User Manual mGramSeva

Copyright

Copyright © 2020 eGovernments Foundation. All rights reserved worldwide.

This document contains proprietary information of eGovernments Foundation and has been provided pursuant to an agreement containing terms of its use. This document is also protected by Indian and worldwide copyright laws.

No part of this document may be reproduced or distributed, transcribed, stored in a retrieval system, translated into any spoken or computer language or transmitted in any form or by any means whatsoever without the prior written consent of eGovernments Foundation.

eGovernments is a trademark of eGovernments Foundation.

It is clarified that eGovernments Foundation retains the right to reproduce, distribute or communicate the contents and/or subject matter of this document in part or whole and in any manner or form, to any other entity of its choice, under the terms that it so desires. Such an act will not lead to the derogation of the rights of any entity involved.

About this manual

The mGramSeva User Manual is a standardized document which helps the GPWSC committee members to operate the mGramSeva Application. 

 mGramSeva User Manual is for users who are responsible for processing the receipt and expenditure at the GPWSC level. This user manual guides users on how to use the mGramSeva to create new consumers, generate demand, revenue collection and recording the expenditure transaction etc.

This document acts as an easy reference for the GPWSC users. The user manual presents an overview of the mGramSeva functions and gives step-by-step instructions for completing a variety of tasks. 

Intended audience

The following roles within the department and at GPWSC can use mGramSeva

1. DWSS Social Team

2. District Social Team

3. Sarpanch

4. Treasurer

5. Secretary 

6. Revenue Collector

Document version history

Introduction mGramSeva

mGramSeva is a key standalone app based module that enables the GPWSC committee to create new consumers, generate demand, revenue collection and recording the expenditure transaction etc.

mGramSeva enables GPWSCs to maintain financial records of GPWSCs following established procedures and practices. 

Getting started with mGramSeva

This section of the user manual guides you through the user login process. 

Sarpanch, Treasurer, Secretary and Revenue Collector

Sarpanch, Treasurer, Secretary and Revenue Collector as the first time user can login to the mGramSeva app following the steps given in the Login to App section.

Login to App

1. Click on the preferred language button. The app functions and screens will be available in the selected language.

Open

1. Enter the registered mobile number and the Password received via SMS.

Open

1. The user receives an OTP on the registered mobile number. Enter the OTP. Enter a New Password and retype the password to confirm in the Confirm New Password field. Follow the Password Hint on the screen while setting up the password. 

1. Click on the Confirm button. The user password is now updated. Click on the Continue to Login button to log in with the new password. 

1. Click on the relevant village tenant assigned to the user from the screen. 

1. This redirects the user to the relevant mGramSeva functionalities available for the selected tenant.

Edit Profile and Change Password

1. Users can edit their profile and change passwords as and when required. Click on the User icon on the top section of the screen. Click on Edit Profile to make profile changes.

1. Update Name, Gender, or Email ID as required. Make note that the registered Mobile Number cannot be changed. Save the changes. 

2. Click on the Change Password button to change the password.

Create Consumer and Edit Consumer

1. Click on the Create Consumer icon on the screen to create a new consumer.

1. This opens the Consumer Details screen. Enter the requested consumer details.

   1. Name

   2. Gender

   3. Father Name

   4. Phone Number

   5. Old Connection ID

   6. Door Number

   7. Street Name/Number

   8. Ward Name/Number

   9. Property Type

   10. Service Type

   11. Previous Billing cycle 

   12. Arrears

   13. Previous meter reading (if it a metered connection)

1. Users can also edit the consumer details if any changes need to be made in the consumer record. Click on the Edit Consumer Details icon on the home screen to make necessary changes.

2. Check Mark this connection as Inactive option box to indicate that the given consumer connection is inactive. 

3. Click on the Submit button to save these changes.

Search Consumer and Generate Payment: Metered and Non Metered Connection

Metered Connection

1. Click on the Generate Demand icon on the home page to search for a consumer record once the consumer is created. The application enables the users to search a consumer record by Consumer’s Phone Number or Name of the Consumer or Old Connection ID or New Connection ID.

1. Click on the Search button to view the consumer records. Click on the View Consumer Details button to perform the necessary action.

1. Users can see the relevant information of a particular consumer. Click on Generate a New Bill button to create a fresh bill. Enter the Previous Meter Reading, New Meter Reading and Meter Reading Date. Click on Generate Bill. A fresh bill is generated for the consumer.

1. Once the bill is generated, the user can collect payment for the particular bill. Click on Collect Payment button to collect the payment via cash or online payment. 

1. Click on the phone icon in green to share the bill with the consumer via SMS.

1. Select Full Payment or Partial Payment to indicate whether the consumer is paying the bill amount in full or making a partial payment. Enter the Amount that is being paid by the consumer in case it is a Partial Payment.

2. Select the applicable Payment Method as either Cash or Online. Users can also provide the consumers with a scannable QR code to make the payment online.

1. Click on the Download button to download the payment receipt. 

1. Click on the Share icon to send the receipt to the consumer via SMS. 

Non–Metered Connection

1. Click on the Collect Payment icon on the home page to search for a consumer record by Consumer’s Phone Number or Name of the Consumer or Old Connection ID or New Connection ID.

1. Click on the Search button to view the consumer records. Click on the View Consumer Details button to perform the necessary action.

1. Click on Collect Payment button to collect the payment via cash or online payment. Click on Share Bill button to send the bill to the consumer on the registered mobile number via SMS. 

1. Select Full Payment or Partial Payment to indicate whether the consumer is paying the bill amount in full or making a partial payment. Enter the Amount that is being paid by the consumer in case it is a Partial Payment.

2. Select the applicable Payment Method as either Cash or Online. Users can also provide the consumers with a scannable QR code to make the payment online. 

1. Click on the Download button to download the payment receipt. Click on the Share icon to send the receipt to the consumer via SMS.

2. Once the payment is completed a SMS is sent to the consumer to take the survey on the water service. 

Record Expense Bill and Modify Expense Bill

Expenses Bill Recording

1. Users can enter the expenses details as and when incurred. Click on the Add Expense icon on the home page. 

2. Enter expense information like Type of Expense from the drop-down list available. Type of expenses can be Electricity, O&M, Salary & MISC etc. 

3. Enter Vendor Name, Amount, Bill Date, Party Bill Date. Select Yes or No to indicate if the bill is paid or not. Click on Choose File button to attach a supporting document. 

1. Enter the Payment Date if the bill is already paid before recording into the system. Click on Submit to register the expense details.

1. The expenditure entry is saved successfully.

Modify Expense Bill

1. Click on the Modify Expenses icon on the home page to modify expense details. Enter the Vendor Name, or Type of Expense or Bill ID details to search for the specific expense record which needs to be modified.

1. The system shows the expense records filtered by the search parameter. Click on the Update Expenditure button to modify a particular bill.

1. Make the necessary modifications to the bill. Update the expense type, or vendor name, amount, or the bill date details as required.

1. Click on Submit to save the changes. 

2. Check the Mark this Bill as Cancelled box to indicate that the bill is cancelled. 

Dashboard

Main Dashboard 

1. The Dashboard provides the stakeholders at the department level with a consolidated view of the information on Revenue and Expenditure trend month wise.

Revenue Dashboard

1. The Sarpanch, Treasurer and Secretary at the GPWSC level can view the collection details like, Demand, Pending Collection, Actual Collection, Collection from Residential, Collection from Commercial and Collection from Others. The consumer wise collection details view is also available.

1. The Sarpanch, Treasurer and Secretary at the GPWSC level can view the expenditure details like, total expenditure, amount unpaid, amount paid, total bills, pending bills, bills paid, Electricity bills, O&M and salary. The individual expense wise details view is also available.