No. 4(2)/2016- /Comp.Cell- Vol.(l) Government of India Ministry of Consumer Affairs, Food and Public Distribution Department of Food and Public Distribution Krishi Bhawan, New Delhi-l10001 Dated the 5 It April, 2018 To (1) Principal Secretary / Secretary, Department of Food & Civil Supplies, All States & Union Territories (2) Director General, National Informatics Centre, CGO Complex, New Delhi. Subject: Administrative approval for implementation of the scheme on "Integrated Management of Public Distribution System (IM-PDS)" in all States & UTs during the years 2018-19 and 2019-20. Madam/Sir, I am directed to say that Government of India has approved a Central Sector scheme "Integrated Management of Public Distribution System (IM-PDS)" which would be fully funded by the Central Government for implementation during 2018-19 and 2019-20. The total cost of the scheme is Rs.127.30 crore. The objectives of the scheme are as under: (i) Implementation of nation-wide portability in food grains distribution. (ii) Implementation of national level data repository for de-duplication of beneficiary/ration cards data. (iii) Integration of States/UTs PDS systems/applications with Central PDS systems/applications and creation of integrated data infrastructure/systems across ration card management, allocation, supply chain of foodgrains, FPS automation, etc. (iv) Employ advanced data analytics techniques on centralized databases to bring about continuous improvements in PDS operations. (v) Develop advanced web and mobile based applications to introduce user-friendly PDS operations. (vi) Improve the quality of implementation by introducing data security and information standards/benchmarks and providing handholding support to States/UTs. (vii) Facilitate cross-learning and sharing of best practices among States/UTs. 2. The scheme would comprise the following key components and activities Page 1 of8 Administrative Approval/or IM-PDS Scheme (Draft) (I.) KEY COMPONENTS OF THE SCHEME Fragmented systems and non-uniform implementation of PDS modules across States/UTs pose a challenge in introducing National Level Portability, National Level De- Duplication of ration cards and a comprehensive Management Information System (MIS). Public Distribution System Network (PDSN) will be envisaged as back-end platform for integration of the disparate databases without impinging on the States' domain of responsibilities. Its main features are as follows (a) Creation of Central Data Repository It is primary and most important requirement for achieving national level portability, national level de-duplication and national level Dashboard/MIS system. It is envisaged that Central repository will keep master reference data and beneficiary level FPS transaction data. For this purpose, high end servers and storage capacity would be provisioned at NIC cloud to store the ration card data of beneficiaries and PoS transaction details of ration card holders. This repository would be utilized as an information database and this data would be analysed by central team. Results would be shared with concerned States/UTs for further necessary action. (b) Integration with StateslUTs Presently PDS applications ofStates/UTs are deployed either in NIC Cloud or State Date Centre. These application have been developed and deployed in such a way that data exchange / inter linkages among them are very limited or non-existent. This bottleneck needs to be addressed by establishing linkage with State Data Centre and periodic retrieval of information through Web Services. There will be technological challenges such as different platform, data & application security, network, staging and most important challenge would be to tackle willingness ofStates/UTs to share information. (c) Real time data synchronization with StateslUTs After creation of Central Repository and integration with States/UTs, data synchronization with States will not be a big challenge. There will be an agreement with States/UTs to make the data available on staging system in the agreed frequency. Proposed system will ensure automatic retrieval of relevant data from States/UTs in the agreed frequency and stored in the central repository for MIS generation purpose. (d) Robust communication with StateslUTs There is strong need to have robust communication to broadcast and get quick response from States/UTs on progress of various Key Performance Indicators. There is no common platform available with Department of Food and Public Distribution Gol that allows direct communication with States/UTs. A platform to be designed which will Department of Food & Public Distribution Page 2 of8 Administrative Approval for fM-PDS Scheme (Draft) enable DFPD, States/UTs and other stakeholders to exchange information for various purposes. This platform would also be very useful for implementing portability at the national level. (e) Implementation of National portability mechanism at Central level A key activity under the scheme is creation ofa platform to facilitate national level portability that will ensure food security to the NFSA beneficiaries all year round, such that NFSA beneficiaries can avail their entitlements from any of the states during short term migration without the process of surrendering and reissue of the ration cards, since existing application architecture and hardware deployment model across States/UTs may not support vision of National Portability. For ensuring the National Level Portability, DFPD would create data repository at national level and develop state-of-the-art solution which would enable States/UTs to handshake and transmit foodgrains allotment/lifting information across other States/UTs. (f) Creation of national facility for de-duplication ofAadhaar numbers seeded in ration card database The scheme End-To-End computerization has enabled states to .perform online management of beneficiaries' data and seed the Aadhaar number against each individual. In order to ensure that same Aadhaar number is not seeded against more than one beneficiary in the ration card database anywhere at national level and to enable States/UTs to check the uniqueness and eligibility of applicants before issuing new ration card, Aadhaar based de-duplication, national level de-duplication will be run on central repository of Ration cards/ PDS beneficiaries. Identified de-duplicated data would be shared by the departmentlNIC with the States/UTs for further necessary action at their end. (g) Advance level data analysis & MIS report generation In order to improve reliability/quality and maintain the accuracy of the central repository and state ration card database, advance data analytics would be carried out to highlight inaccuracies in the data. MIS reports generated based on gap analysis ofNFSA beneficiary data using advance data analytic techniques would support the State govt. to monitor and improve the quality of beneficiary data, (h) Developing advanced web and mobile based applications Advance web and mobile based applications would be developed to enable the stake holders to view the PDS systems created under computerization schemes. (II.) INSTITUTIONAL SUPPORT FOR ONGOING SCHEME ON 'END-TO- END COMPUTERIZATION OF PDS OPERATIONS' AND IM-PDS SCHEME: Department of Food & Public Distribution Page 3 of8 Administrative Approval/or fM-PDS Scheme (Draft) (a) Central Project Monitoring Unit (CPMU) In the plan scheme on End-to-End computerization ofTPDS operations a provision was made to meet the funds requirement of Central Project Monitoring Unit (CPMU) set up in DFPD and NIC, the technical partner of the project. It is necessary to have a Central Technical Expert Team in Department of Food & PO for the development and operationalization of PDSN, prepare effective MIS for centralized monitoring, data analysis, facilitating national portability, de-duplication of ration cards across the country and other technical and administrative advice for resolving issues/problems faced by the department and states/UTs for smooth running of computerization scheme. (b) NIC support as Technical Partner NIC would provide support to DFPD as Technical partners for implementing the scheme across the country. For this purpose NIC would be provided funds to engage manpower for development of Applications/ Software utilities for performing the following activities: (i) National Portability & PDSN (ii) De-duplication & Analysis (iii) Management Information System (MIS) & Portals Monitoring (iv) Development of Web/ Mobile application (v) Technical Support for existing CAS applications / FPS Automation A MoU will be signed between this Department and NIC in this regard. (c) State Project Monitoring Unit (SPMU) Under the earlier scheme on 'End-to-End Computerization ofTPDS Operations' provision was made for setting up ofSPMUs in states/UTs for a period of3 years to help State/UTs' F&CS Departments for implementation of the scheme, monitoring of progress, reporting, bid-process management, etc. Each SPMU had one Consultant/Project Manager & One Junior Consultant. Technical support at State/UT F&CS headquarter for smooth operation of activities under the scheme is necessary. It is therefore proposed to have at least a Project Manager at headquarters of each state/UT and an additional Junior Project Manager in bigger states with district more than 30. The resources posted at State/UT Headquarter will also function as nodal officer to coordinate issues between DFPDINIC and States/UTs. In addition to this, there would be a technical support staff in each district which will provide quick resolution of issues faced at local level for smooth operation of the scheme. Department of Food & Public Distribution Page 4 ofS Administrative Approval/or IM-PDS Scheme (Draft) StateslUTs (27) StateslUTs (9) SI. Resources with up to 30 with more than districts 30 districts l. Project Manager at State/UT Headquarter 1 1 2. Junior Project Manager at State/UT I - Headquarter 3 Technical Support Staff at District would be utilized by NIC as well as One in each district Food & Civil Supplies Department (d) Monitoring by National Team There will be a requirement of rigorous monitoring of the project implementation progress to identify the gaps and challenges and also the good practices, initiative to replicate proven systems at other places. It is envisaged to create a National Monitoring Team comprising the officers/consultants of the Department and the NIC officials drawn fromthe central and state NIC offices for this purpose. This team will visit States on regular basis. (e) Capacity building and Training Computerized systems have begun to take roots, but there is need for sustained efforts to build the capacity of the field level functionaries and deepen the understanding of the new initiatives at the level of dealers/ vigilance committee members, etc. It is proposed to provide financial assistance to the States for carrying out training programmes at district! sub-district level. (III.) RELEASE OF FUNDS TO STATESIUTs 3. Funds would be released to the F&CS Departments of the States & UTs in two instalments of 60% and 40% in each year, i.e. 2018-19 and 2019-20. The funds will be released to States / UTs subject to the conditions as given in table below: SI. Release of funds Conditions to be met by States / UTs (may be claimed) (a) First instalment of 60% l. All components under plan scheme of End-to-End of2018-19 Computerization ofTPDS operation should have (April- Sept. 2018) been completed. 2. State transparency portals should be live and should have all required information of computerisation scheme. Department of Food & Public Distribution Page 5 of8 Administrative Approvalfor IM-PDS Scheme (Draft) SI. Release of funds Conditions to be met by States / UTs (may be claimed) 3. Availability of records of all automated NFSA ration card transactions at districts on Annavitran Portal. 4. Signing ofMoU between State! UT and DoF&PD. 5. Submission ofState/UT specific proposal as per template provided by DoF&PD. (b) Second instalment of 1. Operationalization ofSPMU (including DPMUs) 40% of2018-19 under the scheme across the State (Oct. - March 2019) 2. Integration and operationalization of State PDS system with central repository and de-duplication of ration cards/beneficiaries in the State. 3. Submission of Utilisation Certificate (UCs) to the extent of60% funds released by DoF&PD as first instalment (c) Third instalment 60% 1. Continued operations ofSPMU (including DPMUs) of2019-20. under the scheme across the State. (April -Sept. 2019) 2. Ensure continuous operations of integrated State PDS systems with central repository and de- duplication of ration cards/beneficiaries in the State. 3. Submission of Utilisation Certificate (UCs) to the extent of90% funds released by DoF&PD during 2018-19. (d) Fourth instalment of 1. Continued operations ofSPMU (including DPMUs) 20% of2019-20. under the scheme across the State. 2. Ensure continuous operations of integrated State (Oct.-December 2019) PDS systems with central repository and de- duplication of ration cards/beneficiaries in the State. 3. Submission of Utilisation Certificate (UCs) to the extent of60% funds released by DoF&PD as Third instalment (2019-20) and 100% UC of2018-19. 4. Submission of Annual Audited Statement of funds of the year 2018-19. (e) Final instalment of Submission of Utilisation Certificate (UCs) to the 20% of2019-20. extent of75% funds released by DoF&PD during (January -March 2020) 2019-20. (t) Final Settlement would Submission of 100% Utilisation Certificate (UCs) of be done after receiving funds released by DoF&PD during 2019-20, and Department of Food & Public Distribution Page 6 of8 Administrative Approval/or IM-PDSScheme (Draft) SI. Release of funds Conditions to be met by States / UTs (may be claimed) UC of full amount submission of Annual Audited Statements of funds of released by DoF&PD to the years 2018-19 and 2019-20. the States/UTs Funds for Project Manager and Junior Project Manager at State/UT Headquarters would be provided after the State/UT give an undertaking that funds provided for SPMU under the scheme End-to-End computerization ofTPDS operations have been utilized. (IV.) RELEASE OF FUNDS TO NIC 4. Initially, funds shall be released to NIC by DoF&PD on submission of financial proposal indicating resource requirements and project/action plan. 5. Thereafter, subsequent payments would be made on the submission of detailed financial proposal indicating the following- a) Achievements and fulfillment of previous action plan (submitted during first / previous installment) b) Activity wise resource requirements and action plan for remaining period c) Utilization Certificate (UCs) against 80% of the previous installment (V.) SIGNING OF MoU WITH STATEs/UTs AND NIC 6. The detailed terms & conditions governing the release of the funds would be included as part of MoU to be signed between DoF&PD and States /UTs and separately with NIC. Release offunds by DoF&PD shall also be subject to availability of funds under the scheme within the budgetary resources of the Department. Template for the MoU is at Annexure .)~.?~,-::: (VI.) MONITORING OF SCHEME IMPLEMENTATION 7. At DoF&PD level: An Empowered Committee (EC) and a Central Project eMission Team (CPeMT) constituted for implementation of the scheme on End-to-End Computerization ofTPDS Operations in DFPD vide orders dated 17.10.20] ] will continue to monitor the implementation of the IM-PDS scheme. The Empowered Committee is headed by Secretary (DoF&PD) and Joint Secretary (DoF&PD) is the Mission Team leader in the CPeMT. 8. At State/UT level: All States/UTs have established a two tier structure at the States/UTs level to monitor the progress of End-to-End Computerization scheme. The Department of Food & Public Distribution Page 7 of9 Administrative Approvalfor IM-PDS Scheme (Draft) structure consists of State Apex Committee (SAC) under the Chairmanship of Chief Secretary and a State Project e-Mission Team (SPeMT) under the Chairmanship of Secretary in charge of the Department of Food & Civil Supplies. The existing two tier structure will continue to monitor the IM-PDS scheme. (VII.) HEAD-WISE FUNDS PROVISIONED UNDER THE SCHEME 9. Funds provisioned for the implementation of 'Integrated Management of Public Distribution System' (IM-PDS) scheme during 2018-19 and 2019-20: Funds Provisioned SI. Heads Year-1 Year-2 Total 1 Support for CPMU 2,4 7,20,000 2,47,20,000 4,94,40,000 2 Support for SPMUs 39,04,80,000 39,04,80,000 78,09,60,000 3 Technical Support for NIC 17,00,00,000 9,00,00,000 26,00,00,000 a) Hardware 12, 00, 00, 000 4,00, 00, 000 16, 00, 00, 000 b) Manpower 5, 00, 00, 000 5, 00, 00, 000 to. 00, 00, 000 4 Visits of National Level Team 7,20,000 7,20,000 14,40,000 5 Capacity Building 5,26,00,000 5,26,00,000 10,52,00,000 6 Setting up SMS Gateway and 1,80,00,000 1,80,00,000 3,60,00,000 sending of SMSs to beneficiaries 7 Miscellaneous/ Contingent 2,00,00,000 2,00,00,000 4,00,00,000 Expenditure/ Taxes/ etc. Total 67,65,20,000 59,65,20,000 1,27,30,40,000 Yours faithfully, ~vV'\ (Ok.~ Director (PO) Tel: 23070429 CoPYforwarded to: 1) Advisor (Dr. Yogesh Suri), NITI Aayog 2) DDG-NIC (Sh. Gautam Ghosh), NIC-Headquarter Department of Food & Public Distribution Page 80f9 Administrative Approval for IM-PDS Scheme (Draft) 3) Director (Finance), D/oFPD 4) PS to Secretary, MeitY 5) PS to CEO, UIDAI 6) PS to AS&F A, D/oFPD 7) PS to JS (PF-II), Ministry of Finance ~p---- Tel: 23070429 Department of Food & Public Distribution Page 90f9 Draft annexures to be referred with Administrative Approval for IM-P DS scheme Annexure-I Memorandum of Understanding with StateslUTs This Memorandum of Understanding (hereinafter 'MoU') is drawn on this <date> day of <Month>, 2018, by and between: The Department of Food and Public Distribution, Ministry of Consumer Affairs, Food & Public Distribution. Government of India, located at Krishi Bhawan, Dr. Rajendra Prasad Marg, New Delhi (hereinafter referred to as "DoF&PD"), of the FIRST PART, represented by ~ AND ii State Government IUT Administration of located at I having its office at ______ (here after referred to as "State Government!UT Administration"), of the SECOND PART, represented by Principal Secretary I Secretary Department of Food & Civil Supplies, Government! Administration of ------ DoF&PD and State Government IUT Administration are individually referred to as "Party" and collectively as the "Parties". The Scheme on 'Integrated Management of Public Distribution System (IM-PDS)' proposed to be implemented from l" April, 2018 to 31't March, 2020, i.e. up to the duration of 14thFinance Commission, is hereinafter referred to as "Scheme". WHEREAS: I. DoF&PD has issued "Administrative Approval" for implementation of the Scheme in all States/UTs as a Central Sector Scheme i.e. to be fully funded by Government of India; the administrative approval covers objectives, description of key activities, implementation model, implementation timelines, monitoring mechanisms, scheme evaluation, release of funds, terms & conditions, etc. II. State Government IUT Administration realize that the Scheme aims to achieve integration & upgradation of existing PDS systems, strengthening of institutional support, implementation monitoring, capacity building & training, creation of Public Distribution System Network (PDSN) and implementation of nation-wide portability in foodgrains distribution. III. Food & Civil Supplies Department of State Government/UT Administration of <name of StatelUT>is the Nodal Agency (hereinafter 'Nodal Agency') for fund management and project monitoring at state level. IV. Funds will be released under scheme by DoF&PD to the State Government IUT Administration for the duration of the Scheme as specified in the Administrative Approval for the Scheme. V. There would not be any overlapping of funds provided to State/UT under the End-to-End Computerization of TPDS Operations scheme for the same component!activity for which funds are approved I admissible under the IM-PDS Scheme. In case of any such funds already Department of Food & Public Distribution Page 1 of30 Draft annexures to be referred with Administrative Approval for IM-PDS scheme available with the State/UT, the same should either be utilised first or be returned back to DoFPD with applicable interest. VI. The actual allocation I release of funds from DoF &PD to State Government IUT Administration would be determined on the basis of the financial proposal submitted by the State Government IUT Administration and the actual utilization of funds in the State/UT in alignment with approval order and subsequent financial sanctions. VII. Under the Scheme, State Government IUT Administration agree to own and leverage all the existing IT infrastructure created under the End-to-End Computerization ofTPDS Operations scheme, and will bear all the expenses incurred towards the ownership, operations, maintenance, etc. for the duration of the scheme and for the period beyond the duration of the scheme. VIII. In pursuance of the aforesaid, the Parties hereto record under this Memorandum of Understanding (MoU), the terms of their mutual understanding in order to implement the Scheme as proposed by DoF&PD I approved by the Government. NOW THEREFORE THE PARTIES HERETO AGREE AS UNDER: ARTICLE 1 - SCOPE OF THE PROJECT The Scheme would be implemented as per the implementation strategy defined in the Administrative Approval I SFC document. DoF&PD and State Government I UT Administration have agreed that the integration & upgradation of existing PDS systems, creation of integrated national data infrastructure systems for ration cards management, allocation, supply chain, FPS automation, etc., de-duplication of beneficiary data (Aadhaar numbers), creation of Public Distribution System Network (PDSN) and implementation of nation-wide portability in foodgrains distribution as detailed in the Administrative Approval I SFC document shall be executed jointly by the co-signatories to MOU as per the terms and conditions indicated herewith l. The activities and the expected outcomes under the Scheme are briefly described as below: 1) Creation ofPDSN a) Creation of Central Data Repository It is primary and most important requirement for achieving national level portability, national level de-duplication and national level Dashboard/MIS system. It is envisaged that Central repository will keep master reference data and beneficiary level FPS transaction data. For this purpose, high end servers and storage capacity would be provisioned at NIC cloud to store the ration card data of82 crore beneficiaries and PoS transaction details of24 crore ration card holders. This repository would be utilized as a information database and this data would be analysed by central team. Results would be shared with concerned States/UTs for further necessary action. b) Integration with States/UTs Department of Food & Public Distribution Page 2 of30 Draft annexures to be referred with Administrative Approvalfor IM-PDS scheme Presently PDS applications of States/UTs are deployed either in NIC Cloud or State Date Centre. These application have been developed and deployed in such a way that data exchange / inter linkages among them are very limited or non-existent. This bottleneck needs to be addressed by establishing linkage with State Data Centre and periodic retrieval of information through Web-Services. There will be technological challenges such as different platform, data & application security, network, staging and most important challenge would be to tackle willingness of States/UTs to share information. c) Real time data synchronization with StatesfUTs After creation of Central Repository and integration with States/UTs, data synchronization with States will not be a big challenge. There will be an agreement with States/UTs to make the data available on staging system in the agreed frequency. Proposed system will ensure automatic retrieval of relevant data from States/UTs in the agreed frequency and stored in the central repository for MIS generation purpose. d) Robust communication with StatesfUTs There is strong need to have robust communication to broadcast and get quick response from States/UTs on progress of various Key Performance Indicators. There is no common platform available with DFPD that allows direct communication with States/UTs. A platform may be designed which will enable DFPD, States/UTs and other stakeholders to exchange information for various purposes. This platform would also be very useful for implementing portability at the national level. 2) Implementation of National portability mechanism at Central level A key activity under the proposed scheme is creation of a platform to facilitate national level portability that will ensure food security to the NFSA beneficiaries all year round, such that NFSA beneficiaries can avail their entitlements from any of the states during short term migration without the process of surrendering and reissue of the ration cards, since existing application architecture and hardware deployment model across States/UTs may not support vision of National Portability. For ensuring the National Level Portability, this Department would create data repository at national level and develop state-of-the-art solution which would enable States/UTs to handshake and transmit foodgrains allotment/lifting information across other States/UTs. 3) Creation of national facility for de-duplication of Aadhaar numbers seeded in ration card database End-To-End computerization has enabled states to perform online management of beneficiary's data and seed the Aadhaar number against each individual. In order to ensure that same Aadhaar number is not seeded against more than one beneficiary in the ration card database anywhere at national level and to enable States/UTs to check the uniqueness and eligibility of applicants before issuing new ration card, Aadhaar based de- duplication, national level de-duplication will be run on central repository of Ration cards/ Department of Food & Public Distribution Page 3 of30 Draft annexures to be referred with Administrative Approvalfor IM-PDS scheme PDS beneficiaries. Identified de-duplicated data would be shared by the departmentINIC with the States/UTs for further necessary action at their end. 4) Advance level data analysis & MIS report generation In order to improve reliability/quality and maintain the accuracy of the central repository and state ration card database, advance data analytics would be carried out to highlight inaccuracies in the data. MIS reports generated based on gap analysis of NFSA beneficiary data using advance data analytic techniques would support the State govt. to monitor and improve the quality of beneficiary data, 5) Developing advanced web and mobile based applications Advance web and mobile based applications would be developed to enable the officers and beneficiaries to view the PDS systems created under computerization schemes. II. Implementation Plan 1) Completion of all components under plan scheme of End-to-End Computerization of TPDS operation scheme by 31st March 2019. 2) Setting up of State level and Districts level PMUs by and ----- respectively. 3) Integration with State/UT PDS System to be completed by _ 4) . Creation of Central Data Repository to be completed by _ 5) Creation of national facility for de-duplication of Aadhaar numbers seeded in ration cards database by _ 6) National level de-duplication of beneficiary data (Aadhaar numbers) to be completed by 7) Real time data synchronization with States/UTs to be established by _ 8) Completion of capacity building I training of District level functionaries and FPS dealers by _ III. Implementation Strategy The implementation strategy for the Scheme is as follows: 1) NIC shall be the Implementation Agency for Centre i.e, the Department of Food & Public Distribution. NlC will provide the application software(s) / web-services, advanced web and mobile based applications for Centre & States/UTs under this Scheme. NIC would carry out the configuration/customisation of these software components for meeting the requirements of the DoF&PD and respective State/UT (as may be) and also facilitate its roll-out in States/UTs in a time bound manner. NIC would also provide training to State F&CS Officers/staff on the technology solutions developed for the Scheme. 2) States/UTs may choose NIC as their complete technology solution partner for end-to- end computerisation of TPDS including implementation of project or choose NIC Department of Food & Public Distribution Page 4 of30 Draft annexures to be referred with Administrative Approvalfor IM-PDS scheme application modules / services in whole or in part as per their requirements. The States/UTs would have the option to either undertake the implementation themselves, or through NIC or hire System Integrators (SIs) for rolling out the technology solution at State level. Such SIs shall be selected though open bid process by the respective States / UTs. The detailed scope of Sl's work shall be defined by the States/UTs in consultation with NIC. Well defined Service Level Agreements (SLAs) with clearly identified deliverables and timelines shall be prepared by each State/UT. ARTICLE 2 - INSTITUTIONAL MECHANISM FOR THE SCHEME 1. A two tier structure will be setup at the States/UTs level consisting of State Apex Committee under the Chairmanship of Chief Secretary and a State Project e-Mission Team under the Chairmanship of Secretary in charge of the Department of Food & Civil Supplies. II. The roles and responsibilities to be discharged by the Parties and other Stakeholders shall be as follows: a) State Government JUT Administrations shall undertake monthly review of the work done in the States/ UTs. b) The State Government JUT Administration shall furnish to the DOF&PD, a quarterly progress on the Scheme implementation & operations. c) States / UTs will depute a Nodal Officer for the end-to-end Computerisation of TPDS Operations. ARTICLE 3 - ROLES AND RESPONSIBILITIES A. Department of Food & Public Distribution Government of India through DoF&PD, Ministry of Consumer Affairs, Food and Public Distribution is the owner of the project at the National level. It would have the following roles and responsibilities in the project: a. Policy formulation and changes as required for the development and implementation of the project b. Conceptualization, providing guidelines & directions for the IM-PDS scheme implementation c. Review and monitor the progress of implementation of IM-PDS by conducting regular meeting, video conference and workshops with States/UTs. d. Regular review with NIC HQ regarding development and implementation of various components of IM-PDS. e. Provide timely approvals and sanctions to release fund to States/UTs f. Selection / setting up of Central Project Management Unit (CPMU) for regular monitoring of implementation of IM-PDS and carrying Data Analysis of Ration Card and ePoS transaction data. Department of Food & Public Distribution Page 5 of30 Draft annexures to be referred with Administrative Approvalfor IM-PDS scheme B. Central Project Management Unit (CPMU) Team a. Support the Department to prepare guidelines, project plan, template, Agreement and administrative approval for implementation of IM-PDS. b. Provide ongoing technical assistance and support to the Department in drafting presentation, guidelines, official communications (Ietters/OMs/emails), reports, Standard Operating Procedures (SoPs), etc. c. Identify and define key performance indicator to monitor the progress ofIM-PDS scheme. d. Undertake regular assessment of the Key Performance Indicators (KPls) ofiM-PDS scheme and prepare the progress report of activities carried out /pending with NIC and States/UTs on regular basis. e. Support the Department to prepare the framework for monitoring the implementation of the scheme and also formulate detailed guidelines and templates for States/UTs to implement efficient and effective monitoring mechanism. f. Identify the issues and risks in the implementation of scheme, provide mechanism and technical support to resolve these issues and coordinate with concerned stakeholders for timely resolution. g. Coordination with State Project Management Unit (SPMU) to review status of activities assigned to SPMU and DPMU team. h. Conduct data analysis on the data received from States/UTs for ration card, online allocation, supply chain and FPS automation. In this regard, CPMU team would be closely working with NIC HQ team for accessing and analysing data of Central Repository. i. Based on the analysis of data, CPMU team would create framework for analysing data at State server and helping State to implement this framework with the help of State NIC/ System Integrator. j. Coordinate with NIC HQ for timely development and implementation of IM-PDS components. k. Provide the necessary coordination support to the Department by regularly disseminating its guidelines/instructions to States/UTs and collect their feedback/suggestions/ challenges. I. Assess DFPD for designing, development and implementation of integrated ICT system/ dashboard to monitor the progress of Aadhaar Seeding, Ration card addition/ deletion, allocation and offtake of foodgrains and ePoS & Cashless transactions at FPSs, etc. m. Regularly review Ration Card, Allocation, Supply Chain and FPS automation related data on State Portal and follow-up with States/UTs to disseminate correct information on State portal and central PDSN system. n. Represent department in various forums/ meetings organized by Stakeholders such as States/UTs, MeitY, NIC, UIDAI, DBT Mission, and other Ministries. o. Undertake field visit to assess progress and best practices adopted by States/UTs in the implementation of Supply Chain Automation and FPS Automation, Aadhaar seeding & validation processes, ration card management with special focus on other important components like portability, de-duplication, data security, etc. C. National Informatics Centre (NIC) a. In consultation with DoF&PD shall provide all necessary ICT support as per the approved project for implementation of this scheme for Centre Department of Food & Public Distribution Page 6 of30 Draft annexures to be referred with Administrative Approval for IM-PDS scheme b. Submit activity wise project plan along with resource plan to DFPD for the approval of timelines to complete design, development, testing, security audit, implementation and rolling out of components of IM-PDS. c. Design, develop and support in implementation of the applications/ software utilities for the following key components i. National Portability & PDSN ii. De-duplication & Analysis iii. Management Information System (MIS) and Portals Monitoring iv. Development of Web/ Mobile Application v. Technical Support for exiting Common Application Software (CAS) applications/ FPS Automation! Promotion of Digital Payment vi. Setting up SMS Gateway at National Level for disseminating information to beneficiaries related to Portability, Awareness, etc. d. Provide requisite system software, operating system, software tools, databases, hardware server /storage infrastructure in cloud/data centre for implementation of IM-PDS components. Service Level Agreement (SLAs) for procuring and providing these services are placed at Annexure-l to MoU. e. Integration of necessary technology solutions developed for the scheme to allow seamless data exchange. These should be inter-operable based on open standards to facilitate widespread adoption. f. Take necessary measures for ensuring inter-operability for States/U'Ts using PDS Network; accessibility of State related data on internet in public domain through a Central portal, executive dashboard for monitoring progress of computerisation, creating and maintaining single unified information system including Management Information System (MIS), etc. g. Facilitate maintenance of information and security in its network and databases for the facilities and services as per the current technology standards. h. Integrate IM-PDS with the platform laid by the existing scheme, 'End-to-End Computerisation of TPDS Operations'. This may include migration of existing data (in standard format), handholding support to States & UTs or their designated agencies through YCs and State visit wherever necessary etc. I. Ensure development of uniform integration modules (Web-Services) so that it can be easily deployed at State's server without need of much customization. j. Provide hands-on training to the State F&CS department or their nominees who would provide training to other user. k. Ensure that all the application software/ systems are error-free and developed as per industry standards. I. Prepare all necessary documentation like DPR, User Manuals, Implementation Guidelines, etc. relating to the scheme which should be easily accessible to all stakeholders at Central and State level. Such documentation would be regularly updated at routine intervals. The documentation may cover implementation, configuration / customisation, operations, backup, maintenance, etc. of various components of the scheme. m. Undertake that all the source code, scripts, etc. associated with the scheme are version controlled. Department of Food & Public Distribution Page 7 of30 Draft annexures to be referred with Administrative Approvalfor IM-PDS scheme n. Submit Monthly Performance Report (MPR) in enclosed template (Annexure-II to MoU) to . DFPD highlighting activities carried out in last month along with activities planned for next month. Any deviation in the approved project plan shall also be highlighted in FPR. Technical and Administrative challenges/risk shall also be informed for timely intervention and mitigation. o. Setup helpdesk at NIC HQ for telephonic and online support - i. Create SLAs and escalation matrix for helpdesk. ii. Provide support to end-users and resolved issues within reasonable time. III. Provide online service status tracking facilities to users in respect of their queries. iv. All calls shall be logged and monthly report shall be submitted to DoF&PD. v. Issues not resolved within SLA shall be brought to the notice of DoF&PD. vi. To be available from 9.00 am till 6.00 pm from Monday to Saturday (except National Holidays). p. Provide appropriate ICT support for undertaking STQC audit of the application software for IM-PDS. q. Setup an appropriate Technical Group within NIC for carrying out the implementation. r. Appoint dedicated project heads at NIC HQ and States / UTs for close coordination with the respective State/UT Governments and subsequent intimation to DoF&PD. s. Custodian of Intellectual Property Rights (IPR) of all software code, data, algorithms, documentation, manuals etc. generated as a part of implementation ofIM-PDS scheme. All IPR shall be jointly owned by NIC and DoF&PD D. State Governments/UT Administration (through respective Food & Civil Supplies Departments) State / UT Food and Civil Supplies Departments would own the project at the State! UT level. They would be responsible for driving the project and provide leadership to the stakeholders involved at their level. The following roles and responsibilities shall rest with States / UTs: a. Sign MoU with DFPD for implementation of the IM-PDS Scheme. b. Appoint nodal officer at State level and District level for reviewing and monitoring implementation of IM-PDS Scheme. c. Support & coordinate with NIC/ System Integrator for smooth & timely implementation of IM-PDS components. d. Prepare action Plan / RFP as per the guidelines issued by Central Government for selection of State level PMU and District Level PMU e. Undertake regular review of progress of development/implementation of IM-P