user manual - ugc

User Manual for Travel Grant Scheme in UGC Portal

User Manual

(Version 1.0)

For

UGC e-Governance Project (Travel Grant Scheme)

Prepared by

National Informatics Centre Government of India


Table of Content

1.0 Introduction--------------------------------------------------------------------------------------------------------------3

1.1 Audience

1.2 Purpose of this document 1.3 Conventions 1.3 References 1.5 Definitions/Glossary 1.6 Problem reporting 1.7 User Organization 2.0 Product features--------------------------------------------------------------------------------------------------------3

2.1 Minimum System Requirements -------------------------------------------------------------------------3

3.0 Workflow for Travel Grant Scheme -------------------------------------------------------------------------------5


1) Introduction

1.1) Audience

Users of this software application will be from Universities/Colleges and UGC. The users are expected to have a basic understanding of using a computer and familiarity with the usage of keyboard and mouse.

1.2) Purpose of this document

This document attempts to describe the operational aspects of the software application with a view to assist all those who will be using the software. The document provides step-wise instructions for handling various aspects of the software with visual screens for easy and better understanding. It also describes the error messages encountered while working with the software with appropriate remedial actions required to be taken by you.

1.3) Conventions

The document follows the font settings for Chapter Heading, Sub-Headings at various levels and text as indicated below:

Chapter Heading – Arial Black, 12 pt, Bold

Sub-Heading Level 1 – Arial Black, 10 pt, Bold

Sub-Heading Level 2 – Arial, 10 pt, Bold

Body Text – Arial, 10 pt

1.4) References

1.5) User Manual Template (NIC-TPL-003 version 1.1) prescribed as per NIC Quality Standards.

1.5) Definitions/Glossary

This section gives a glossary of terms used in the rest of the document.

S.No Name Definition

1 UGC University Grant Commission

2 Respected user

For College Teacher/ College librarian, Respected user is College Principal, for Vice Chancellors, Respected user is University Registrar and for Commission members/ UGC Officers Respected user is UGC Nodal Officer

3 UGC Nodal Officer Officer dealing with Travel Grant Scheme

4 Applicant Teachers/ librarian of approved colleges by UGC, Vice Chancellors of approved Universities by UGC and Commission members/ UGC Officers


5 OTP One Time Password delivered on Concerned Mobile no

1.6) Problem Reporting

In case of any problem related to the software or to this document, please contact [email protected]

1.7) User organization

The University Grants Commission (UGC) is a nodal agency for coordination, determination and maintenance of standard of teaching, research, extension and examination in the university system of higher Education in India. In order to ensure effective region-wise coverage throughout the country, the UGC has decentralized its operations by setting up six regional centers at Pune, Hyderabad, Kolkata, Bhopal, Guwahati and Bangalore. The head office of the UGC is located at Bahadur Shah Zafar Marg in New Delhi, with two additional bureaus operating from 35, Feroze Shah Road and the South Campus of University of Delhi as well. Its objective is as follows

Promoting and coordinating university education

Determining and maintaining standards of teaching, examination and research in universities

Framing regulations on minimum standards of education

Monitoring developments in the field of collegiate and university education

Disbursing grants to the universities and colleges

Serving as a vital link between the Union and the State governments and institutions of higher education

Advising the Union and the State governments on the measures necessary for improvement of university education

In order to achieve the objective, number of schemes has been implemented by UGC. One such scheme is “Development of Women Studies in Indian Universities and Colleges”

2) Product Features

This application captures the complete life cycle of “Travel Grant Schemes in Universities & Colleges” starting from proposal submission for financial assistance till downloading the sanction letters by applicants. The salient features are

User id creation of applicants.

Submission of proposal for financial assistance by applicants.

Submission of claim by applicants

Automatic SMS/ Email messages

Release of Grants

Generation of Sanction Letter

Generation of synopsis reports of applicants


3) Workflow of Travel Grant Scheme for College Teachers /College

Librarians /Vice Chancellors /Commission Members and UGC Officers

3.1: College Principal/ University Registrar/UGC travel grant officer registrars himself/herself at http://eschemesugc.gov.in & get his login id functional (Kindly refer to user management manual for more details of user registration). Note1: College Principal/ University Registrar/UGC travel grant officer will be called respected users after here. For college teachers/ College librarian respected user is College Principal, for Vice Chancellors respected user is University Registrar and for Commission members and UGC officers Respected user is UGC Nodal Officer. Note2: All fields marked with * in forms are mandatory. 3.2: Respected user login through Main Login to create applicant Login ID.

3.3: Respected users will click on Manage Travel Grant link for travel grant scheme.

http://eschemesugc.gov.in/


3.3: Respected users clicks Manage Travel Grant Applicants link to manage travel grant applicants. He/she

can edit, block or edit travel grant applicants.

3.5: To add new applicant respected user clicks on Add New link. For this respected user needs applicant

name, email & mobile no. Applicant id will be sent through email and sms to the applicant. It will work as

User ID of applicant.


3.6: Applicant will Login on clicking Travel Grant Login Link on home page. Following page will appear to

applicant. He/she enters his User id received on Email/ Mobile and clicks on Generate OTP. He/she will

receive OTP(One time password) on his mobile which will work as his/her password.


3.7: Applicant will fill his profile data before applying for proposal on clicking Profile link.


3.8: Once applicant fills his profile data Applicant may apply for proposal on clicking Apply link. Applicant

enters all required data and submits his proposal. This proposal will appear to respected user dashboard.


3.9: After login, respected user can view applicant’s application on clicking Process Application link.

3.10: After Viewing, Respected user may forward or rejects applicant’s application to UGC officer.

3.11: Once forwarded by respected user, applicant’s application will appear to UGC nodal officer.


Note: Step 3.10 & 3.11 is not applicable in case of Commission members / UGC officers, since respected

user is UGC nodal officer. Once applied by Commission members / UGC officers application may directly

be viewed by UGC nodal officer.


3.12. UGC Nodal officer can view the proposal on his dashboard. He/she can view the applicant proposal

on clicking Name link.


3.13: UGC Nodal officer forward the same to subject expert seeking his recommendation in Process

Travel grant Applicants in Manage Travel Grant menu.

Note: Recommendation of Subject Expert is not needed in case of Vice Chancellors /Commission

Members and UGC Officers; hence step from 3.13 to 3.16 is not applicable.

3.14: Travel grant section- nodal officer may create subject expert by clicking new on the manage travel

grant expert link in Travel grant menu. For adding subject expert, Travel grant section nodal officer needs

expert name, email, mobile no and subject. Expert id will be sent through email and sms to the expert. It

will work as User ID of subject expert.

3.15: Subject expert can login on clicking Travel Grant Login Link on home page. Following page will

appear to applicant. He/she enters his User id received on Email/ Mobile and clicks on Generate OTP.

He/she will receive OTP(One time password) on his mobile which will work as his/her password.


3.16: Subject expert can view the application and either recommends or not recommends.

3.17: Once recommend by subject expert, Travel Grant nodal officer may approve or disapprove the

application on clicking Process Application in Manage Travel Grant menu. If he approves the applicant

proposal, he generates approval letter.


3.18: Once approved or disapproved by UGC nodal officer, Applicant/ Respected Users can view the status

of the application. In case of approval, applicant can download approval letter.


3.19: Once travel has been done, an applicant click on Claim Form to enters details and submits the claim

form .Following page will open to his/her.


3.20: Once submitted Respected User can view the applicant claim, & may forward or rejects it.

Note: Step 3.20 is not applicable in case of Commission members / UGC officers, since respected user is

UGC nodal officer. Once applied by Commission members / UGC officers claim may directly be viewed

by UGC nodal officer.

3.21: Once forwarded by Respected User, UGC nodal officer may process claim form of an applicant on

clicking Process Claim Form in Manage Travel Grant menu. UGC Nodal Officer may verify claim form

through verification sheet


3.22: UGC nodal officer may generate note sheet.

3.23: UGC Nodal officer may generate Sanction Letter


3.24: Once Sanction letter is generated by UGC Nodal officer, Applicant may download the sanction letter

including grant in aid bill along with the letter of finance division.


3.25: Travel grant nodal officer may generate synopsis reports of applicants on clicking Synopsis Report

link in Manage travel grant Menu.


3.26: Travel grant nodal officer may generate Expert Recommended reports of applicants on clicking

Expert Recommended link in Manage travel grant Menu.

3.27: Travel grant nodal officer may check the status of Grant Release Expert of applicants on clicking

Travel Grant link in Manage travel grant Menu.

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