System”,
https://ngograntsje.gov.in with the following objectives:
·
Common Platform for Online Registration of NGO’s seeking Grants-in
Aid for their projects carried out under welfare schemes run by the
Ministry of Social Justice and Empowerment.
·
Facility to submit online NGO’s application forms for Grant-In-Aid
proposals under various schemes of Department of Social Justice and
Department of Empowerment of Persons with Disabilities under
Ministry of Social Justice and Empowerment.
·
Uploading of necessary documents along-with application proposal by
NGO, as prescribed in the respective NGO scheme of the Ministry.
·
On-line generation of NGO’s application proposal in PDF format to
make it available to NGOs for its physical submission manually to the
respective District Officer.
·
Work
flow
based
application
design
consisting
processing/
functionalities at the level of District, State and Central Ministry, as
approved by Ministry.
·
Online processing of the NGO’s application by the various officials/
Back Office users, as per the role defined by the Ministry.
·
Complete transparent back office process to keep track of the NGO’s
application forms among the stake holders.
·
Proposals, Checklist and Inspection report on the dash board as per
their role in the application.
·
To make the functioning of the organization more efficient and
effective for decision making.
·
To minimize postal delays in the movement of the application among
various stakeholders.
2
3. NGOs Schemes of the Ministry :
There are 6 schemes being run by the Ministry of Social Justice and
Empowerment
through
Non-Governmental
Organisation
(NGOs).
The
assistance is given to the eligible voluntary organisation to provide a socioeconomic upliftment and better livelihood environment to the weaker section
of the society. Presently, the Ministry has two departments i.e Department of
Social Justice & Empowerment, and Department of the Empowerment for the
Persons with Disabilities. The schemes of the Ministry are mainly from Social
Sector and Disability Sectors i.e Scheduled Castes, Backward Class, Elderly
Person, Victims of Substantive Abuse, Persons with Disabilities.
The following are the welfare schemes of the Ministry, implemented through
voluntary organisations.
I.
Scheduled Castes Welfare
(a)
Scheme of Grant in Aid to Voluntary Organisations working for
Scheduled Castes
II.
Welfare of Backward Classes
(b)
III.
Assistance to Voluntary Organizations for Welfare of OBCs
Empowerment of Persons with Disabilities
(a)
Assistance to Disabled Persons for Purchase/ Fitting of Aids and
Appliances (ADIP Scheme)
(b)
Deendayal Disabled Rehabilitation Scheme to Promote Voluntary
Action for Persons with Disabilities (DDRS Scheme)
IV.
Social Defence
(a)
An Integrated Programme for Older Persons (IPOP)
(b)
Scheme for Prevention of Alcoholism and Substance(Drugs)
Abuse
3
4. Application Stake Holders:
I.
Non-Government Organisations (NGOs) working in the area of :
(a)
Social sector
(b)
Disability sector.
The eligible NGOs working in social/ disability sector from any part of
the country may apply for grant in aid for their projects covered under
the schemes of the Ministry. NGO have to submit his/her application
online on the portal https://ngograntsje.gov.in which is further
processed by the Government officials at different levels.
II.
Officials (Back Office Users) involved for processing of NGO’s
proposal are designated from the following Government Offices:
(a)
District Social Welfare Office
(b)
State Directorate
(c)
State Secretariat
(d)
Central Ministry
The designated officials from the above offices have to register
themselves on NGO’s portal.
4
5. Application Scope & Features:
Role based web application “Grant-in-aid to NGOs, proposal submission,
processing and tracking system” cover the following scope of functionalities
provided in the System.
·
Online Registration of NGO’s on the portal http://ngograntsje.gov.in
·
Online proposal submission by NGO on the portal.
·
Uploading of necessary documents (up-to 3 MB) as per the checklist
prescribed for scheme applied.
·
Facility of proposal saving in draft/ final mode by the NGOs.
·
Immediate allotment of NGO’s proposal acknowledgement no. after
saving the proposal in draft mode.
·
Generation of print copy of NGO’s Application proposal, for submission
to the concerned district officer manually/ physically.
·
Provision to NGOs for replacing invalid documents uploaded, if proposal
is found ‘not in order’ by District Dealing Assistant.
·
Issuance of Grants-in-Aid amount to NGO’s directly to their bank
accounts registered for a specific scheme.
·
Online
Verification,
validation,
recommendation,
scrutinizing
and
sanctioning of NGO’s proposal by the BO users at District, State and
the Central Ministry level.
·
Generation of Sanction Letter for Grants-in-Aid to NGOs.
·
Classification of NGO’s proposal for new cases applied, receiving GIA
for less than 3 years and more than 3 years cases.
·
Processing of NGO’s proposal for issuance of Advance Instalment of
GIA directly at Central Ministry level for NGOs who are getting GIA
continuously for the past 3 or more years.
·
State-wise
online
reports
for
NGOs
proposal
applied,
rejected,
recommended by the state, new cases, on-going cases are provided.
·
Application access to the authorised NGOs and Back Office Users.
·
Session time for better performance of the system maintained.
·
Forget password option provided to manage user password. OTP on
registered email ID and SMS on mobile phone sent to re-set the
password.
5
6. Operational Procedure:
NGOs seeking Grants in Aid for the projects/ schemes running under the
Ministry of Social Justice and Empowerment can apply online on
http://ngograntsje.gov.in
6.1
Registration on the Portal
i.
Open http://ngograntsje.gov.in any internet browser.
ii.
NGOs who have already registered, may login using their login
ID, Password and captcha (Random image)
iii.
New NGOs have to register first on the NGO’s portal. Click
“Register Your NGO” option provided at the left bottom of the
homepage.
iv.
During online registration, NGOs will enter User ID and Password
of their choice and will use the same while using the portal.
v.
NGO must strictly follow instructions for valid characters to be
used in user ID and password.
vi.
NGOs will have to enter basic NGO details, Registration details,
Sectors/schemes/projects, achievements, contact details etc.
6
7
vii.
After submission of necessary details of NGO, the message
“Successfully Registered. Your NGO ID is [email protected]”.
viii.
Now NGO user can login to the portal with the help of User
login/ password as were submitted during NGO registration.
ix.
After NGO’s login, a list of application forms submitted by NGOs
the following screen will appear as shown below.
8
6.2
Enter Bank Details
i.
After registration, NGO will have to entre Bank account details in
respect of the scheme applied for GIA. More than one bank
accounts of NGO can be entered through the following screen.
9
ii.
When NGO submit bank details as final, the system ask it to
confirm and by pressing “Yes” the user can proceed further.
iii.
The message “Bank Details Saved Successfully” will appear on
the screen.
10
6.3
Application Proposal Submission
i.
Now, after submission of bank details, the NGO have to apply
and submit application for GIA sanction. NGO will click on the
option “Application Submit by NGO” provided in the left frame.
ii.
Since NGO application form is lengthy and takes much time to
complete, it is recommended that NGO should save the
application after every 5-7 minutes through the option “Save as
Draft” to keep the server session time of the application alive.
iii.
When NGO save the application in Draft Mode, immediately the
Acknowledge Receipt of the NGO’s application is generated.
Once the proposal acknowledgement id of the application
proposal received, NGO can logout anytime and can continue to
enter the application details later on.
11
iv.
Using credentials, NGO can login and see the application
submitted by him/her with the status “Pending with NGO in
Draft Mode” as shown below.
v.
NGO can continue to fill-up the remaining portion of the
application by selecting “Application Form” from the left frame of
the login page.
12
vi.
NGO will select Acknowledge ID of the application proposal
which he/she want to continue to submit finally.
vii.
NGO will further continue to enter application details as shown in
below in the screen.
13
14
15
16
Keeping lengthy application form in mind, it is suggested to the save the
application proposal after every 5-7 minutes in draft mode.
17
6.4
Uploading of necessary Documents
i.
Next part in this process is to submit necessary document for
scheme applied. NGO will select “Upload IPOP (selected) scheme
documents” and acknowledge No. of the application. The system
will ask “Do you want to upload documents of the project”?
ii.
If NGO click “Yes”, list of necessary documents to be loaded in
respect of Scheme applied, will appear.
iii.
NGO will select file to be uploaded by “Choose File” option and
press “Upload” button to upload. The status of uploaded
document will turn to √ sign.
iv.
Necessary documents to be uploaded should be in pdf format
only, having 200 DPI and maximum of 3 MB size.
v.
NGO can view uploaded documents as following and invalid
document uploaded earlier, can be replaced.
18
vi.
NGO can edit the application detail using Edit Application
option provided below acknowledgement no provided on login
page.
19
6.5
Final submission of application
i.
NGO can view the status of his application which is still lying
pending with NGO in draft mode i.e the application is not
submitted/ saved as final as yet.
ii.
NGO should ensure that all the application details and uploaded
documents are correct before saving the application as final.
Application once saved as final, cannot be further modified as
indicated on the screen given below.
iii.
NGO will save his/her application through “Save as final” button.
Application proposal will be saved finally and the message will appear
on the screen.
20
iv.
If the application proposal is not saved as final, NGOs should
look into the application details marked in red colour as shown
on the screen. All mandatory fields should necessarily be
entered.
v.
After saving as final, the Acknowledgement Receipt of the
application
proposal
is
generated
bearing
message
application will be sent to concerned officer for processing”.
21
“Your
vi.
NGO can view complete application through “View Form” button
provided.
22
23
24
25
vii.
26
NGO can Print Full Application in pdf format as shown below.
27
28
6.6
View Status of the Application Proposal
i.
NGO can view the status of his application any time after
login and take the printout of Acknowledgement Receipt.
Present status of NGO proposal after final submission is shown
“Pending with District Officer”.
29
ii.
NGO can see the status of his application through the option
“Know your application Status” provided on the login page.
iii.
NGO will select Acknowledgement No. of the application and the
status of application will appear as shown below.
30
iv.
NGO should approach the District Social Welfare Office for
physical submission of his/her application proposal.
31
7. Frequently Asked Questions:
Q. 1.
How can I apply for Grants in Aid to NGOs for the schemes of the
Ministry of Social Justice and Empowerment?
A. 1.
NGO have to register on the portal http://ngograntsje.gov.in where
NGO should enter NGO User ID and Password of his/her choice. It
will be used every time by NGO while using NGO application.
Q. 2.
I have forgotten my password for NGO application. How can I
retrieve or re-set my password?
A. 2.
NGO can use Forget Password option provided on the homepage.
An OTP will be sent to the NGO’s registered e-Mail ID and mobile
no. Using this OTP, NGO can re-set the password.
Q. 3.
I tried to re-set my password using Forget Password but did not get
SMS on my registered mobile.
A. 3.
There may be some issue with SMS Gateway Server or delay in SMS
delivery. NGO can find OTP in your registered e-Mail account also.
Q. 4.
I got OTP in my registered e-Mail while tried to re-set password.
But I got automatically logged out when I tried to submit it.
A. 4.
While checking mails for OTP received, user got logout due to
session timeout. The OTP is valid for 24 hrs. and can be used by
NGO for re-setting password.
Q. 6.
My Bank name is not appearing in the combo box while entering my
Bank account details in the application.
A. 6.
NGO should send scanned copy of his/her pass book bearing bank
account, address, district, IFSC Code, MICR code etc. certified by
the bank to [email protected] for updating bank master file.
32
Q. 7.
I want to edit my bank details on NGO Portal of the Ministry.
A. 7.
Bank details of NGO is not editable but NGO can add another bank
account details on the portal.
Q. 8.
I am unable to save my application details and the error message
”You don’t have privilege to access.. Click here to go to Homepage”
appears on the screen.
A. 8.
Since the application form of schemes is lengthy and takes time to
enter. It is recommended that NGO should keep on saving
application details after every 5-7 minutes in draft mode. Session
timeout for application is 10 minutes which leads NGO to logout, if
not saved the application within 10 minutes.
Q. 9.
I have entered some wrong information in the application form by
mistake. Can I update the same now?
A. 9.
Yes, NGO can update the application details, but only if the
application is lying with NGO in draft mode. NGO have to click Edit
Application option provided in the login page.
Q. 10. During uploading of documents, I uploaded some invalid documents
in the application form by mistake. Can I update the same now?
A. 10. Yes, NGO can choose the related correct document and click Upload
option. The desired document will be replaced but only if the
application is lying pending with NGO in draft mode.
Q. 11. I am not able to upload necessary document of the scheme online
for my application?
A. 11. Recommended size and format of the documents to be uploaded is
3
MB
in
PDF
format
(200DPI)
only.
Take
this
much
into
consideration.
Q. 12. After saving my application as final, I came to know that I have
uploaded a few wrong documents. Can I still replace the same?
33
A. 12. No. NGO can neither change application details nor replace
uploaded documents once saved his/her proposal as final. But when
the application is examined by the Dealing Assistant, the invalid
documents will be marked as “Not in order” by DA and the
application will be available to NGO for correct uploading. NGO
should replace and submit the indicated documents and contact DA
in District in this regard.
Q. 13. I have submitted my application proposal online on NGO’s portal
but my application is not found at District Social Welfare Office?
A. 13. It may happen due to the following reasons:
i.
NGO did not save the application as final and still lying with
NGO in draft mode. NGO can check the status of his
application after login.
ii.
NGO submitted some other district name of the project in the
application. In this case the application is automatically
forwarded
to
the
corresponding
District
Social
Welfare
Officer.
iii.
DSWO did not select that specific NGO scheme to deal with,
at the time of his/her registration on the portal.
Q. 14. How can I know the status of my application?
A. 14. NGO will have to select the Acknowledgement No of the application
on the login page of the portal. Option “Know your application
status” is provided on the top of the left frame of the login page.
34
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