Information Management Systems at RRCAT

• In house developed information management software applications for Administration, Accounts, Purchase, Stores, Medical Centre, Security.
• Software systems for electronic processing of documents under workflow based procedures for DSC enabled applications to move towards paperless office leading to e-governance.
• Software systems on Internet for accepting on-line applications to achieve paperless application submission.
• Integration of centralised SMS based alert system for sending informative messages to stake holders of various information management systems on intranet and internet.

Web based Information Management Application Softwares

• RRCAT Information System for Administration Software Applications
• Integrated Accounting Software
• Integrated Purchase, Stores and Audit Software
• Allowance Processing System – ‘Vetan’
• Medical Information Management System – ‘Chikitsa’

Software developments towards e-Governance

• eAPAR Software
• Online preparation and printing of Promotion Proposal Profroma
• OASIS – Project Monitoring Software
• c-OASIS (consolidated On-line AccesS to project Information System)
• Software for monitoring of PRIS-G targets
• Software for Indus Upgradation/ Maintenance/ Shutdown Activities Management
• Software for eLogbook of Indus Beamlines
• Work Requisition and Approval software
• Online requisition and approval for Liquid Nitrogen and Liquid Helium
• Material Gate Pass Preparation and Approval Software
• Indent Preparation and Approval Software
• Online Vehicle requisition and approval
• Online booking and approval of RRCAT facilities
• Online submission for Immovable Property Returns
• Online Quarter application
• Meeting Scheduler Software
• Centralized SMS alert system
• Health Physics Unit Web Portal

Workflow based software for DSC enabled paperless applications

• Leave Request and approval
• Casual Entry Permit Requisition and approval
• CL/Special CL Application and approval
• Stores Requisition and approval
• Air ticket booking requests and approval
• TA Settlement and approval
• GPF/CPF Advance/Withdrawal application and approval

Software systems for submission of on-line applications over Internet

• User Portal for e-booking of Beam-time over Internet for Beamlines of Indus Synchrotron
• Radiation Sources
• Online application submission for RRCAT Recruitment Advertisements
• Online application submission for RRCAT Ph.D. Programme
• Online application submission for OCAL
• Online submission of applications for Young Scientist Research Programme
• Online submission of Attestation Form and Special Security Questionnaire forms
• Online application for Trade Apprenticeship Scheme at RRCAT

Software Systems for DAE-HO, Mumbai

Web based Information Management Application Softwares

RRCAT Information System automates the functionalities of Administration – Modules for Recruitment, Personnel Information, Promotion Proposal,Pay Fixation, PRIS(I)-M Component calculation, Quarter Allotment/ Waiting lists, Leave management, Loan Details, CHSS Beneficiary and Immovable Property Details. Dynamic employee report based on ad-hoc query conditions specified by the user. Staff chart and organization chart based on position and person based reporting. Designation wise staff strength. Manpower deployed in various Divisions/ Sections/ Labs. Career profile of all employees.

Integrated Accounting Software is a comprehensive computerized system addressing needs of all functional branches of Accounts at RRCAT. Modules for Purchase Accounts, Temporary Advance, Traveling Allowance, LTC, Major Works, Minor Fabrication, AMC, Receipts and Challans, Cheque, RTGS Payment, Budget Compilation. The system is integrated with Integrated Purchase-Stores-Audit system, Personnel system and Allowance processing system to achieve cross-functionality and timely management of information to reflect the current status. It integrates automatic flow of controlled data through multi-section modules and monitors the expenditure and commitment against sanctioned amount at every stage.

Integrated Purchase, Stores and Audit Software helps to reduce the purchase cycle time and to provide status of all purchase files at any time. Modules for Purchase, Stores, Audit are integrated with Personnel system and Budget compilation module of Integrated Accounting System. This integration facilitates to maintain high data consistency, access and maintain the same data, effectively communicate decisions and achieve cross-functionality and timely management of information to reflect the current status. Every functional stage is available to Indentor and Project coordinator through RRCATInfonet and e-mail alert notification.

Allowance Processing System – ‘Vetan’ addresses the needs of all functional requirements of pay processing in RRCAT. Integrated modules for monthly pay processing, handling various recoveries, external calculations, supplementary payments, income tax and providend fund details of employees. The software is linked to various modules of Administration and Integrated Accounting Software.

Medical Centre Information Management System – ‘Chikitsa’ facilitates the management of information related to patients, medicines and inventory of medicines. Patient registration and waiting queue display for patients at centralized display location. Implementation of features for online entry of prescription, diagnosis and complaints by doctors is a major step towards paperless functioning of RRCAT Medical Centre. Provision to view previous complaints specified by the patient, disease entered and prescriptions given to patients by the doctor. Issue of medicines by Pharmacist and Nurses as prescribed the Doctor. Doctors’ Schedule and Blood Group wise list of beneficiaries is displayed on RRCATInfonet.

RRCATInfonet – RRCAT Information Network Portal

Features:

• RRCATInfonet is accessible to all employees on RRCAT local area network. Provides seamless flow of information from various information management systems under two access schemes – open access and authenticated access.
• Single point access to various web resources and Internet/ Intranet services like email, Information portals etc.
• Authentication from the LDAP server for single sign on functionality for various authenticated services.
• Role based dynamic menu options to employees for accessing applications based on their access rights.
• Integration with open source EJBCA PKI Infrastructure for digitally enabled applications.
• Employees can view their individual employee profile, attendance, leave details, e-Service book, career profile, publications, service book details, payslip, supplementary payment details Income Tax details, TA/ LTC advance, settlement, refund details.
• Employees can enter their own membership details, awards, course/ training programmes, area of specialization, visit abroad details.
• Publication details related to journal papers, conference papers, seminars etc. can be viewed from the information maintained in Publication Archive Software.
• Software for collecting Area of Specialization related details from individual employees and ratification of the details entered by individuals by respective Heads of Divisions / Independent Sections.
• Individual employee wise and Group/Division/Section/Lab wise leave details of subordinate employees.
• Module for Purchase Information Cycle for viewing the details related to complete purchase information cycle by Indentors, Division Heads, Project Coordinators.
• Software module for online submission of Saving Particulars by employees for Income Tax Calculation.
• Software module for registration of Mobile Number for sending SMS Alerts from RRCAT Software Systems. The mobile number entered by employee is used for sending SMS for transactions like Salary related alerts, temporary advance alerts etc.
• Individual Indentors and competent authorities can view and download the suppliers’ responses on RRCATInfonet which can be used for preparation of comparative statement and recommendation of purchase orders.
• Online Complaint lodging, allotment and management software for lodging Network, Telephone, Electrical, AC, Civil and PCAMC related complaints.

Software developments towards e-Governance

e-APAR Software: Workflow based software - CAREER (Comprehensive Annual Report Evaluation with Encrypted storage & Retrieval) and EAGLE (Electronic Assessment – Grade Logger and Editor) for time window based electronic filing, assessment and evaluation of APAR of Scientific and Technical staff working in RRCAT. EAGLE software is used for calculation of grade and writing of remarks electronically for APAR. Appraisal form as well as the remark entry interface has been made available digitally, to ease out the task of evaluation of grade and remark writing procedure. The eAPAR software ensures timely completion of APAR filing and assessment cycle within the stipulated deadline.

Online preparation and printing of Promotion Proposal Profroma: Web based software for online preparation and printing of PART-I and PART-II of Promotion Proposal by Heads of Divisions/ Sections/ Labs for preparation of promotion proposals for Scientific and Technical staff who are eligible and are Screened-In for promotion. The software is integrated with HR database being maintained by Recruitment Section. The software has helped to automate the process of preparation; it has also provided a very convenient option and eased out the preparation of proposals.

OASIS (On-line AccesS to project Information System): Web based comprehensive project monitoring software for monitoring of XI plan, XII plan and New Sanctioned Plan projects efficiently by Apex Project Coordinators and Sub coordinators. The software integrates the Plan projects information as per the Detailed Project report (DPR) with on-line Integrated Purchase-Stores-Audit Software and on-line Integrated Accounting Software for monitoring of both physical as well as financial progress of the plan projects. The software is used rigorously by project coordinators for preparing various reports like Procurement Calendar, BE-RE, Phasing of Plan Expenditure, Statement of Outlays, MTA reports etc. Budget Monitoring Module provides various reports to Project Coordinators and Sub coordinators for monitoring the procurement status of plan projects. Online information is made available from Integrated Accounting Software and Integrated Purchase-Stores-Audit software.

c-OASIS (consolidated On-line AccesS to project Information System): Web based software for access by management to provide complete plan wise expenditure details of RRCAT along with individual project wise procurement calendar, phasing of plan expenditure and BE/ RE reports for M&S/ M&E/ MW. Budget monitoring information and payment details for all projects or individual project can be used for monitoring the procurement status. This software serves as a powerful decision support system for management.

Software for monitoring of PRIS-G targets: Web based software for monitoring of PRIS-G targets and keeping track of progress of targets by close monitoring. The software can be accessed by Director, Group Directors, Head of Divisions/ Independent Sections (HoDIS) and Head, Project Co-ordination Cell (PCC) based on need-to-know basis for maintaining information related to Quarter-wise proposed and completed percentage of targets, accomplishments against targets and confidence level for completion of targets. Access on read-only basis for all the targets and associated details is available to Director and Head, PCC. Targets can be monitored on the basis of Category of target, Confidence level, Major Identified Projects, Vision Scheme, Group-wise and Quarter-wise Completion of Targets. Final PRIS-G Accomplishment Report on the Actual Performance vis-a-vis Targets can be prepared through this software. Various Reports from this software will ensure availability of timely information to Director and Group Directors for effective decision making.

Indus Upgradation/ Maintenance/ Shutdown Activities Management for Sub-systems of Accelerators: Workflow based software for Activity Management related to Indus Upgradation/ Maintenance/ Shutdown for use by all concerned officials working for Indus operation, maintenance and management. Provision for on-line preparation and generation of Work Permits in specified PDF format and re-scheduling of activities by Shift In-charge/ Shutdown Coordinator.

Software for eLogbook of Indus Beamlines: Web based software for maintaining on-line eLogBook of various beamlines of Indus-1 and Indus-2 by Beamline Incharge for monitoring experiment wise and date wise logs of different beamlines. The eLogBook software facilitates to maintain the beamline parameters, details of user experiments and beamline maintenance related details and has been very useful for keeping electronic record of beamline usage.

Work Requisition and Approval software: Workflow based software for work requisition for various facilities and activities of Design & Manufacturing Technology Division and Laser Components Design & Fabrication Section and approval of work requests by authorized approving authorities based on the priority of the job. The software has helped to provide important support for the management of activities and monitoring the status of activity wise work requisition status and completion of jobs.

Online requisition and approval for Liquid Nitrogen and Liquid Helium: Workflow based software online requisition by users and approval by respective Group Director/ Head of Division/ Independent Section and authorized approving authorities of SCRF Cavity Characterization and Cryogenics Section for issue of cryogenic liquids to the users. The software has helped in managing the requirements and distribution of Liquid Nitrogen and Liquid Helium to the users efficiently in paperless manner.

Material Gate Pass Preparation and Approval Software: Workflow based software for Material Gate Pass preparation for returnable and non-returnable items, approval, and reconciliation along with related data management. The software is integrated with Gate Pass Reconciliation Software accessed by the CISF/ RRCAT Security for further processing.

Indent Preparation and Approval Software: Workflow based software for online Indent preparation and annexure uploading of technical specifications by Indenting Officers and approval by authorized Approving authorities and Budget coordinators. The software is integrated with backend Purchase module used by IRPU for transferring of indents and generation of File No for further processing of Indents.

Online Vehicle requisition and approval: Workflow based software for online vehicle requisition and approval integrated with gateway SMS for automatically sending confirmation SMS on registered mobile number on booking of vehicle.

Online booking and approval of RRCAT facilities: Workflow based software for online booking of Community Hall, Open Air Theatre, Lake Side Community Centre at RRCAT and approval by authorized approving authorities of Administration and Staff club after payment of charges by the employee. The software has helped in streamlining the process of booking and approvals; it has also provided a very convenient option for making the booking.

Online submission for Immovable Property Returns: Web based software for calendar year-wise online filing of Immovable Property Returns (IPR) by Group ‘A’ and ‘B’ employees. The IPR details can be accessed by the Vigilance Section using the backend software module for verification against the approval of acquisition/ disposal/ construction of Immovable Property.

Online Quarter application: Web based software for submission of online quarter application for preparation of Priority List for allotment of departmental accommodation in RRCAT. Priority Quarter Waiting Lists are generated based on classification of residence and eligibility criteria. The software has helped to automate the quarter application and allotment process in paperless manner.

Meeting Scheduler Software: Web based software for scheduling of meetings by Member Secretaries of various Committees and viewing of scheduled meetings by committee members and employees on RRCATInfonet. The software provides single point access to meeting schedule and also helps secretaries of the committees to schedule meetings as per availability of slots.

Centralized SMS alert system: Information Management Systems on Intranet have been provisioned to support SMS facility to RRCAT employees. Employee related messages (salary, PRIS disbursement etc.), Cash box, vehicle booking details, alters for applicants for recruitment and various training programmes etc. are integrated with SMS gateway. Members of various committees in RRCAT are alerted through SMS, prior to scheduled time of upcoming meetings to ensure timely participation.

Health Physics Unit Web Portal : Web based has been developed and deployed for Health Physics Unit, RRCAT for maintaining information related to personnel radiation monitoring of radiation workers, elementary training in the areas of radiation protection, issuance and return of different dosimetry devices, maintenance of personal dose records, environmental radiation data. The software has features for MIS Reports Generation and Management of question bank and other system parameters.

Workflow based software for DSC enabled paperless applications

Leave Request and approval: Workflow based software for Leave application and approval processing with features for online leave application/ revision/ cancellation and online filing of joining report by employees. Electronic approval by respective immediate, recommending authority and Digital Signature based approval by Sanctioning authority. The software is integrated with backend Leave Management module used by Establishment Section for further processing and updation of leave balances. The leave details are integrated with Employee Attendance details.

Casual Entry Permit Requisition and approval: Workflow based software for on-line preparation of CEP by individual official and DSC based approval by Approving Authority for entry of visitors to RRCAT lab area. The software is integrated with Back-office system for CEP data management used by CISF/ Security for further processing and printing of approved casual entry permit slip.

CL/SPCL Application and approval: Workflow based software for online application of CL/ Special by individual employees and DSC based approval by Sanctioning Authority. The CL/ Special CL leave details are integrated with Employee Attendance details.

Stores Requisition and approval: Workflow based software for online Stores Requisition and approval for issue of Common Stock Items. The software is integrated with back office Stores Information Management System used by IRSU for issue of items and to identify stock items which are at minimum balance for raising indent.

Air ticket booking requests and approval: Workflow based software for submission of online application for air ticket booking request by employees who are eligible to travel by air on official tours and approval by authorized Controlling Officers using their DSC. The software is integrated with back office software modules used by PRO Office and Accounts for further processing of the requests.

TA Settlement and approval: Workflow based software for online application for TA settlement and approval for journey performed by Air on Official Tour. The TA Settlement form submitted online can be digitally approved by Controlling Officer using his DSC. The software is integrated with back office Air Ticket Booking System used by Travel Cell and TA module used by Accounts.

GPF/CPF Advance/Withdrawal application and approval: Workflow based software for on-line application and approval for GPF/ CPF Advance/ Withdrawal. Advance/ Withdrawal requests are certified digitally using DSC by Salary Section, acceptance and necessary approvals are obtained electronically by Establishment Section, final Sanction letter is sanctioned digitally by CAO/ AO III/ APOE using their Digital Signature Certificate.

Software Systems for submission of online applications over Internet

Various software systems for online applications deployed over Internet have benefitted the applicants for online application submission and also for efficient processing of applications in paperless manner. Software systems for receiving on-line applications on internet have been integrated with centralised SMS gateway for sending informative and authentication one-time password (OTP) to applicants to provide two factor authentication for submission of application. Administrative interface on RRCATInfonet can be accessed by screening committee members for screening of applications submitted over Internet on the basis of various eligibility criteria.

• User Portal for e-booking of Beam-time over Internet for Beamlines of Indus Synchrotron Radiation Sources: The software has helped beamline in-charges in efficiently managing various activities related to user registration, booking of beam-time, booking of Guest House, generation of Security permits, user feedback.
• Software for online application submission for RRCAT Recruitment Advertisements
• Software for online application submission for RRCAT Ph.D. Programme
• Software for online application submission for Orientation Course on Accelerators, Lasers and Related Science and Technologies
• Software for online submission of applications for Young Scientist Research Programme
• Software for online submission of Attestation Form and Special Security Questionnaire forms over Internet by finally selected candidates against RRCAT Recruitment Advertisements.
• Software for online application for Trade Apprenticeship Scheme at RRCAT, merit list preparation, result declaration, communication to selected apprentices and confirmation by finally selected apprentices.

Scientific Officers Seniority Information System

Designed, developed and deployed Scientific Officers’ Seniority Information System (SSIS) for DAE over Anunet, enabling authenticated updation of data by respective DAE units for preparation of seniority lists (Red Book, Blue Book & Yellow Book). The software has helped to reduce the time for compilation of data and generation of books.

Software Systems for DAE-HO, Mumbai

Computer division, RRCAT has extended support to DAE-HO, Mumbai for commissioning of software platform and software applications over AnuNet. The servers are physically located at DAE-HO Mumbai and connectivity is provided through DAE AnuNet.

• Customization and deployment of Personnel System and Leave Management System for DAE-HO, Mumbai over DAE AnuNet. Scaled down and customised version of Personnel System & Leave Management System of RRCAT have been deployed on this setup for DAE-HO. Data files, table spaces, schema, tables and views were created and modifications in forms and reports were carried out as per the requirement at DAE-HO. Personnel System and Leave Management System is operational at DAE-HO since 2012.
• Customization and deployment of Payroll Software for DAE-HO, Mumbai over DAE Anunet Web based Pay & Allowance Processing System which is operational since March 2009 in RRCAT has been customized and configured as per the requirement of DAE-HO, Mumbai. The software has been integrated with the Personnel System and Leave System of DAE-HO. The software is operational at DAE-HO since September 2013.