User Manual (Version 1.0)

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1 Implementation of Right to Information Act In Karnataka User Manual (Version 1.0) Document ID: NIC-KASC-RTI-UM-1.0 National Informatics Centre Mini tower, 6 th and 7 th Floor, Dr. Ambedkar Road, Bangalore Department of Public And Administrative Reforms III Floor, Podium Block, Dr. Ambedkar Road, Bangalore NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

2 Prepared by Reviewed by Approved by RTIKAR team National Informatics Centre Bangalore V.S. Sudha Kumari Technical Director ( RTIKAR Project Leader) National Informatics Centre Bangalore Shri B V Sarma State Informatics Officer & Senior Technical Director (Project Manager) NIC, Karnataka State Unit Bangalore : No part of this document shall be reproduced without Prior permission of State Informatics NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

3 Amendment Log Version Number Date Change Number Brief Description Sections Changed /02/ First Release NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

4 Table of Contents Page Number 1.0 Introduction Product features Handling Instructions Installation Instructions General/Common operating instructions Specific operating instructions Annexure 26 NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

5 1.0 Introduction 1.1 Audience This manual is meant for the users of DPAR, Secretariat and State Government Departments of Karnataka who would be responsible for creating and maintaining master data of PAs, AAs, PIOs and APIOs. It is also meant for the officials working on implementation of RTI 2005 Act, and well versed with the manual system of RTI implementation. 1.2 Purpose of this Document The purpose of this document is to provide a brief view about the software. It deals with the various levels of operation and the workflow in the software. The screen shots are provided for easy use of package. 1.3 Document Organization Further sections of this document contains product features, handling instructions, installation instructions which include hardware/software requirements and then general operating instructions which includes backup mechanism and finally specific operating instructions which contains sequence of operations and module wise operation details. 1.4 Conventions All words highlighted with bold are headings of sections and subsections. 1.5 References NIC-KASC-RTI software version Problem Reporting Principal Secretary (DPAR) s office has identified a nodal officer from DPAR, Janaspandana cell for computerisation, who would provide support for implementation to the users of RTIKAR software. Problems, if any, in the software are to be reported to the nodal officer, who in turn would communicate to NIC, Bangalore either by or letter in the following error-reporting format: Module : Reported by : : Name: Designation: User level: Date: Place: Form Name (with screen shot) : Location of the error : Message (button/field name) Description of the error message : NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

6 2.0 Product Features Capture the details of various Administrative Secretariat Departments Capture the various sub units under each Secretariat Department Capture the various ranks and designations in each department Capture the masters of Public Authority, Appellate Authority, Public Information Offices, Assistant Public Information Officers Provision to capture the details in both Kannada (Nudi-B-Akshar font) and English Nudi 4.0 software required for Kannada data entry Separate logins are provided for master creation by DPAR, Administration by DIOs and data entry by other departments at districts 3.0 Handling Instructions Guidelines for handling software, data, hardware and documents are to be issued to the users by Principal Secretary s Office as a circular. Security of the data is very critical and hence the details in the circular/letter have to be followed very strictly. 4.0 Installation Instructions 4.1 Hardware Requirements Pentium or higher machine with minimum 128 MB RAM 4.2 Software Requirements Following are the software required to operate RTIKAR Windows 2000 professional or higher Operating System NUDI 4.0 software for Kannada Anti virus software IE 5.0 or above 4.3 Other Requirements User should have Internet connectivity and user should have valid user ID and Password to use the RTIKAR software and connect to the RTIKAR database on the server. 4.4 Installation Procedure Installation instructions are given to DIOs of NIC by NIC, Bangalore. End user has to contact the DIO, NIC, for any clarification in implementation at the districts. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

7 5.0 General / Common Operating Instructions Following security has been built in for the operation of the RTIKAR software Logging onto RTIKAR through login ID and Password. The users are requested to maintain the secrecy of password. 6.0 Specific Operating Instructions 6.1 General Different users get different screens and modules Privileges of the users are defined based on the type of the user DPAR RTI user account DPAR user account is provided for the use of DPAR to create and maintain the masters of Secretariat Departments, sub units under Secretariat Departments, various ranks of officers in each department, and also designations of officers. RTI masters of PAs, AAs, PIOs, APIOs at the Secretariat level is also created by DPAR. DIO Admin login: DIO login is provided for the use of DIOs of NIC for deleting records of PAs/AAs/PIOs/APIOs. Only DIOs can change the passwords of district users. District RTI users: The RTI officers at the district level to create the masters of PAs/AAs/PIOs/APIOs at the district or taluk or village level use this login. 6.2 DPAR login: Work Flow This login is used by the DPAR to create the masters of Secretariat Departments, sub units and ranks and designation masters. RTI masters of PAs, AAs, PIOs, APIOs at the Secretariat level is created by DPAR. Appropriate Menu is invoked once the user logs onto his account with valid login/password. The menu is as shown below. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

8 Master login Master General Masters Secretariat department Sub unit Designation RTI Masters Public Authority Appellate Authority Public Information Officer Assistant Public Information Officer Queries Search Complete List Department wise PA Department wise summary Change Password NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

9 DIO Admin login: Separate logins are created for each district. DIO login RTI Masters Public Authority delete option Appellate Authority delete option Public Information Officer delete option Assistant Public Information Officer delete option District login reset password DIO login Change password NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

10 District login: Separate logins are created for each district. District login RTI Masters Public Authority Appellate Authority Public Information Officer Assistant Public Information Officer Queries Search Complete List Department wise PA Department wise summary Change Password NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

6.3 How to invoke software Open Internet Explorer from any client with internet connectivity to the RTIKAR server Types the IP address http:// 164.100.80.

11 6.3 How to invoke software Open Internet Explorer from any client with internet connectivity to the RTIKAR server Types the IP address /rtikarmaster in the address bar of Internet Explorer. DPAR menu / District menu / DIO Admin menu is invoked depending on the user level The user has to give the correct username/password for successful login Login Screen SCR- 001: This is the common login screen which is displayed once user enters the correct IP address in the login bar of Internet Explorer. User has to enter valid login-id and Password and click on the submit button. SCR-002: With successful login, following menu is displayed for DPAR users. It has all the options as shown below. SCR-003: when general masters option is selected by DPAR RTI user, following NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

screen is displayed SCR-004: The Details of the Secretariat Department are to be filled in the Secretariat entry form on Click of ADD button by DPAR RTI User.

12 screen is displayed SCR-004: The Details of the Secretariat Department are to be filled in the Secretariat entry form on Click of ADD button by DPAR RTI User. The department code is generated by the system. The Secretariat Department form is as show below. Click on the Edit button to edit the details of a particular record. Click on the page number (1,2,3...) at the left corner at the bottom of the grid to navigate to the required page and edit a particular record. SCR-005: DPAR RTI User has to enter the details of the sub-units under the Secretariat Department in the sub-unit entry form on Click of ADD button. The sub unit form is as show below. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

SCR-006: The screen below shows list of different designations created for the sub unit Commercial Taxes under the Secretariat Department Finance department.

13 SCR-006: The screen below shows list of different designations created for the sub unit Commercial Taxes under the Secretariat Department Finance department. SCR-007: Click on ADD button to add the records. Enter the rank number of the official, designation in English and Kannada in the following form. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

SCR-009: This menu form appears when the district user logs onto the system using

14 SCR-008: Click on Edit button to edit a record. After updating the record, click on update button. SCR-009: This menu form appears when the district user logs onto the system using his login ID and Password. SCR 010: On click of RTI Masters menu item, following screen appears. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

15 SCR-011: Click on Public Authority menu item to ADD/Enter the master records of the Public Authority. If the PA is the Secretariat level office, then choose PA from the corresponding drop-down list. There is no necessity to select from any other combo. Leave the default settings as-it-is. If the PA is the sub-unit level office, then after selection of Secretariat Department, choose the sub unit from the drop-down list. There is no necessity to select from any other combo. Leave the default settings as-it-is. If the PA is the district level office, then choose the district list. Then do not select any other entries. If the PA is the Taluk level office, then after selection of the district, select the taluk also. If the PA is the village level office, then after selection of the district, taluk, select the village from the corresponding drop-down list. Click on the ADD button to add a new PA. SCR-0012: On click of the ADD/EDIT button following screen appears. Select the designation from the drop-down list. Corresponding entry in Kannada is displayed on the right side. Enter the details of address in both English and Kannada. Enter the other details and click on the submit button. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

SCR-013: This screen is used to enter the Appellate Authority. In the example below, Secretariat Department is Finance department. Sub Unit is Treasuries under the Finance department.

SCR-014: Select the designation from the drop-down list. Corresponding designation in Kannada is displayed. Enter the details of the address in both Kannada and English. Enter the Pin Code.

16 SCR-013: This screen is used to enter the Appellate Authority. In the example below, Secretariat Department is Finance department. Sub Unit is Treasuries under the Finance department. Click on the Get PA button to populate the Public Authority drop-down-list. Reset would set the drop down lists to the default settings. On click of the ADD or Edit button, following screen appears. SCR-014: Select the designation from the drop-down list. Corresponding designation in Kannada is displayed. Enter the details of the address in both Kannada and English. Enter the Pin Code. Subject of the Appellate Authority needs to be entered. Then enter phone numbers and address. Make appropriate entries in English and Kannada. It is essential to enter the subject of the AA. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

17 Once all necessary fields are entered properly, click on the Submit button. SCR-015: This screen is used to enter the master of PIO. If the PIO belongs to Secretariat level office, then do the following steps. Choose PA from the corresponding drop-down list. Click on the get PA button. Select the PA and AA from the drop-down lists. Now click on the ADD/EDIT button. If the PIO is in the sub-unit level office under a secretariat department, then after selection of Secretariat Department, choose the sub unit from the dropdown list. There is no necessity to select from any other combo like district/taluk/village. Leave the default settings as-it-is. Now click on the Get PA button and select the PA first from the drop-down list of PA. Next select the AA from the corresponding combo list. Now click on the ADD/EDIT button. If the PIO is the district level office, then choose the district from the district list. There is no necessity to select from any other combo like Secretariat dept/sub unit/taluk/village. Leave the default settings as-it-is. Now click on the Get PA button and select the PA first from the drop-down list of PA. Next select the AA from the corresponding combo list. Now click on the ADD/EDIT button. If the PA is the Taluk level office, then after selection of the district, select the taluk also. There is no necessity to select from any other entries like NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

Secretariat dept/sub unit/village. Leave these default settings as-it-is. Now click on the Get PA button and select the PA first from the drop-down list of PA.

18 Secretariat dept/sub unit/village. Leave these default settings as-it-is. Now click on the Get PA button and select the PA first from the drop-down list of PA. Next select the AA from the corresponding combo list. Now click on the ADD/EDIT button. If the PA is the village level office, then after selection of the district, taluk select village. There is no necessity to select from any other entries like Secretariat dept/sub unit. Leave these default settings as-it-is. Now click on the Get PA button and select the PA first from the drop-down list of PA. Next select the AA from the corresponding combo list. Now click on the ADD/EDIT button. SCR-016: Make appropriate entries in English and Kannada. It is essential to enter the subject of the PIO. Once all necessary fields are entered properly, click on the Submit button. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

SCR-017: This screen is used to enter the master details of APIO. If the APIO belongs to Secretariat level office, then choose PA from the corresponding drop-down list. Click on the get PA button.

19 SCR-017: This screen is used to enter the master details of APIO. If the APIO belongs to Secretariat level office, then choose PA from the corresponding drop-down list. Click on the get PA button. Select the PA,AA, PIO from the corresponding drop-down lists. Now click on the ADD/EDIT button. If the APIO is in the sub-unit level office under a secretariat department, then after selection of secretariat department, choose the sub unit from the dropdown list. There is no necessity to select from any other combo like district/taluk/village. Leave these default settings as-it-is. Now click on the Get PA button and select the PA first from the drop-down list of PA. Next select the AA from the corresponding combo list. Next select the PIO from the corresponding combo list. Now click on the ADD/EDIT button. If the APIO is the district level office, then choose the district from the district list. There is no necessity to select from any other combo like Secretariat dept/sub unit/taluk/village. Leave these default settings as-it-is. Now click on the Get PA button and select the PA first from the drop-down list of PA. Next select the AA from the corresponding combo list.. Next select the PIO from the corresponding combo list. Now click on the ADD/EDIT button. If the APIO is the Taluk level office, then after selection of the district, select the taluk also. There is no necessity to select from any other entries like Secretariat dept/sub unit/village. Leave these default settings as-it-is. Now click on the Get PA button and select the PA first from the drop-down list of PA. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

20 Next select the AA from the corresponding combo list. Next select the PIO from the corresponding combo list. Now click on the ADD/EDIT button. If the APIO is the village level office, then after selection of the district, select the taluk and then select village. There is no necessity to select from any other entries like Secretariat dept/sub unit. Leave these default settings as-it-is. Now click on the Get PA button and select the PA first from the drop-down list of PA. Next select the AA from the corresponding combo list. Next select the PIO from the corresponding combo list. Now click on the ADD/EDIT button. SCR-018: Make appropriate entries in English and Kannada. It is essential to enter the subject of the APIO. Once all necessary fields are entered properly, click on the Submit button to save the details. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

phone number, subject they are handling etc.

21 SCR-019: Following screen is displayed when you click on the Queries menu item. Click on Complete List tab to get the complete list of all designated PAs/AAs/PIOs/APIOs with the details of their address, phone number, subject they are handling etc., Click on Department Wise PA to get the list of designated AAs, PIOs and APIOs under each department. Click of Department wise summary would return the count of AAs/PIOs/APIOs under the selected PA. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

SCR-020: On Click of complete list, following screen appears.

Click on All Sub Departments button to get complete list.

login ID and Password. SCR-022: On click of RTI masters following menu screen appears for DIO login.

22 SCR-020: On Click of complete list, following screen appears. Select the secretariat department and sub unit from the corresponding drop-down lists. and Click on the button Submit. Click on All Sub Departments button to get complete list. SCR-021: Following screen is the main menu which appears once the DIO logs on to the RTIKAR system through his valid login ID and Password. SCR-022: On click of RTI masters following menu screen appears for DIO login. SCR-023: DIOs can delete the entries related to PAs on request by the district users. However, DIOs are requested to remember that deleting a PA would delete all the AAs/PIOs/APIOs attached to a particular PA. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

For example, to delete all AAs at a particular taluk level, make appropriate selection of the taluk, and click on the get PA to populate the drop-down list of PAs.

23 SCR-024: DIOs can delete the entries related to AAs on request by the district users. However, DIOs are requested to remember that deleting a PA would delete all the PIOs/APIOs under the selected AA. For example, to delete all AAs at a particular taluk level, make appropriate selection of the taluk, and click on the get PA to populate the drop-down list of PAs. Select the required PA and AA. Leave the other drop-down lists to their default settings. Click on submit to delete the AAs under the selected PA. SCR-025: DIOs can delete the entries related to PIOs on request by the district users. However, DIOs are requested to remember that deleting a PIOs would delete all the APIOs under the selected PIO. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

For example, to delete all PIOs at a particular taluk, make appropriate selection of the taluk, and click on the get PA to populate the drop-down list of PAs.

24 For example, to delete all PIOs at a particular taluk, make appropriate selection of the taluk, and click on the get PA to populate the drop-down list of PAs. Select the required PA first and then select the AA. Leave the other drop-down lists to their default settings. Click on submit to delete the PIOs under the selected PA and AA. SCR-026: DIOs can delete the entries related to APIOs on request by the district users. For example, to delete all APIOs at a particular taluk, make appropriate selection of the taluk, and click on the get PA to populate the drop-down list of PAs. Select the required PA first. Next select AA. Now select the PIO from the drop-down list. Leave the other drop-down lists to their default settings. Click on submit to delete the APIOs under the selected PA, AA and PIO. NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

25 NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

26 SCR-027: DIOs can change the password of the district users using the following screen. SCR-028: DIOs can change the password of their login using the following screen. 7.0 Annexure 1.1 Definitions / Glossary Abbreviation AA APIO DIO DPAR GoK KSU KASC LAN NIC PA PIO SAN RTI RTIKAR Description Appellate Authority Assistant Public Information Officer District Information Officers Department of Public And Administrative Reforms Government of Karnataka Karnataka State Unit Karnataka State Centre Local Area Network National Informatics Centre Public Authority Public Information Officer Storage Area Network Right To Information Right To Information implementation in Karnataka NIC-KASC-RTI-UM-1.0 Version 1.0 Release: 22/02/

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