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
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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
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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
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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
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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
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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 SettingsàInternet OptionàPrivacyàDeselect 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 settingàoptionsàprivacyàDeselect 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
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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
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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
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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
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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
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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
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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
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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.