Electronic delivery of services initiative

PIMPRI CHINCHWAD MUNICIPAL CORPORATION

E‐Governance: Online
facility for Birth And Death
Certificates
NOMINATION FOR ELECTRONIC DELIVERY OF
SERVICES INITIATIVE

2 E‐Governance: Online facility for Birth And Death Certificates

ABSTRACT:

Using ICT in the form of e-governance could yield great benefits in reform and modernization of
the public sector. The experience of e-governance in a number of developed and developing
countries has shown that ICT can be a tool for greater service delivery with the goal of
improving service quality. E-governance can also promote ‘good governance’, that is, greater
civic engagement can increase opportunities for direct representation and voice, and support for
increased democracy.

This project discusses about granting Birth and death certificate and cremation passes to citizens
through a through electronic delivery of services. The System is a Multi-Lingual Web
Application that will meet the criteria set forth for all e-governance applications under the
NMMP at PCMC.

Birth and Death Management System is made to register all the Births, Deaths and Stillbirths
under PCMC Area.

This System generates Certificates which is Birth, Death or Stillbirth as per application received
by citizens. And dispose them on due date.

There is additional service available and that is if the person who is out of country or out of state
Needs birth certificate then she/he can apply online and if everything is in the place then the
immediate issuance of certificate will be available which will be digitally signed and will contain
an encrypted hash code for the content.


TABLE OF CONTENTS
SR NO TOPIC PAGE
NO

1 BRIEF OVERVIEW OF THE ORGANIZATION 2

2 INTRODUCTION 4

3 OVERALL DESCRIPTION 6

4 FLOW OF PROCESS 8

5 BENEFITS 11

6 TECHNICAL SPECIFICATIONS 12

7 STATISTICS

8 ROLE OF IT TEAM

9 PROJECT SUSTAINABILITY AND
SCALABILITY

LIST OF FIGURES

SR NAME OF FIGURES PAGE
NO NO
1 DIAGRAM NO 1 8
2 DIAGRAM NO 2 9
3 DIAGRAM NO 3 11


1.BRIEF OVERVIEW OF THE ORGANIZATION:

Pimpri Chinchwad Municipal Corporation (PCMC), an Urban Local Body (ULB) was formed
in 1982 and was primarily an Industrial Hub. However after 2001, there was a surge in the
residential sector and the population of 10.06 laths during 2001 started increasing at the rate of
11% to reach 16 laths in 2010. The city is strategically located at 160 kms from India’s financial
center Mumbai and about 10 kms from one of the contry’s major IT hubs, Pune. Pimpri
Chinchwad which developed as a supporting township for Pune, has now emerged as an
alternative in its own right with strong auto and auto-ancillary industries at its core. The growth
drivers of the city are slowly getting diversified and steadily shifting towards new clusters of
Chakan, Hinjewadi, Talegaon and Talawade IT Park of Pune.

As a growing city and considering changing requirements of the city, it was envisaged that major
changes will be required in operation and management of its services. The vision formulated
during 2007 was aimed at ensuring the economic development of the city along with improving
the quality of life of the citizens of Pimpri-Chinchwad. The important areas identified were,
providing universal access of municipal services to the urban poor, improvement in the standard
of education and providing an efficient civic administration.

To effectively realize this vision, PCMC has embarked on the development of an integrated e-
Governance Program that will result in improved transparency, efficiency and will lead to
building citizen centric governance. PCMC has not only proposed to deliver online services but
has designed its initiative to reduce the citizen’s footfalls in Corporation’s offices.

PCMC is integrating and developing its entire operational system over e-Governance
infrastructure. During the Phase I of the project the services were people interaction was
substantial were targeted. During the phase II of the project which was initiated in January 2010,
deals with bringing all internal operational activities of each individual department on e-
Governance platform and interlinking all the existing services and department for efficient
information sharing and control.


2. INTRODUCTION:

Births and Deaths department works under Pimpri-Chinchwad Municipal Corporation (PCMC).
This department operates in a decentralized manner through all the PCMC owned hospitals and
dispensaries. Hospitals and dispensaries present at each zone/area have responsibility of
providing Death Certificate, Birth Certificate and Cremation passes to the citizens of that area

They also maintain the record for the same. Major work areas of this department include:

• Issue of Cremation Pass.
• Modification in names of Birth & Death Registration.
• Court Order.
• Late registration of Birth.
• New and Late registration of Death.
• All Birth & Death letters related to Government.
• Making available Dead person’s electoral list required for election.

2.1 Need

Purpose of Birth and Death Management System is to provide Citizens with
1) Online Application for Birth, Death and Stillbirth Certificate.
2) All Certificates to be issued online and all data available through the
Application system.
3) Improved Services.
4) No delay in getting Certificates.
5) Easy Process
Purpose of Birth and Death Management System is to provide PCMC Users with
1) Great Flexibility In day to day work and
2) Improved Process in managing services which they should provide to citizens.
3) This system is made to reduce complexity.
4) To Provide User‘s with all information at one place whenever required.
5) To Help Management by providing all statistical reports whenever required.
6) Reduce Cost Of Storage.
7) To fulfill the requirements of clients.

2.2 Scope
System is made to make tedious and lengthy process simplified and easy.
• Registration of Birth.
• Registration of Death.
• Registration of Stillbirth.
• Application for Birth Certificate.
• Application for Death Certificate.
• Application for Stillbirth Certificate.
• Application for Cremation pass.
• There will be e‐mail, sms facility at each and every required step.


• For e.g.:‐ (if citizen has made application then he or she will get electronic
acknowledgement through sms, email.)
• Generating Birth, Death, and Stillbirth Certificates.
• Digitally signed Certificate.
• There will be two level authentication first when the registration forms are
collected then it should be verified and the second while issuance of
certificate.
• Generating Various Reports required by :‐
1. State government
2. Central government.
3. Zilla Parishad.
4. Municipal Corporation

1.4 Goal

The Goal for the new System would be to experience the following
• Provide better output.
• Simplify the process.
• Provide better services to citizen. ( for e.g.:‐ delivery of certificates as early as
possible in correct format and with correct data )
• System will give the fee collection record which is Income for Corporation.
• All the Statistical part that is Reporting will be available at any time required.
• Citizens will be benefited with the online application facility (for e.g.:‐ if citizen is out
of state or city still he/she can apply for Certificate).

1.5 Other References

JNNURM Guidelines
‘Birth and Death Certificate Online and through services points (< 15 minutes)’

1.5.1Birth Registration

• Ability to add/modify/delete the Birth details
• Ability to generate the Birth Registration Slip.
• Ability to facilitate the inclusion of the Child’s Name, if not provided during
registration.
• Ability to cancel the Registration details.
• Ability to facilitate the capture the request for Birth certificate and retrieve
details of the applicant based on the Registration Number.

1.5.2 Death Registration

• Ability to add/modify/delete Death details.
• Ability to generate the Death Registration Slip.
• Ability to cancel the Registration details. Remarks can be added with the


cancelled record
• Ability to facilitate the capture the request for Death certificate and retrieve
details of the applicant based on the Registration Number.


3. OVERALL DESCRIPTION

3.1 Application process:

1. For getting the Birth, Death or Stillbirth Certificate he/she must fill the application form.

2. He/she can be applying for the certificate manually or online.

3. This form includes all the necessary information (like name, hospital name, cause of death if
death certificate is required etc.)

4. According to that information, he can search that, whether the person’s is registered in the
system or not.

5. If data is found for that name, then it can be accepted.

6. After this token receipt (acknowledgement) will be generated, on that the amount and disposal
date of certificate is given.

7. If he/she is applied online, they can do the payment through payment gateway. OR

If manually applied for the certificate then can pay at the counter.

8. One copy of the token receipt is given to that person, and one copy is sent for filing.

9. On that receipt it has the disposal date on that date can collect that certificate from the
corporation.

3.2 Generating Certificate :

1. After receiving application the PCMC user will enter all data with the system.

2. Now the PCMC user will generate the certificate.

3. After generation of certificate PCMC user makes sure that the certificate is authenticated by
the department head (medical officer)

3.3 Online Issuance Of Certificate:

1. Online application will have the facility to get the online certificate.

2. A person will apply online.

3. The application is verified if the application is filled properly then it goes for next level
verification else the system generated validation message is displayed.


4. Now the system checks if the person is registered with the system or not if yes then goes to
next step else the system asks the applicant to register to the system.

5. If everything is verified then the user has to pay the amount of money which he is liable to pay
for certificate through payment gateway that is bill desk.

6. After successful payment of the amount the receipt will be generated for the amount paid.

7. Now the certificate will be generated which will be digitally signed and will contain the
encrypted hash key which will be system generated and no one can manipulate it.

8. Now the applicant can get attested for the copy of certificate, now the authenticated copy of
certificate is available with her/him.
3.4 Delivery of Certificate

1) After verifying the authentication, PCMC User will collect fees if required.

2) After that PCMC User will dispose Certificate, Now citizen can collect the Certificate

from PCMC User.

3.5 Statistical Reports (MIS & Reports)

As per requirement of management various statistical reports are generated and
submitted. Various reports information of Birth registrations based on Registration No,
Registration Date, Date of Birth, Issues, Non‐Issues Month & Year–Wise MIS for Actual
time taken for issuing a Birth/ Death MIS for total number of birth/ death certificates reissued
without service charge MIS for Accessibility/ Availability of facility centers.
1. Reports births Sex Wise in a particular year
2. Reports on Father’s Literacy wise in a particular year
3. Reports on Father’s Occupation wise in a particular year
4. Reports on Mother’s Literacy wise in a particular year
5. Reports on Mother’s Occupation wise in a particular year
6. Reports on Year‐Wise Issues
Various reports can be generated Year of Death‐wise based on Date and Cause of
death
1) Reports of Deaths based on Occupation‐wise in particular
2) Reports of Deaths based on Sex‐wise in particular year
3) Reports of Deaths based on Cause of death‐wise in particular year
4) Reports of Deaths based on Issued and not issued between two specified applied dates.

4. FLOW OF PROCESS:
4.1 REGISTRATION


DIAGRAM NO 1: Registration process


4.2 APPLICATION:

DIAGRAM NO 2:Application process


5.BENEFITS:

5.1 Activity Process before e- Governance platform

1. Applicant collects the form and submits it in the Corporations Hospital of his area
along with the fee.
2. The hospital checks its record of Birth and Death.
3. The officer prepared the certificate by filling the certificate format.
4. Certificate then goes for final sign of the Medical Officer of Health.
5. Applicant then collects its certificate from the hospital.
5.2 Activity process after e- Governance platform

1. Applicant fills the online format while applying for Birth or death certificate.
2. The system generates a code which is mailed and sms to the applicant immediately.
3. With the code the applicant logs into the system and searched his birth or death
certificate.
4. Applicant makes the payment online using debit card/credit card/net banking.
Certificate with digital signature is available for printing.

5.3 Benefits Brief

The time required for getting a birth or death certificate is 15 minutes compared to 15 days
required in the older system. The new system improves the communication with the citizens in
case his certificate is not available in the online system he can refer the issue through online
grievance management system.


6. TECHNICAL SPECIFICATIONS

Enterprise Service Bus

Enterprise Service Bus

DIAGRAM NO 3

Programming language : Java 1.6

Java Frame work : Wicket Framework 1.4

Reporting Tools : Birt Reports

ORM Framework : Hibernate 3

Database : PostgreSQL 8.1

Third Party Security Tool : Digital Signature

Third Party Payment Gateway: Bill Desk

Editors for Development : Eclipse 3.4, Aqua Data, PgAdmin

Web/Application Server : Apache Tomcat 6, Apache Geronimo 2.1


8. Role of IT TEAM

8.1 Policy and Strategy

The roles played by the Municipal Commissioner in the successful implementation of the project
are

1. The concept development on how a service needs to be delivered.

2. The identification of services for e-governance delivery mechanism which will improve
service quality.

3. Creation of team structure and allocation of responsibility.

4. Making budgetary provision for funds required.

8.2 Project Management

The roles played by the Computer Officer and his team in the successful implementation of the
project is

1. Identification of detail activities for implementation.

2. Identification of experienced staff for monitoring and quality control of the project.

3. Identification of qualified and experienced project implementation team.

4. Preparation of project implementation plan.

5. Identification of tech savvy staff from each department for training on project
development and maintenance.

6. Procurement of Hardware for the system.

8.3 Project Design and Development

The roles played by Probity Soft Pvt. Ltd and his team in the successful implementation of the
project is

1. Identification of system requirements through discussions with the department.

2. Setting-up of the coding and testing team for different application.

3. Designing system application test models and interfaces for approvals.


4. Suggesting the hardware requirement for the system being developed.

5. Development of application based on the technical requirements specified by the project
management team.


9. PROJECT SUSTAINABILITY AND SCALABILITY

The project sustainability and scalability rest on the following parameters.

Cost of Operation: The system is developed on open source platform and there is no license fee
charged on transaction. The expenditure for using the payment gateways for property tax and
water charges bills is charged directly to the users. The technical manpower required for
troubleshooting the system issues are currently provided by the developer and during the contact
period the Corporations staff is being trained to maintain the system. In the long run the system
operation and maintenance shall be completely managed by in-house experts. The fee charged
for providing the service online and the cost saving through the e-Procurement system will
balance the cost of operation of the system.

Capacity to provide service: As the no. of service users increases the system needs to be
augmented to cater to the demand. Such augmentation shall be required in both system hardware
and software. Since the Corporations have its own IT budget and its staff is being trained to
completely manage the system operation and maintenance, the project can be scaled to meet its
futuristic requirement.

Capacity to maintain and modify as per change in requirement: The availability of qualified
staff at all times to maintain the system will always be the concern for sustainability of the
system. Since the Corporation is already training the staff in advance level of software
development and the software development team (Probity Soft Pvt. Ltd.) has to train the
Corporations staff for stand-alone operation and maintenance of the system, the availability of
qualifies staff will not be an issue. Moreover since all the software is being developed on open-
source platform hiring of software vendor in case of emergency will not be much of an issue.

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