Integrated Mines and Mineral Management System
Objective
A Standard Operating Procedure (SOP) is a step-by-step guide to ensure the Government officials perform tasks correctly and safely. The draft version of SOP is put on the public domain to seek suggestion to formulate a law to ensure faster service delivery is performed efficiently using the IT tools.
This SOP contains technical elements which are managed under a work plan of Circle office . This document is to be used as a guidance to monitor procedures to ensure they meet the service standards in conjunction with the law. In addition, the purpose of a SOP is to detail regularly recurring work processes of the Mining Circle offices conducts or follows. It'll also help support data quality.
This SOP is aimed to help minimize variation and promote quality through consistent implementation of a process or procedure in the circle offices. It'll minimize opportunities for misunderstandings and will help address faster disposal of permissions or certificate from the circle offices. The SOP will ensure your staff of the circle office to comply with a standard which can be electronically auditable. It'll ensure "improved legal defensibility as they could be used in a court as proof that the Directorate of mines did the correct thing. SOP will be useful as checklists when inspectors perform auditing procedures in your company. Lastly It'll improve credibility in of Mining Directorate when proper procedures are followed.
Having a SOP for mineral regulatory system using IT tools will ensure productivity by staff and efficient performance but, most importantly, it'll ensure compliant with the law.
1. Lessee / Licensee Profile (MIS) Submit Your Feedback
All
the details information of a lessee and licensee are kept in the MIS section. A
nodal officer in each circle verifies that information and does the
modifications as required.
1.1 RR (Roles & Responsibility) Chart
| RESPONSIBILITY
|
ROLE
|
| Lessee/ Licensee
|
Nodal officer
|
Submission of Document |
√ |
|
Verification of Document |
|
√
(2 days) |
Updating / Adding the Information |
|
√
(3 days) |
1.2 Escalation
A dashboard is prepared for each officers to view and
monitor efficiency of the service delivery. The dashboard shows indicator in
case there is any delay and notify concerned DDM on the status of applications
at the end of every day. The DDM will call in a review meeting once in every
month to review discrepancies as per the audit report generated by the system
on efficiency in disposing the applications. The minutes of the meeting to be
sent as a letter to the Director of Mines citing any deviation in service
delivery with respect to the time line defined in the SOP.
A state wide amalgamated status of applications will
be automatically sent to the State PMU to observe any deviation with respect to
SOP for reporting to the Director of Mines. The Director of Mines is required
to take a review every 2nd day of the month on the performance of
the mining circles and record any discrepancy. The review may be taken through
Video Conference.
General FOP
& FAQ
Q1 : In case any document is not
uploaded?
Answer : Check whether document
file in .pdf format or not. And the file size should not be more than 2MB.
Q2 : If the submit button is not
working?
Answer : check whether all the
mandatory fields are filled or not.
Q3 : Mineral name not showing?
Answer : Check whether the mineral
was added in the MIS data or not.
Q4 : Lessee name is not showing?
Answer : First confirm the Lessee
as new ML in new ML/Land schedule link.
Q5 : RML Stage is not showing?
Answer : Check whether the
lessee/Licensee have Renewed license or not.
2 MDCC Submit Your Feedback
The
applicant can apply online for a newMDCC. The MDCC is obtained by applying to
the Directorate with the statutory documents. The online request is verified in
different stages at the statutory and also at circle mining offices. Thereafter
the MDCC is issued to the applicant with a validity of six months.
2.1 RR (Roles & Responsibility) Chart
| RESPONSIBILITY
|
ROLE
|
| Applicant
|
Section Officer (HQ)
|
Circle DDM/MO
|
Account Officer (HQ)
|
DDM (HQ)
|
Director
|
Submission of Online Request for MDCC |
√ |
|
|
|
|
|
Initial verification of the Request
Action Option : I
Forwardthe request for final
verification. In case of Lessee Forward the request to the Circle
DDM/MO for circle level clearances
Action Option : II
Rejectthe request, which needs to put
reason for rejection, notifying to the applicant as the final decision |
|
√
(1 Day) |
|
|
|
|
Circle Label
Verification
Action Option : I
Forward the application to the Account officer after
verifying the details |
|
|
√
(7 Day)
|
|
|
|
Final Verification
Action Option : I
Recommendthe application for
financial verification to Account officer
Action Option : II
Object the request, which needs to put
reason for objection, notifying to the applicant |
|
√
(1 Day) |
|
|
|
|
Financial Verification
Action Option : I
Recommend the requestfor
verifying all the remarks given by all authority to DDM (HQ)
Action Option : II
Object the request, which needs to put
reason for objection, notifying to the applicant |
|
|
|
√
(1 Day) |
|
|
All Verification
Action Option : I
Recommend the requestfor issuing
MDCC to director by verifying all authorities remarks
Action Option : II
Object the request, which needs to put
reason for objection, notifying to the applicant |
|
|
|
|
√
(1 Day) |
√
(1 Day) |
Final Approval
Action Option : I
Approve the request as the
final approval of the request and Issue MDCC
Action Option : II
Rejectthe request, which needs to put
reason for rejection, notifying to the applicant as the final decision |
|
|
|
|
|
|
2.2 Escalation
A dashboard is prepared for each officers to view and
monitor efficiency of the service delivery. The dashboard shows indicator in
case there is any delay and notify concerned DDM on the status of applications
at the end of every day. The DDM will call in a review meeting once in every
month to review discrepancies as per the audit report generated by the system
on efficiency in disposing the applications. The minutes of the meeting to be
sent as a letter to the Director of Mines citing any deviation in service
delivery with respect to the time line defined in the SOP.
A state wide amalgamated status of applications will
be automatically sent to the State PMU to observe any deviation with respect to
SOP for reporting to the Director of Mines. The Director of Mines is required
to take a review every 2nd day of the month on the performance of
the mining circles and record any discrepancy. The review may be taken through
Video Conference.
General FOP
& FAQ
Q1 : Can't apply MDCC for Licensee?
Answer : If the company have both
lessee and licensee then only Lessee can apply for MDCC.
Q2 : In case any document is not
uploaded?
Answer : Document file is only .pdf
.jpg .jpeg file or size not more than 2MB.
Q3 : If the Next button is not working
When MDCC?
3 License (New/Renewal) Submit Your Feedback
The
applicant can apply online for a new license or renewal of licenses. The license
is obtained by applying to the respective DDM/MO with the list of minerals
along with applicable fees in the form of online payment. The relevant
statutory documents are attached with the online application. The online request
is verified in different stages at the mining offices. Thereafter the License
is issued to the applicant as per the purpose of business mentioned in the
application, which can be tracked at the time of issuing transit permit to
them.
3.1 RR (Roles & Responsibility) Chart
| RESPONSIBILITY
|
ROLE
|
| Applicant
|
DDM/MO
|
Verifying Authority
|
Submission of Online Request
for New or Renewal of License |
√ |
|
|
Initial verification of the Request
Action Option : I
Forwardthe requestto designated
verifying authority for physical verification of proposed site (if
applicable)& relevant statutory documents
Action Option : II(Removal
of Button)
Objectioncan be put, if any information
deficiency is identified & need to put details of deficiencies, notifying
to the applicant to complyfor further processing of the request
Action Option : III
Rejectthe request, which needs to put
reason for rejection, notifying to the applicant as the final decision |
|
√
(3 Days) |
|
Physicalverification of proposed site of business (if applicable) and
relevant statutory documents
Action Option : I
Forwardthe request to DDM/MO
after updating the verification report
Action Option : II
Objection can be put, if any information
deficiency is identified & need to put details of deficiencies, notifying
to the applicant to comply for further processing of the request |
|
|
√
(15Days)
|
Issuance of Terms & Conditions to acknowledge by the applicant
and submitting Security Deposit
Action Option : I
Issue of Terms &
Condition to impose the Terms & Conditions for applicants
acknowledgement, which is required to obtain New/ Renewal of License
Action Option : II
Rejectthe request, which needs to put
reason for rejection, notifying to the applicant as the final decision |
|
√
(7Days) |
|
Acceptance of Terms & Conditions and uploading the details of
Security Deposit |
√
(3 Days) |
|
|
Final Approval of the request
Action Option : I
Approve therequest as the final
approval of the request and creating/updating the profile of the license
Action Option : II
Rejectthe request, which needs to put
reason for rejection, notifying to the applicant as the final decision |
|
√
(7Days) |
|
3.2 Escalation
A dashboard is prepared for each officers to view and
monitor efficiency of the service delivery. The dashboard shows indicator in
case there is any delay and notify concerned DDM on the status of applications
at the end of every day. The DDM will call in a review meeting once in every
month to review discrepancies as per the audit report generated by the system
on efficiency in disposing the applications. The minutes of the meeting to be
sent as a letter to the Director of Mines citing any deviation in service
delivery with respect to the time line defined in the SOP.
A state wide amalgamated status of applications will
be automatically sent to the State PMU to observe any deviation with respect to
SOP for reporting to the Director of Mines. The Director of Mines is required
to take a review every 2nd day of the month on the performance of
the mining circles and record any discrepancy. The review may be taken through
Video Conference.
General FOP & FAQ
Q1 : How to change applicant name or Place of Business or Father's/proprietor's name from the application ?
Answer : If application is on
draft mode, he/she can change Applicant Name at step-1 or Applicant will write
application to Circle DDM for change application name and DDM will mail scan
copy of that approval letter to PMU for further approve.
Q2 : How to roll back the request
to its
previous stage, in case wrong actions has been taken by the authority?
Answer : The concerned authority
need to information to ITPMU through mail by mentioning the valid reason to
back the application from its current status. After approval from Directorate
of Mines, the PMU Tech support team will back the application and communicate the
request status through mail to Circle Authority and copy mark to the
Directorate of Mines.
Q3 : How to roll back the request
to update Terms and Conditions, if the Terms & Conditions are not duly
signed by applicant?
Answer : The applicant needs to
write application to Circle DDM to facilitate him toupdateTerms & Conditions
and then on the basis of applicant request DDM will send a copy of approval
letter to ITPMU for provide update facility.After Directorate of Mines approval,
the PMU Tech support team will address the issues and configure to provide
facility to update Terms and Conditions by the applicant.
Q4 : How to Delete Payment
Details in Case of Wrong Entry of Payment Details?
Answer : Applicant will write
application to Circle DDM for delete payment details in case of wrong entry of
payment details with proper document and DDM will mail scan copy of that
approval letter to PMU for further approve.
4 Weigh bridge Approval Submit Your Feedback
The
applicant can apply online for approval Weigh Bridge(WB). The license is
obtained by applying to the respective DDM/MO with the weigh bridge information.
The relevant documents are attached with the online application. The online request
is verified at the mining offices. Thereafter the request is forwarded to the
DDM (HQ) for final verification. DDM (HQ) do the verification, if all the
information and documents seems ok then DDM (HQ) forwarded the application to
director for approval. Once the director approved the request the WB is tagged
to the applicant, which can be used in e-Pass.
4.1 RR (Roles & Responsibility) Chart
| RESPONSIBILITY
|
ROLE
|
| Applicant
|
DDM Circle
|
DDM
Headquarter
|
Director
|
Submission of Online Request for Weigh bridge approval |
√ |
|
|
|
Initial verification of the Request
Action Option I :
Forwardthe request to DDM (HQ) for verification
of documents
Action Option II :
Objection can be put, if any information deficiency is
identified & need to put details of deficiencies, notifying to the
applicant to comply for further processing of the request
Action Option
III :
Reject the request, which needs to put reason for
rejection, notifying to the applicant as the final decision. |
|
√
(3 Days) |
|
|
Verification
Action Option I :
Forwardthe request to Director) for approval of the
request
Action Option II :
Objection can be put, if any information deficiency is
identified & need to put details of deficiencies, notifying to the
applicant to comply for further processing of the request
Action Option
III :
Reject the request, which needs to put reason for
rejection, notifying to the applicant as the final decision. |
|
|
√
(3 Days) |
|
Final Approval of the
request
Action Option I :
Approve the request as the
final approval of the request
Action Option II :
Objection can be put, if any information deficiency is
identified & need to put details of deficiencies, notifying to the
applicant to comply for further processing of the request
Action Option
III :
Reject the request, which needs to put reason for
rejection, notifying to the applicant as the final decision. |
|
|
|
√
(3 Days) |
WB
Self Declaration |
√ |
|
|
|
WB Self Validation |
√ |
|
|
|
4.2 Escalation
A dashboard is prepared for each officers to view and
monitor efficiency of the service delivery. The dashboard shows indicator in
case there is any delay and notify concerned DDM on the status of applications
at the end of every day. The DDM will call in a review meeting once in every
month to review discrepancies as per the audit report generated by the system
on efficiency in disposing the applications. The minutes of the meeting to be
sent as a letter to the Director of Mines citing any deviation in service
delivery with respect to the time line defined in the SOP.
A state wide amalgamated status of applications will
be automatically sent to the State PMU to observe any deviation with respect to
SOP for reporting to the Director of Mines. The Director of Mines is required
to take a review every 2nd day of the month on the performance of
the mining circles and record any discrepancy. The review may be taken through
Video Conference.
General FOP
& FAQ
Q1. Applicant is unable to
delete the application.
Answer : Only the draft
applications are allow deleting by the applicant.
Q2. Applicant is unable to
edit the application
Answer : Only the draft
applications and objected applications are allow deleting by the applicant
Q3. Applicant is unable to
apply the application
Answer : Weigh bridges having same
name can't be applied more than one by an applicant.
Q4. How do the applicants know
the status of the application?
Answer : Applicant can view the
status of the application in the view section.
5 e-Transit Permit Submit Your Feedback
To
transport mineral from one point to another point the lessee and licensee needs
a transit permit from the circle mining office. The applicant can apply online
for transit permit. The application is received by the respective DDM/MO with
the list of stacks along with applicable fees, is forwarded to SIM /AMO for
verification. The relevant statutory documents and physical verification aredone
by the SIM/AMO, and report backs. Then the online request is verified by the MO
for royalty (royalty
is not applicable to licensees) and user feeat the mining offices. After that the
applicant pays the desired amount in the form of online payment. Thereafterthe application
isapproved by the DDM / MOand e-transit permit is issued to the applicant. In
case of coal and bauxite mines the royalty is paid at the month end due to
royalty amount is not predefined.
5.1 RR (Roles & Responsibility) Chart
5.1.1 Other than Coal and Bauxite ( For Lessee )
| RESPONSIBILITY
|
ROLE
|
| Lessee
|
DDM
|
SIM/AMO
|
MO
|
Submission of Online Request for Transit Permit |
√ |
|
|
|
Initial verification of the Request
Action Option I :
Forwardthe request to
designated verifying authority for physical verification of proposed site
& relevant statutory documents
Action Option II :
Reject the request, which
needs to put reason for rejection, notifying to the applicant. |
|
√
(2 Day) |
|
|
Physicalverification of
proposed site and relevant statutory documents |
|
|
√
(7 Days) |
|
Verification of Royalty
& User Fee
Action Option I :
Forwardthe request to the
applicant for payment
Action Option II :
Rejection proposalforward to DDM with reason
for rejection. |
|
|
|
√
(1 Day) |
Payment
of User Fee & Royalty |
√
(1 Day) |
|
|
|
Final Approval of the
request
Action Option I :
Approve the request as the
final approval of the request and generating an e-Transit Permit.
Action Option II :
Rejectthe request, which needs to put reason for
rejection, notifying to the applicant as the final decision |
|
√
(3 Day) |
|
|
5.1.2 Coal ( For Lessee )
| RESPONSIBILITY
|
ROLE
|
| Lessee
|
DDM
|
SIM/AMO
|
MO
|
Submission of Online
Request for Transit Permit. |
√ |
|
|
|
Initial verification of the Request
Action Option I :
Forwardthe request to
designated verifying authority for physical verification of proposed site
& relevant statutory documents
Action Option II :
Reject the request, which
needs to put reason for rejection, notifying to the applicant. |
|
√(1
Day) |
|
|
Physicalverification of
proposed site and relevant statutory documents |
|
|
√(7
Day) |
|
Verification
of User Fee
Action
Option I :
Forwardthe request to the applicant for payment
Action
Option II :
Rejection proposalforward to DDM with reason for rejection. |
|
|
|
√(1
Day) |
| |
|
|
|
|
Payment
of User Fee |
√(1 Day) |
|
|
|
Final Approval of the
request
Action Option I :
Approve the request as the
final approval of the request and generating an e-Transit Permit.
Action Option II :
Rejectthe request, which needs to put reason for
rejection, notifying to the applicant as the final decision |
|
√(5 Day) |
|
|
| |
5.1.3 Bauxite ( For Lessee )
| RESPONSIBILITY
|
ROLE
|
| Lessee
|
DDM
|
SIM/AMO
|
MO
|
Submission of Online
Request for Transit Permit. |
√ |
|
|
|
Initial verification of the Request
Action Option I :
Forwardthe request to
designated verifying authority for physical verification of proposed site
& relevant statutory documents
Action Option II :
Reject the request, which
needs to put reason for rejection, notifying to the applicant. |
|
√
(1 Day) |
|
|
Physicalverification
of proposed site and relevant statutory documents. |
|
|
√
(7 Days) |
|
Verification
of User Fee
Action
Option I :
Forwardthe request to the applicant for payment
Action
Option II :
Rejection proposalforward to DDM with reason for rejection. |
|
|
|
√
(1 Day) |
Payment of User Fee |
√
(1 Day) |
|
|
|
Final Approval of the
request
Action Option I :
Approve the request as the
final approval of the request and generating an e-Transit Permit.
Action Option II :
Reject the request, which needs to put reason for
rejection, notifying to the applicant as the final decision |
|
√
(1 Day) |
|
|
Forwarding
Laboratory Report at month end. |
√
(30 days) |
|
|
|
Calculating Royalty
- Enter the Dollar Exchange and Bauxite LME Price
- Calculation of Royalty on the basis of Dollar Exchange and LME
Price of Bauxite
- Forward to Lessee for Royalty Payment |
|
√
(1
Day) |
|
|
Payment
of Royalty Fee |
√
(1
Day) |
|
|
|
5.1.4 Other than coal (For Licensee)
5.1.4.1 For Procurement & Procurement and Sale
| RESPONSIBILITY
|
ROLE
|
| Licensee
|
DDM
|
Submission of
Online Request for Transit Permit. |
√ |
|
Payment of User Fee |
√ |
|
Final Approval of the
request
Action Option I :
Approve the request as the
final approval of the request and generating an e-Transit Permit.
Action Option II :
Reject the request, which needs to put reason for
rejection, notifying to the applicant as the final decision |
|
√
(3 Day) |
5.1.4.2 For Sale and Onward Transport
| RESPONSIBILITY
|
ROLE
|
| Licensee
|
DDM
|
SIM/AMO
|
MO
|
Submission of
Online Request for Transit Permit. |
√ |
|
|
|
Initial verification of the Request
Action Option I :
Forwardthe request to
designated verifying authority for physical verification of proposed site
& relevant statutory documents
Action Option II :
Reject the request, which needs to put reason
for rejection, notifying to the applicant. |
|
√
(1 Day) |
|
|
Physical
verification of proposed site and relevant statutory documents. |
|
|
√
(7 Days)
1 day-RR |
|
Verification
of User Fee
Action
Option I :
Forwardthe request to the applicant for payment
Action
Option II :
Rejection proposal forward to DDM with reason for rejection |
|
|
|
√
(1 Day) |
Payment
of User Fee |
√
(1 Day) |
|
|
|
Final
Approval of the request
Action
Option I :
Approve the request as the final approval of the request and generating
an e-Transit Permit.
Action
Option II :
Rejectthe request, which needs to put reason for
rejection, notifying to the applicant as the final decision |
|
√
(1 Day) |
|
|
5.1.5 Coal (For Licensee)
5.1.5.1 For Procurement & Procurement and Sale
| RESPONSIBILITY
|
ROLE
|
| Licensee
|
DDM
|
Submission of Online Request for Transit Permit. |
√ |
|
Payment
of User Fee |
√ |
|
Final Approval of the
request
Action Option I :
Approve the request as the
final approval of the request and generating an e-Transit Permit.
Action Option II :
Reject the request, which needs to put reason for
rejection, notifying to the applicant as the final decision |
|
√
(3 Day) |
5.1.5.2 For Sale and Onward Transport
| RESPONSIBILITY
|
ROLE
|
| Licensee
|
DDM
|
SIM/AMO
|
MO
|
Submission of Online Request for Transit Permit. |
√ |
|
|
|
Initial verification of the Request
Action
Option I :
Forwardthe request to designated verifying authority for physical
verification of proposed site & relevant statutory documents
Action
Option II :
Reject the request, which needs to put reason for rejection, notifying to the
applicant |
|
√(1 Day) |
|
|
Physical
verification of proposed site and relevant statutory documents |
|
|
√(7 Days) |
|
Verification
of User Fee
Action
Option I :
Forwardthe request to the applicant for payment
Action
Option II :
Rejection proposal forward to DDM with reason for rejection |
|
|
|
√(1 Day) |
Payment
of User Fee |
√(1 Day) |
|
|
|
Final Approval of the
request
Action Option I :
Approve the request as the
final approval of the request and generating an e-Transit Permit.
Action Option II :
Reject the request, which needs to put reason for
rejection, notifying to the applicant as the final decision |
|
√(3 Day) |
|
|
| |
|
|
|
|
|
5.2 Escalation
A dashboard is prepared for each officers to view and
monitor efficiency of the service delivery. The dashboard shows indicator in
case there is any delay and notify concerned DDM on the status of applications
at the end of every day. The DDM will call in a review meeting once in every
month to review discrepancies as per the audit report generated by the system
on efficiency in disposing the applications. The minutes of the meeting to be
sent as a letter to the Director of Mines citing any deviation in service
delivery with respect to the time line defined in the SOP.
A state wide amalgamated status of applications will
be automatically sent to the State PMU to observe any deviation with respect to
SOP for reporting to the Director of Mines. The Director of Mines is required
to take a review every 2nd day of the month on the performance of
the mining circles and record any discrepancy. The review may be taken through
Video Conference.
General FOP
& FAQ
Q1 : Chemical report or Form-K is not
showing?
Answer : Check properly before forwarding the application. On
confirmation page if the Chemical report or Form-K is not displaying or showing
NA, then go to edit mode and upload the same again and then forward the record.
If you already forward the record to DDM then write this to support executive
or ITPMU.
Q2 : Stack information is applied wrongly?
Answer : If the application is on draft or at yours end then
edit the record. If forwarded then write to support executive or ITPMU.
Q3 : Server error in application?
Answer : This error occurs due to session time out. Please
re-login into the site and if this error still exists then take a snap shot and
write to Support Executive or ITPMU.
Q4 : The application is not showing to DDM?
Answer : Check whether the authority is assigned to each step
for that circle or not. If not then tell your DDM to add the authority for
approval of permit in each step.
Q5 : The application is not showing to SIM?
Answer : Check whether the corresponding lessee is tagged to
the SIM or not. If not then tell to your DDM to tag the lessee to the SIM.
Q6 : The application is not showing to MO?
Answer : Check whether the corresponding lessee is tagged to
the MO or not. If not then tell to your DDM to tag the lessee to the MO.
Q7 : There is no stack while viewing for
confirmation in case of MO Action?
Answer : When MO is trying to confirm the stack, but there is
no stack is displaying. In that case please view the history of the application
and check whether the SIM has selected the stacks or not while forwarding to
MO. If the SIM does not select any stack, then no stack will be displaying to
MO for confirmation.
Q8 : The royalty amount is showing zero
while viewing by MO in case of payment?
Answer : When MO is viewing the payment details and the
royalty is displaying as zero, then check whether the IBM rate for the mineral
and for the grade which is applied by lessee is entered or not. If not then
contact to ITPMU and tell them to enter the IBM rate for the same.
Q9 : While forwarding the application by MO
it is showing some error or something?
Answer : When forwarding the application by MO, it is showing
some message then please check whether you confirm the stack details or not and
view the payment details or not and then try again. If still the problem exists
then write to ITPMU.
Q10 : While confirming the stack details, TP
books are showing to tag which is not required?
Answer : When confirming the stack details, TP books are
showing to tag then the lessee is not authorised to go for online mode. So
write to ITPMU for transforming the lessee from offline to online mode.
Q11 : While
payment by lessee, the treasury side is not opening for online payment?
Q12 :
Online payment is not active for lessee?
Answer : When lessee is opted for payment, the treasury side
is not opening then please check whether the IE has allowed for showing Pop ups
or not. To view that go to Settingsà Internet
Optionà Privacyà Deselect the turn on pop up blocker. Again check
whether the same problem exists or not. If yes then lessee is not entitled for
online payment. So write to PMU to enable online payment for that lessee.
Q13 : While submitting the Payment details
such as Bank Transaction No and treasury challan no, it shows some message?
Answer : When you enter the payment details for verifying your
payment on i3MS side but it is showing some message then check your Payment
details again such as the Treasury challan no, payment amount and Bank
transaction no and still the problem exists then waits for some time as the
same payment is not updated on treasury side.
Q14 : Stacks or User Fee is doubled
irrespective of the applied stacks or duplication of stacks?
Q15 : The quantity applied by the lessee is doubled
while viewing by MO?
Answer : In that case, write to ITPMU by giving your req. no
and tell the problem that duplication of stacks is occurred.
Q16 : Permitted period is showing wrong
after approval of permit?
Answer : If the permitted period is showing wrong or it is not
as per the date given by DDM then check whether the licensee has the grant
validity or not till that period. If the licensee has grant validity then
writes to ITPMU regarding this.
Q17 : Form-L is not showing or some error
occurred while viewing Form-L?
Answer : In this case simply write to ITPMU providing your
request no.
Q18 : View History is not showing or some
error occurred while viewing History?
Answer : In this case simply write to ITPMU providing your
request no.
Q19 : While click on the Request for Form-J
link by any officer, it shows error?
Answer : In this case please write an email to ITPMU regarding
the problem.
Q20 : The circle
of the lessee in the form-L is showing wrong?
Answer : In this case simply write to ITPMU providing your
request no.
Q21 : The bauxite royalty
is calculated as 0?
Answer : Please check whether the L.M.E Rate for that month is
entered or not and then check whether the Dollar exchange rate for that month
is not entered.
Q22 : Lessee is
not able to forward the record to DDM for payment of royalty?
Answer : Please check whether all the records forwarded by the
lessee is confirmed or not. If all the records of that month is not confirmed,
then the lessee can't forward the record to DDM.
Q23 : The Form-H
link is not available?
Answer : Contact your support executive or mail to ITPMU
providing your licensee code.
Q24 : Application
challan or other documents uploaded is not showing?
Answer : Before submitting the application please checks
whether the document is properly attached or not which is displaying in the
confirmation page. If there is no link showing then it means no document is
attached along with the application. So go to edit mode and then upload the
documents again while the application is at licensee end.
Q25 : Clearances
are invalid for licensee?
Answer : Check whether the grant validity, OSPCB clearance,
IBM Clearance are valid for the licensee who is applying in the permit and the
licensee who has involved in the permit should have valid grant validity.
Q26 : The permit
no is not coming for applying procurement or procurement and sale?
Answer : First of all check the Form-L application against
which you are applying permit and see the permit no there in. Then check
whether you have already applied the permit against the permit no, which is not
showing to you. Go to your draft mode to see whether it is already applied or
not. If again not coming, then write a mail to ITPMU.
Q27 : Lessee or
licensee name is not coming in the source drop down list?
Answer : Please check whether the lessee or licensee is
involved in the permit application by viewing either form-L or form-I with
their code. If they involved then check whether the permit is already applied
by you and is stored in your draft or forward to the Officer for approval. If
still it does not come, then write a mail to ITPMU.
Q28 : If the size
of the mineral is not coming in the drop down list while applying for permit?
Answer : Just write a mail to ITPMU regarding this by
specifying the mineral name and size
Q : Request is not
showing to DDM?
Answer : Please check whether the authority is assigned to
each step of licensee permit application or not. If not then assign authority
to each step.
Q29 : Request is
not showing to SIM?
Answer : Please check whether the licensee is tagged to the
concerned SIM or not. If not then tag the licensee to concerned SIM.
Q30 : Stack is
doubled after taking action by SIM or duplication of stacks?
Answer : Try to avoid multiple time clicking while taking
action against a request. Just write a mail to ITPMU specifying the request no.
Q31 : Request is
not showing to MO?
Answer : : Please check whether the authority is assigned to
each step of licensee permit application or not. If not then assign authority
to each step.
Q32 : No stack is
showing to MO for confirmation?
Answer : Check whether SIM has approved any stack while taking
action or not by going through view history in the view tab. In SIM Section
check for the stacks approved. If no stacks approved then no stack will be
showed to MO for confirming.
Q33 : User Fee is
showing double rather than actual quantity is applied?
Answer : The duplication of stacks occurred at SIM. So write a
mail to ITPMU by providing the request no and specifying the cause.
Q34 : Application
fee balance is showing negative?
Answer : There is no sufficient balance at licensee end. So
that it shows negative.
Q35 : Licensee is
unable to pay online the user fee?
Answer : Check whether the rights have been given to licensee
for paying online mode or not. If the rights are not given then write a mail to
ITPMU regarding this.
Q36 : Treasury
side is not opening?
Answer : Check whether the rights have been given to licensee
for paying online mode or not. If the rights are not given then write a mail to
ITPMU regarding this. If the rights have been given then please check whether
the pop up is allowed or not by going through internet settingà optionsà privacyà Deselect
the Turn on pop up blocker.
Q38 : While
submitting the Payment details such as Bank Transaction No and treasury challan
no, it shows some message?
Answer : When you enter the payment details for verifying your
payment on i3MS side but it is showing some message then check your Payment
details again such as the Treasury challan no, payment amount and Bank
transaction no and still the problem exists then waits for some time as the
same payment is not updated on treasury side.
Q39 : Permitted
period is showing wrong after approval of permit?
Answer : If the permitted period is showing wrong or it is not
as per the date given by DDM then check whether the licensee has the grant
validity or not till that period. If the licensee has grant validity then
writes to ITPMU regarding this.
Q40 : Form-I is
not showing or some error occurred while viewing Form-I?
Answer : In this case please write and email to ITPMU providing
your request no.
Q41 : View History is not showing or some
error occurred while viewing History?
Answer : In this case please write and email to ITPMU
providing your request no.
6 e-Transit Pass Submit Your Feedback
After getting the transit permits
the lessee or licensee need to transport the mineral through a vehicle to
destination.For that they need an e-Transit Pass for each vehicle.e-pass can be
generated from three different ways.
1. Online
Desktop : Through a desktop application installed in the local system at weigh
bridge
2. Online
Web : Through i3MS portal, i.e. directly from website
3. Offline
Web : Through i3MS portal with some of the fields left blank and updated later.
After generating an e-Pass
it ischecked at govt. check gate in rout and received status is updated at the
destination.
6.1 RR (Roles & responsibility) Chart
6.1.1 e-TransitPass online Desktop
| RESPONSIBILITY
|
ROLE
|
| Lessee/ Licensee
|
Check Gate Staff
|
Manage stack Dispatch |
√ |
|
Manage Transporter |
√ |
|
Synch Live to local |
√ |
|
Take tare weight |
√ |
|
Generate Pass |
√ |
|
Verification of e Pass at Govt. Check gate |
|
√ |
Receive at end point |
√ |
|
6.1.2 e- Pass online web
| RESPONSIBILITY
|
ROLE
|
| Lessee/ Licensee
|
Check Gate Staff
|
Manage Weigh Bridge User |
√ |
|
Manage stack Dispatch |
√ |
|
Manage Transporter |
√ |
|
Take tare weight |
√ |
|
Generate e-Pass |
√ |
|
Verification of e-Pass at Govt. Check gate |
|
√ |
Receive at end point |
√ |
|
6.1.3 e-Pass Offline Web
| RESPONSIBILITY
|
ROLE
|
| Lessee/ Licensee
|
Check Gate Staff
|
Manage stack Dispatch in web |
√ |
|
Manage Transporter in web |
√ |
|
Generate Pass |
√ |
|
Check at check gate |
|
√ |
Receive at end point |
√ |
|
6.1.4 e-Pass for Coal
| RESPONSIBILITY
|
ROLE
|
| Lessee/ Licensee
|
Check Gate Staff
|
Upload New RDO |
√ |
|
Allow RDO for dispatch |
√ |
|
Allow Permit for Dispatch |
√ |
|
Synch Live to local in desktop application |
√ |
|
Take tare weight |
√ |
|
Generate Pass and challan |
√ |
|
Check at check gate |
|
√ |
Receive at end point |
√ |
|
6.2 Escalation
A dashboard is prepared for each officers to view and
monitor efficiency of the service delivery. The dashboard shows indicator in
case there is any delay and notify concerned DDM on the status of applications
at the end of every day. The DDM will call in a review meeting once in every
month to review discrepancies as per the audit report generated by the system
on efficiency in disposing the applications. The minutes of the meeting to be
sent as a letter to the Director of Mines citing any deviation in service
delivery with respect to the time line defined in the SOP.
A state wide amalgamated status of applications will
be automatically sent to the State PMU to observe any deviation with respect to
SOP for reporting to the Director of Mines. The Director of Mines is required
to take a review every 2nd day of the month on the performance of
the mining circles and record any discrepancy. The review may be taken through
Video Conference.
General FOP
& FAQ
Q1 :
Unable to view/allow the second stack.
Answer : If lessee get single
permission number but apply 2 same stack for road dispatch for same consignee,
grade, mineral quantity then modify the stack number.
Q2 :
Unable synch live to local and local to live.
Answer : Check your internet
connectivity, then check i3ms side is opening on your system or not otherwise
contact your circle office.
Q3 :
Unable to capture weight from Weigh Bridge.
Answer : Check the com port reading
is properly display in hyper terminal or not. If not then check your comport
setting. If yes then view the setting of Weigh Bridge in weigh bridge master
page in application. Otherwise contact with circle office.
Q4 :
Unable to generate pass due to number of pass issued is finish.
Request to circle DDM for
extra pass required.
Q5 :
How to cancel an e-Pass?
Answer : Request to circle DDM for
pass cancellation.
Q6 :
System problem/Unable to start system.
Answer : Before format the system
take the backup of database if it is server otherwise take the application
backup from c drive. Inform the circle DDM for reinstallation of the software.
Q7 :
Unable to open the software
Answer : Check your LAN connection.
Or system connected to different net work.
Q8 : Unable to view the e
Pass number at receive mineral screen
Answer : If pass not check at check
gate then 1st verify at check gate then it will display.
Q9 : Receive Date is wrong
Answer : Send a mail to circle DDM
for change date.
Q10 : Unable to view/allow
the second stack.
Answer : If lessee get single
permission number but apply 2 same stack for road dispatch for same consignee,
grade, mineral quantity then modify the stack number.
Q11 : Unable to generate
pass due to number of pass issued is finish.
Answer : Request to circle DDM for
extra pass required.
Q12 : Internet explorer
unable to generate pass
Answer : Before generate e Pass
using internet explorer, check the internet explorer version must 7.0 or
higher. Make sure pop up blocker is off.
Q13 : Enter wrong vehicle
number/wrong gross weigh
Answer : Request to circle DDM for
pass cancellation.
Q14 : Unable to take print
for any reason after save the data
Answer : Take second copy of pass
from your circle DDM.
Q15 : Unable to generate
pass due to number of pass issued is finish.
Answer : Request to circle DDM for
extra pass required.
Q16 : Internet explorer
unable to generate pass
Answer : Before generate e Pass
using internet explorer, check the internet explorer version must 7.0 or
higher. Make sure pop up blocker is off.
Q17 : Unable to take print
for any reason after save the data
Answer : Take second copy of pass
from your circle DDM.
Q19 : Wrongly update
offline e Pass like truck number, tare weight, mineral weight, Gross weight
Answer : Send a mail to circle DDM
for data updating
Q20 : Unable synch live to
local and local to live.
Answer : Check your internet
connectivity, then check i3ms side is opening on your system or not otherwise
contact your circle office.
Q21 : Unable to capture
weight from Weigh Bridge.
Answer : Check the com port reading
is properly display in hyper terminal or not. If not then check your comport
setting. If yes then view the setting of Weigh Bridge in weigh bridge master
page in application. Otherwise contact with circle office.
Q22 : Unable to generate
pass due to number of pass issued is finish.
Answer : Request to circle DDM for
extra pass required.
7 OMPTS Submit Your Feedback
The
Licenseehas to submit the OMPTS (Form E and F) returns monthly basis to the
state government. That will be verified by Circle DDM/MO.
7.1 RR (Roles & Responsibility) Chart
| RESPONSIBILITY
|
ROLE
|
| Applicant
|
Circle DDM/MO
|
Submission of Online Return to Circle DDM/MO |
√ |
|
Final Approval
Action Option : I
Approve the request as the
final approval of the return submitted
Action Option : II
Rejectthe request, which needs to put
reason for rejection, notifying to the applicant as the final decision |
|
√
(10 Days)
|
7.2 Escalation
A dashboard is prepared for each officers to view and
monitor efficiency of the service delivery. The dashboard shows indicator in
case there is any delay and notify concerned DDM on the status of applications
at the end of every day. The DDM will call in a review meeting once in every
month to review discrepancies as per the audit report generated by the system
on efficiency in disposing the applications. The minutes of the meeting to be
sent as a letter to the Director of Mines citing any deviation in service
delivery with respect to the time line defined in the SOP.
A state wide amalgamated status of applications will
be automatically sent to the State PMU to observe any deviation with respect to
SOP for reporting to the Director of Mines. The Director of Mines is required
to take a review every 2nd day of the month on the performance of
the mining circles and record any discrepancy. The review may be taken through
Video Conference.
7.3 General FOP & FAQ
Q1 : Mineral name not showing in the
dropdown?
Answer : Check whether the mineral
name was added in the MIS data or not.
Q2 : Permit number not showing?
Answer : Check whether the
Lessee/Licensee has applied the permit against you or not.
Q3 : Pass Details are not showing?
Answer : Receive the Passes, in
the Transit permit/Pass >> Receive mineral link.
Q4 : Form-E has not generated?
Answer : Confirm all the received
and despatch data for the month. Then form-E will generate.
Q5 : Transaction is not getting
confirmed?
Answer : First confirm all the
previous transaction.
Q6 : Finding trouble while confirm
more than one date in receive at time?
Answer : Confirm a single record
in receive, then in despatch one by one respectively.
Q7. Getting trouble while generating
Form-E for a particular month?
Answer : Make confirm all record
in receive and despatch for that month.
Q8 : Mineral name not showing in the
dropdown in plant fed and recovery?
Answer : Check whether the mineral
for the date is received or not.
Q9. No stock found for the mineral.
Answer : Make entry in current
stock page for new mineral nature or grade or size.
Q10. Not able to view receive
mineral for a particular month?
Answer : Make sure that record
should be entered in Form-E. If entered then check record in Form-E are
confirmed or not.
Q11. Finding trouble while confirm
more than one date in receive at time?
Answer : Confirm a single record
in receive, then plant fed and then in despatch one by one respectively.
Q12. Getting trouble while
generating Form-F for a particular month?
Answer : Make confirm all record
in receive, plant fed and despatch for that month.
8 MCDR Submit Your Feedback
The
Lesseehas to submit the MCDR Form F and H monthly and yearly basis respectively
to the IBM copy mark to the state government. That will be verified by Circle DDM/MO.
8.1 RR (Roles & Responsibility) Chart
| RESPONSIBILITY
|
ROLE
|
| Applicant
|
Circle DDM/MO
|
Submission of Online Return to IBM copy mark to Circle
DDM/MO |
√ |
|
Final Approval
Action Option : I
Approve the request as the
final approval of the return submitted
Action Option : II
Rejectthe request, which needs to put
reason for rejection, notifying to the applicant as the final decision |
|
√
(10 Days)
|
Reapply |
√ |
|
Approval Reapplication
Action Option : I
Approve the requested
adjustment |
|
√
(2 Days) |
8.2 Escalation
A dashboard is prepared for each officers to view and
monitor efficiency of the service delivery. The dashboard shows indicator in
case there is any delay and notify concerned DDM on the status of applications
at the end of every day. The DDM will call in a review meeting once in every
month to review discrepancies as per the audit report generated by the system
on efficiency in disposing the applications. The minutes of the meeting to be
sent as a letter to the Director of Mines citing any deviation in service
delivery with respect to the time line defined in the SOP.
A state wide amalgamated status of applications will
be automatically sent to the State PMU to observe any deviation with respect to
SOP for reporting to the Director of Mines. The Director of Mines is required
to take a review every 2nd day of the month on the performance of
the mining circles and record any discrepancy. The review may be taken through
Video Conference.
8.3 General FOP & FAQ
Q1 :
Double record showing in generate Form F page?
Answer : This error occurs when part 1 and part 2 are submitted for
different mineral (In the case of F8). Please verify for which mineral part 1
and part 2 are submitted. Submit part 1 and part 2 for same mineral then
generate form F.
Q2 :
Edit option not showing?
Answer : Please check whether the record is confirmed or not, because
the record which has been confirmed will not show edit option. If you want to
edit confirmed records then contact to circle office.
Q3 :
Record confirmed but not showing in generate page?
Answer : Check the month for which you have submitted form f and in
generate form f page whether same month is selected or not. If then also the
error persists then contact to circle office.
Q4 :
While editing a record error is shown?
Answer : Delete the record from view page and add the record again for
the month if then also the error persists then contact to circle office.
Q5 :
While submitting half the data of the page is saved and others are blank?
Answer : Delete the record from view page and add the record again for
the month if then also the error persists then contact to circle office.
Q6 :
Double record showing in generate Form H page?
Answer : This error occurs when all parts are not submitted for same
mineral (In the case of H8). Please verify for which mineral all the parts are
submitted. Submit all the parts for same mineral then generate form H.
Q7 :
Double record showing in generate Form H page?
Answer : Please check whether the record is confirmed or not, because
the record which has been confirmed will not show edit option. If you want to
edit confirmed records then contact to circle office.
Q8 :
Record confirmed but not showing in generate page?
Answer : Check the financial year for which you have submitted form H
and in generate form H page whether same year is selected or not. If then also
the error persists then contact to circle office.
Q9 :
While editing a record error is shown?
Answer : Delete the record from view page and add the record again
for the same financial year if then also the error persists then contact to
circle office.
Q10 :
While submitting half the data of the page is saved and others are blank?
Answer : Delete the record from view page and add the record again
for the same financial year if then also the error persists then contact to
circle office.
9 MPR Submit Your Feedback
The
Lesseehas to submit the Monthly Progress Report (MPR) showing the Produced and
despatched mineral from lease area.
9.1 RR (Roles & Responsibility) Chart
| RESPONSIBILITY
|
ROLE
|
| Applicant
|
Circle DDM/MO
|
Submission of Online MPR to Circle DDM/MO |
√ |
|
Final Approval
Action Option : I
Approve the request as the
final approval of the return submitted
Action Option : II
Rejectthe request, which needs to put
reason for rejection, notifying to the applicant as the final decision |
|
√
(7 Days)
|
Apply for Adjustment |
√ |
|
Adjustment Approval
Action Option : I
Approve the requested
adjustment |
|
√
(2 Days) |
9.2 Escalation
A dashboard is prepared for each officers to view and
monitor efficiency of the service delivery. The dashboard shows indicator in
case there is any delay and notify concerned DDM on the status of applications
at the end of every day. The DDM will call in a review meeting once in every
month to review discrepancies as per the audit report generated by the system
on efficiency in disposing the applications. The minutes of the meeting to be
sent as a letter to the Director of Mines citing any deviation in service
delivery with respect to the time line defined in the SOP.
A state wide amalgamated status of applications will
be automatically sent to the State PMU to observe any deviation with respect to
SOP for reporting to the Director of Mines. The Director of Mines is required
to take a review every 2nd day of the month on the performance of
the mining circles and record any discrepancy. The review may be taken through
Video Conference.
9.3 General FOP & FAQ
Q1 :
Opening/Closing balance or both showing wrong?
Answer : Please check that the particular date's data is confirmed or
not, if not then confirm the data. If then also the error persists then contact
circle office.
Q :
Data repeated in generate Form A?
Answer : For this type of error contact circle office.
Q :
Unable to change Opening balance?
Answer : Opening balance is only taken once for a particular grade,
so it cannot be changed. If you want to change the wrong data then contact
circle office.
Q :
In Recovery/Despatch previous screen's closing balance is not reflected?
Answer : Please note that Opening/Closing balance calculation is done
after confirmation. So until the record of the date is confirmed, opening
balance is shown from previous confirmed data. Confirm the data to view the
actual opening and closing balance.
Q :
Unable to edit transaction data?
Answer : Check that whether the record for the date is confirmed or
not from the view page. If you have confirmed the data then you will not be
able to edit. For this kind of query please contact circle office.
10 Steel Plant MOU Submit Your Feedback
Those
licensees have a steel plant they need to submit physical and financial
progress report in every month.
10.1 RR (Roles & responsibility) Chart
| RESPONSIBILITY
|
ROLE
|
| Applicant
|
Circle DDM
|
Online
submission of MOU |
√ |
|
Verification
of Application |
|
√
(7 Day) |
10.2 Escalation
A dashboard is prepared for each officers to view and
monitor efficiency of the service delivery. The dashboard shows indicator in
case there is any delay and notify concerned DDM on the status of applications
at the end of every day. The DDM will call in a review meeting once in every
month to review discrepancies as per the audit report generated by the system
on efficiency in disposing the applications. The minutes of the meeting to be
sent as a letter to the Director of Mines citing any deviation in service
delivery with respect to the time line defined in the SOP.
A state wide amalgamated status of applications will
be automatically sent to the State PMU to observe any deviation with respect to
SOP for reporting to the Director of Mines. The Director of Mines is required
to take a review every 2nd day of the month on the performance of
the mining circles and record any discrepancy. The review may be taken through
Video Conference.
General FOP
& FAQ
Q1 .When I am submitting the data
message showing that “period ending is all ready exists�
Answer : Because you entry
duplicate period ending that period ending has all ready entered
Q2.Why I can't edit my record?
Answer : Because you all ready
confirm the record?
Q3. When I go the edit link it show
me cross mark on that link?
Answer : Because you won't entry
that particular record for particular period ending
Q4.why I cannot see record for a
particular company?
11 PORT Submit Your Feedback
The
Port Authority has to submit monthly received mineral from Orissa and
Despatched from them
11.1 RR (Roles & Responsibility) Chart
| RESPONSIBILITY
|
ROLE
|
| Port Authority
|
Circle DDM/MO
|
Submission of Received and despatched mineral from the
port for the month |
√ |
|
View Submitted reports by PORT |
|
√ |
11.2 Escalation
A dashboard is prepared for each officers to view and
monitor efficiency of the service delivery. The dashboard shows indicator in
case there is any delay and notify concerned DDM on the status of applications
at the end of every day. The DDM will call in a review meeting once in every
month to review discrepancies as per the audit report generated by the system
on efficiency in disposing the applications. The minutes of the meeting to be
sent as a letter to the Director of Mines citing any deviation in service
delivery with respect to the time line defined in the SOP.
A state wide amalgamated status of applications will
be automatically sent to the State PMU to observe any deviation with respect to
SOP for reporting to the Director of Mines. The Director of Mines is required
to take a review every 2nd day of the month on the performance of
the mining circles and record any discrepancy. The review may be taken through
Video Conference.
General FOP
& FAQ
Q1. In case the pass details not
showing?
Answer : check whether the pass is
generated on not.
Q2. If the generate button is not
visible?
Answer : check whether the
previous month record is generated or not.
Q3.
In case the exporter in not valid?
Answer : checks whether the i3ms code is correct or not.
Q4.
if the mineral name not showing in case of entering despatch details?
Answer : makes entry for the particular date.
Q5.
in case the opening balances in not showing?
Answer : check receives details of the particular date. If receive is
not confirmed or not entered then it will not show.
Q6.
if the generate button in despatch details not showing?
Answer : enters the data for the particular month or generate for the
previous month.
Q7. Record not showing for the
particular month and year?
Answer : Check whether the data
inserted for the month or not
12 CTD Integration Submit Your Feedback
In
this from I3MS application e-pass data will be sent to CTD server to generate
way bill.
12.1 RR (Roles & Responsibility) Chart
| RESPONSIBILITY
|
ROLE
|
| I3MS
|
CTD
|
TIN Validation |
|
√ |
Web e-pass Synchronization |
√ |
|
Window Service e-pass Synchronization |
√ |
|
Window Service Way bill Synchronization |
|
√ |
12.2 Escalation
A dashboard is prepared for each officers to view and
monitor efficiency of the service delivery. The dashboard shows indicator in
case there is any delay and notify concerned DDM on the status of applications
at the end of every day. The DDM will call in a review meeting once in every
month to review discrepancies as per the audit report generated by the system
on efficiency in disposing the applications. The minutes of the meeting to be
sent as a letter to the Director of Mines citing any deviation in service
delivery with respect to the time line defined in the SOP.
A state wide amalgamated status of applications will
be automatically sent to the State PMU to observe any deviation with respect to
SOP for reporting to the Director of Mines. The Director of Mines is required
to take a review every 2nd day of the month on the performance of
the mining circles and record any discrepancy. The review may be taken through
Video Conference.
General FOP
& FAQ
Q1 : Unable to connect to
the remote server?
Answer : Check Connectivity if CTD
Web service.
Q2 : The underlying
connection was closed?
Answer : Check Connectivity if CTD
Web service.
Q3 : Service Return Null
Value?
Answer : Contact with CTD Tech.
centre to find the cause.