FAQs

Frequently Asked Questions

Module Frequently Asked Questions (FAQs)

1. File Management Tracking System

Question 1.1: What is the meaning of “Allow the Receiver to forward the File”?

Answer: When Admin/Department selects this option, a dropdown will appear where if selected:

Yes- then, the receiver can forward the file to another department/section, etc. No: then, the receiver can only view and reply in the file but can not forward it to any other department/section.

Question 1.2: How does the File Management Tracking System admin create file type?

Answer: The admin can only create a file type if “fmts_admin” role assigned to them. The below-mentioned steps need to be followed:

Setting » File Type » Add File Type » Enter all required details » Add.

Question 1.3: How can an employee create a file?

Answer: Employee needs to log in to his/her administrative account and follow the below-mentioned steps:

Manage Files» Add New Files»Select File Type» Enter required details»Save.

Question 1.4: How can an Employee view the incoming files?

Answer: An Employee needs to log in to his administrative account and follow the below-mentioned steps:

Incoming Files » Action View

Question 1.5: Who can check the file history?

Answer: File Management Tracking System admin can check the file history by following the below-mentioned steps:

File History » Reference Number/File Number » Fetch Details

Question 1.6: What happens when we click on the delete button after creating the file, will it be permanently deleted?

Answer: The file will be deleted permanently.

Question 1.7: Which role can create a new file either file_management_admin or _file_management_department _ ?

Answer: Both roles can create the files.

Question 1.8: Is there any possibility to mention a high-priority option for important files?

Answer: Yes, the file initiator can mention the priority of the file.

Question 1.9: If the file initiator forwards wrong files, can it be revoked?

Answer: Yes, the initiator can revoke the file.

Question 1.10: Is there any option to send message or mail notification ?

Answer: Message and Mail notification options are available in the portal.

Question 1.11: Can we add the existing files to the Samarth File Tracking System?

Answer: It is recommended to add new files as it tracks the real-time movement of files. Retrospective file details can be added for record-keeping however tracking won’t be possible.

Question 1.12: Does the system allow us to add a previous creation date for a file?

Answer: The real-time dates are added, date manipulation is not allowed as the tracker works on current entries and shows exact details. The creation date is updated automatically once the file is added to the system.

Question 1.13: Will the Part File number be different from the Main File?

Answer: The Part File reference number will be different from the main file as the file numbers which are generated are unique.

Question 1.14:Who can create the files and where will they get saved after creation?

Answer: Any employee or the designation who has the role mapped to his/her user account can create the files. The files will remain with the creator before forwarding them to any of the users or departments.

Question 1.15:Can we have the name of the employee whose name is assigned with the respective role in the reports?

Answer: The employee associated with a particular user account can be viewed and tracked if required. Currently, the option of fetching the associated employee name in the report is not available but it can be provided.

Question 1.16:What is meant by Reference number, can we customize that number?

Answer: Reference number is system generated number and universities don’t have the option to update that number

Question 1.17: While referring to the file type in File Management and Tracking System, what is file type in practical work?

Answer: It depends on the nature of operations. For e.g: If we create an academic-related file then it will be an academic file type.

Question 1.18: Do we need to define the role of the department?

Answer: Yes, we have a File Management Department Store.

Question 1.19: Does this module have a feature in which there is an alert option for the department where the file has not been moved for a while?

Answer: The Samarth team explained that once an administrative/employee sends a file to another administrative/employee, the receiver will get an alert email regarding the file but we don’t have a reminder/alert option after the file is not moved from a particular person.

2 Budget & Accounts Management

Question 2.1: Who can add the budget head?

Answer 2.2: Ocm_admin (Budget admin) can add the budget head from the setting part. The below-mentioned steps need to be followed.

Setting » Budget Heads » Add Budget Heads » Enter the required details » Add

Question 2.2: How many roles exist in Budget & Account Management?

Answer: There exist two roles in Budget & Accounts Management:

  1. Ocm_admin
  2. Ocm_department

Question 2.3: How can the Budget admin generate a ledger report?

Answer: Budget admin needs to click on the ledger section and follow the below-mentioned steps.

Ledger » Organizational Unit » Budget Heads » Submit

Question 2.4: How can the budget admin approve the expenditure of budgets?

Answer: Budget admin needs to click on the budget expenditure section, check the status of the budget, and click on the “Action Icon” to approve. The steps are also mentioned below:

Budget management » Budget Expenditure » Action

Question 2.5: How can the budget admin export expenditure reports by PFMS?

Answer: Budget admin needs to click on “PFMS Integration” and follow the below-mentioned steps:

PFMS Integration » Select Organizational Unit » Year » Budget Expenditure Export

Question 2.6: Are the Financial Summary, Utilization Certificate, and Budget as per the government formats and annual expenditure details available in the budget and account Module?

Answer: Yes, all mentioned details are available in the module as per governemnt formats.

Question 2.7: Can the finance section approve all the budget requests?

Answer: Yes, the feature is available and changes can be made by the University within the module.

Question 2.8: What is the provision of the Accounts Section under the module?

Answer: Expense handling comes under the accounts sections and only these are available under the module.

Question 2.9: In certain organizations, a Rent-Free Home amount has been given to their employees. So how do we take care of that amount into the system as it will be the income of the employee?

Answer: In the Earning section, you can add head and pay the corresponding amount.

Question 2.10: What is the provision to add the entries of the bill under the module?

Answer: A department will be responsible for adding the entries of the bill and therefore, the admin will approve the request generated by the department through the module.

Question 2.11: What happens when the amount is not approved by the finance section? What is the provision for the approved date not to be more than the current date?

Answer: As per the details, the amount will not be settled and processed further by the department under expenditure.

Question 2.12: How do we put a consolidated pay for no pay band?

Answer: Yes, we can generate the salaries for fixed salaried employees also but for this, users need to create a salary template and rest configuration for fixed salaried employees in the settings of the Payroll Module.

Question 2.13: Can the Budget management module cater the Accounts module also?

Answer: Yes, it caters the accounts module also.

3 Training of Trainers

Question 3.1: Who can request the Training?

Answer: Employees can request the training, then the admin can accept or reject accordingly. The steps to be followed are:

HR » Training of Trainer » Requests » Action (Accept/Reject)

Question 3.2: Do we have specific settings for the Training of Trainers module?

Answer: There are no specific settings for the Training of Trainers module.

Question 3.3: What is a TOT Company?

Answer: Tot_company role assigned to the company user, so they can add their profile and training sessions.

Question 3.4: What is the purpose of making outsiders' guest accounts?

Answer: The company person is not an employee or student of the University, so the user management admin needs to create a guest account for them.

Question 3.5: How to add the outside member to the ToT module?

Answer: Module admin can add outside members by creating the guest account and assigning them the tot_company role.

4 Minutes Archive Retrieval System

Question 4.1: What is the role of the Minutes Archive & Retrieval System?

Answer: There is no role assigned to Minutes Archive Retrieval System. It only appears as default in administrative accounts.

Question 4.2: How can an employee create documents in the Minutes Archive & Retrieval System?

Answer: An employee needs to click on the “Document” option and follow the below-mentioned steps:

Administrative » Minutes Archive and Retrieval » Documents » Create Documents » Enter the required information » save and continue » Upload Documents » Submit

Question 4.3: How can an employee create “Documents type” ?

Answer: Employees need to click on the “Documents Types” and follow the below-mentioned steps.

Documents Type» Add Documents Type » Create

Question 4.4: Who can see the upload “Documents” ?

Answer:- Only “existing members” added while creating documents can see the uploaded document.

Documents » Create Documents » Enter the required details » Save & Continue Upload

Question 4.5: If an employee uploads minutes, will it be accessible to employees only or centrally?

Answer: There is an option of a public or private dropdown while creating the minutes, to provide access to view minutes. For private, only admin and the member of the meeting/documents can view minutes and if selected public, any employee can view the minutes.

Question 4.6: Can we add external members to the Minutes Archive Retrieval System?

Answer: We cannot add external members to the Minutes Archival & Retrieval System.

Question 4.7: Who can see the created document in the Minutes Archive & Retrieval System?

Answer: Everyone can see the document created but it can be restricted to the added members only.

Question 4.8: Can an employee of the University create documents through the module?

Answer: Yes, an employee can create and update the documents under the module.

Question 4.9: What do you mean by Series number?

Answer: It is used by the University to define the reference for the minutes of the meeting or related documents. It is used during the creation of the documents under the module.

5 User Management

Question 5.1: What are the steps to add new users?

Answer: The admin can only create and manage users with the “Setting” role assigned to him/her. The below-mentioned steps need to be followed:

Settings » User Management » Add New Account » Enter all required details » Add User

Question 5.2: What are the steps of mapping user roles?

Answer: The admin can only map the users with the “Setting” role assigned to him/her. The below-mentioned steps need to be followed:

Setting » User Management » User Role Mapping » Select Username » Assign Role to User

Question 5.3: What are the steps to export all users?

Answer: The admin can only export all users with the “Setting” role assigned to him/her. The below-mentioned steps need to be followed:

Setting » All Users » Select Columns » Export

Question 5.4: How can the admin send invite mail to existing users?

Answer: The admin can only send the invite mail to users with the “Setting” role assigned to him/her. The below-mentioned steps need to be followed:

Setting » All Users » Click Checkbox » Invite Mail

Question 5.5: How to create an Administrative account for two employees with the same designation in the same OU?

Answer: While creating an organigram, please provide two different unique identification codes and after that, the Administrative account can be created for two employees with the same designation in the same OU.

Question 5.6: How can we change the password of already existing accounts?

Answer: Password reset can be done by clicking on the lock button in the “All Users” section of Samarth User Management.

Question 5.7: How can we find the number of accounts associated with an employee?

Answer: The University can use the filter option corresponding to the Employee Name available in the “All User” section of User Management.

Question 5.8: The additional parameters can be configured in the settings of the Employee Management module.

Answer: The additional parameters can be configured in the settings of the Employee Management module.

Question 5.9: Can the user id and password for students can be created in the new update?

Answer: No, this update is only for employee accounts, for students, there will be another module where the Institutes will be able to manage the accounts of students.

Question 5.10: Is 2-Factor Authentication possible in the new update?

Answer: The 2-Factor is provided while adding the new user, this feature is user-based, the user can disable and enable it via updating user details whenever required.

Question 5.11: Where can we find the log files and activity tracking of all the users?

Answer: The logs are available at Identity Authentication Tracking which can be accessed by the Administrator.

6 Estate Management

Question 6.1: How can the Estate admin “Add Buildings”?

Answer: Estate admin needs to click on the Manage Buildings and follow the below-mentioned steps:

Campus » Estate Management » Manage Buildings » Add New Buildings » Enter the required details » Submit

Question 6.2: How can the Estate admin add Road and Footpath?

Answer: Estate admin needs to click on the “Road and Footpath” and follow the below-mentioned steps:

Campus » Estate Management » Roads and Footpaths » Add New Road » Enter the required details » Submit

Question 6.3: What is the pay level in the Estate Management module?

Answer: Estate management module captures all the building details of the institute irrespective of pay levels. The allocation of buildings according to the pay level criteria is covered in the Residence allocation module.

Question 6.4: Is there any option to upload building images?

Answer: Yes, this option is available and the admin can add the building images.

7 Knowledge Management

Question 7.1: What is the meaning of “Sync Data”?

Answer: If an employee has added the Research Paper, Patents, and Research Publication in his Profile, then the Knowledge Admin can sync data to their profile.

Question 7.2: How to create a profile in Knowledge Management?

Answer: Knowledge admin can create a profile in knowledge management by following the below-mentioned steps:

HR » Knowledge Management » Profile » Create New Profile » Enter the required details » Save

Question 7.3: Is Samarth eGov providing the analytics and data insights of knowledge management?

Answer: Yes, we provide the descriptive analytics of available data in knowledge management. It can be seen in the dashboard segment of knowledge management.

Question 7.4: Do we need to create an admin, again and again, to assign a designation to others and how they will enter their details in knowledge management?

Answer: No, we do not need to create a user again. We just have to map the role, once you Map the user role, that particular person is able to access the knowledge management module.

Question 7.5: What is the pay level in the Estate Management module?

Answer: Estate management module captures all the building details of the institute irrespective of pay levels. The allocation of buildings according to the pay level criteria is covered in the Residence allocation module.

Question 7.6: How do we differentiate between research publications and research papers?

Answer: There are two sections for Research publications and research papers. Samarth eGov Suite caters both of these provisions separately where the Teaching employees can manage his/her research papers through the “Research Papers” section and their publications by “Research Publications” option.

Question 7.7: What about more than one co-author? Will they be entered with comma values?

Answer: There is a comma separator where more than one co-author can be added.

Question 7.8: How do we differentiate who will be the first author or second author?

Answer: While login in as an employee, there is a dropdown box where the employee can select whether he will be a single author or co-author.

Question 7.9: What is the nature of upload? Will it be JPG/ DOC/ PDF?

Answer: You can upload documents either in PDF or JPG format and the size to be uploaded would be a maximum of 3 MB.

Question 7.10: What is the possibility to add a Book review in the type field in the “Add Research-Publication” section?

Answer: It comes under change management so you have to write mail on project Samarth, the request will be forwarded to the change management process and check if the review is feasible for all universities.

Question 7.11: Is there any probability of extracting data from a particular duration as required by the department, so that I can extract data in excel or pdf form?

Answer: Currently, for knowledge admin, there is no option to export the data but, in employee login, they can export their individual research papers or publications.

Question 7.12: Is there any option to export data quarter-wise for a particular department?

Answer: No

8. Organigram

Question 8.1: Who can map the Organigram?

Answer:- The admin can only map the “Organigram” with the “setting” role assigned to him/her. The below-mentioned steps need to be followed:

Settings » Organigram » Add Organigram

Question 8.2: What is Organigram?

Answer; Organigram is used to construct the organizational structure of the enterprise or organization with various relevant information like Organizational Unit, Designation, Reporting Designation, etc. to generate records.

Question 8.3: What is an identifier while creating an organigram?

Answer: The identifier is a term used to differentiate the same designation in Organization Unit to avoid conflict while creating an admin account.

Question 8.4: We have different kinds of units where we will offer distance for a particular program and the school of mathematics offers the regular program. How do we manage that?

Answer: We have organization unit type and organization unit, so you can define the type of organization unit as the directorate of the program, office of the unit and that can be used in the program.

Question 8.5: For faculty will it be a separate unit type or do I have to create it under the HR section?

Answer: Departments are already present under Organizational Units. So while adding/updating any faculty, you just need to select the faculty. For example: For any faculty of the Computer Science Department, the employee just needs to select the Computer Science Department.

9. Organizational Unit

Question 9.1: Who can add an Organizational Unit?

Answer: The admin can only add the “Organizational Unit” with the “setting” role assigned to it. The below-mentioned steps need to be followed:

Setting » Organizational Unit » Add Organizational Unit » Enter the required details » Save.

Question 9.2:Is the parent unit predefined in the Organizational Unit?

Answer: Only the campus(parent unit) is predefined in the Organizational Unit, after that University/Institute can add the desired Units into the portal and make them parent units.

Question 9.3:Is the Code of Organizational Unit linked with any other module or function?

Answer: The code is for record purposes and it depends on the University which code they want to provide to a particular Organization Unit.

Question 9.4:What is the difference between the Organization Unit Type and Organizational Unit?

Answer: Organizational Unit Type is the overview of administrative and academic structure. The Organizational Unit is the complete organizational structure of the University.

Question 9.5:In the module organizational unit, there is an OU category which is a plan and non-plan. What does it mean?

Answer: Whatever is the existing work in the university, we will include that in the planned section and the rest which cannot be included will be added in the non-plan category.

Question 9.6:In the OU type if any unrequired type is added in the section how to delete that section?

Answer: The delete option is not available in the section. University needs to deactivate the OU type. Inside of the action column in the status, you can deactivate easily.

Question 9.7:What is the roadmap/order which we have to move to implement project Samarth at University?

Answer: The University needs to configure the organizational structure. First, we need to complete first all the base modules then we will move to the further modules of Project Samarth.

10. Training & Placement

Question 10.1: How will the company register?

Answer: Admin can provide the URL to the companies to register themselves for the Training and Placement for the Institution.

Question 10.2: Can we map the admin roles to the employee user account?

Answer: We can map the roles but it is not advisable as it may create anomalies in later phases, therefore always map admin user roles to the admin user account.

Question 10.3: Who will create the company login?

Answer: Training & Placement admin can create the company’s login.

Question 10.4: Who can reset the company login password?

Answer: Admin can reset the password for the company’s login.

Question 10.5: Is there a way to group the placements or internships for a particular academic year?

Answer: No, but while creating the Training and Placement session training_admin can name and code the session according to the academic year.

11 Programme Management

Question 11.1: What is the usage of Programme status?

Answer: The Programme Status will show the different status of students whether it is in the draft, active, pending, suspending stage. The different statuses will affect the Programme settings. The program is uneditable and programmed details are locked in the active status but it can be edited if it is in the suspended or draft stage.

Question 11.2: What is meant by admission categories?

Answer: Admission categories show the list of students that appear in the examination/merit list as per their categories of admission in the University.

Question 11.3: Are Courses different from Subjects?

Answer: Both are same. Each program comprises a different list of courses/subjects.

Question 11.4: What is meant by the Shortcode of the program and are they mandatory?

Answer: Shortcodes (found in Programme Management) are used for futuristic academic-related features including courses and admission-related features.

Yes, shortcodes are mandatory to find and map the programs easily.

Question 11.5: How to add Programme in Programme Management?

Answer: Admin can add a new program by clicking on the “Add New Programme” button. Step to adds program are:

  1. Open Programme Management Module
  2. Click on the Setting
  3. Click on the “Add New Programme”
  4. Admin needs to fill in the details
  5. Click on the “Save” button

Question 11.6: How to Import and Export Granted Student data from Program management?

Answer: In program management, there is an option to import and export data therefrom you can make changes.

Question 11.7: What about blended courses? (in addition to f2f, ODL, or line) for the program management module?

Answer: A blended course is a different approach, where we do face-to-face interaction with the students and we also provide an online environment to do assignments and other tasks.

Question 11.8:We have the situation of offering three modes of program i.e, regular mode, distance mode, and online mode also so that we have the same mode of integration of admission as well as examination, So is there a feature to distinguish between these modes on admission as well as examination?

Answer: In that case, you need to create three programmes and you will take regular, distance as well as online and the rest of the configuration accordingly.

Question 11.9: Please show the fee waiver and how can we configure this for different categories?

Answer: Navigate to Programme management and then click on the particular program and go to the setting button, then we have seat and fee configuration options to particular categories (e.g. EWS) there, we have a fee waiver section. There is no provision for a fee waiver at different levels of income categories.

Question 11.10:Who will assign the shortcode for the programmes?

Answer: The University has a shortcode for every individual programme. You can use that shortcode assigned by the University for programmes.

Question 11.11:Shortcode of the program mandatory?

Answer: Yes, the shortcode is mandatory to find and map the programs easily and also shortcodes are used for the futuristic academic-related features including courses and admission related features

12. Academic Module

Question 12.1: What is the meaning of “Term”?

Answer: Term is the shortest entity in the Academic Module, it can be a trimester, semester, year.

Question 12.2: How can we Map courses with Programme?

Answer: Courses can be added by using course structure settings present in the Particular program setting.

  1. Open Programme Module
  2. Select the Programme
  3. Open that program’s setting
  4. Then select the course structure
  5. Click on the Add rules
  6. Click on the Add CBCS
  7. Then we can add group
  8. Add a group.
  9. Then add the course to it

Question 12.3: Suppose one particular course can be compulsory for some students and can be eligible for other students, how to tackle this?

Answer: This depends on the program so whenever we are configuring the course structure for a particular programme, we are selecting only those courses that are applicable and we are also marking those courses either as compulsory or elective for the programme. The configuration is programme-independent.

Question 12.4: What is the meaning of “Term”?

Answer: Term is the shortest entity in the Academic Module, it can be a trimester, semester, year.

Question 12.5: Is Course Scheduling provision available?

Answer: Yes it is available.

Question 12.6: Is the Course structure available for the back paper?

Answer: Yes it is available.

Question 12.7: The student can choose his courses online and submission of credit should be the same for the particular semester. Is the course online?

Answer: Yes sir, they can choose the course online. Whatever course structure is created, they can choose among them.

Question 12.8: In some cases, we want the sections at the course level itself because, in a few semesters, we have observed that for a few subjects, there are multiple sections and faculties are teaching those sections. How’s that done in the system?

Answer: Basically what happens is when you are creating those sections, you are creating a group of students so you can create multiple groups of students and you can assign those sections to a particular evaluator so different evaluators can be mapped to different sections.

Question 12.9: My requirement is that within one section, there will be two teachers?

Answer: In that case, we need to create multiple sections so that any specific section can be mapped to the specific evaluator. In that case, we need to create more sections.

Question 12.10: For one particular course, there will be two faculties who teach the same course. How will I map that?

Answer: There will be a particular coordinator which can be mapped to the course. That co-ordinator will be the evaluator and mapping will be different as it will be internal, we can create a coordinator of different sections and upload all the data in an excel sheet.

Question 12.11: Common grading is also possible while selecting multiple sections for different branches of the student?

Answer: The sections are independent of the courses, we need to create sections only for a particular programme.

Question 12.12: Is it possible to edit the course structure if sometimes the HOD sends the wrong course structure?

Answer: Because of the Credit Scheme, we have the flexibility to change, delete the course structure of the programme.

Question 12.13: First we have to get a login password then the examination module will be shown and we can start these demonstrated steps?

Answer: Yes, you can start these demonstrated steps.

Question 12.14: Is there any provision of alert information when wrong marks are uploaded?

Answer: There is a provision that when marks are uploaded greater than maximum Marks the alert information will appear, but in other cases when wrong Marks are uploaded, there is an update button available. By clicking the update button, you will be able to update correct Marks you don’t need to upload again and again.

Question 12.15: Is customization in workflow possible?

Answer: Yes you can add a new programme for a new session with a different shortcode.

Question 12.16: Can we add new Programmes for new sessions?

Answer: Yes you can add a new programme for a new session with a different shortcode

Question 12.17: While adding a holiday apart from Gazetted can we provide the reason/description?

Answer: Yes, we can add the reason/description.

Question 12.16: As the status of the students has not been updated in the portal by departments, so the Samarth team can change the status from the backend?

Answer: University allowed us to change the status of those students.

Question 12.17: Is there the provision of multiple examination fees?

Answer: University informed that there is a provision of programme wise multiple fees.

13. Student Life Cycle Management

Question 13.1: How to add Students to the Programme?

Answer: Students can be added by using the “Import Student” & “Add students” setting present in the Particular program setting. The below-mentioned steps have to be followed:

  1. Open Programme Module
  2. Select the Programme
  3. Open that programme’s setting
  4. Then click on Import Students

Question 13.2: Will there be another session on the Students Lifecycle Management Module?

Answer: We will schedule a session on all the modules which are under maintenance once they are available.

Question 13.3: How can a Student fill the Student Feedback Form?

Answer: The Students or the Employees can access and respond to the published Feedback forms in the Feedback Management System using their user credentials to log in to Samarth Portal for the University/HEI.

Question 13.4: How can we map different subjects for different semesters?

Answer: The Student Feedback System will be linked with the Student Life Cycle and once the Students will get imported they will be mapped to the respective Teachers and in the same way, a Student can fill the Feedback Form for the intended Subject Teacher. Currently, a customisable form common for all students is available.

14. Fee Management Module

Question 14.1: How many user roles are present in the Fee Module?

Answer: Fee Module has only one user role which is “fee_admin”.

Question 14.2: What can “fee_admin” do in the Fee Management Module?

Answer:”fee_admin” is the Fee Management Admin. This role is provided to view all the files that are navigating across the system.

Question 14.3: What is the meaning of “Add New Services” are?

Answer: From the “Add Fee Bifurcation”, users can divide the fee service into its components.

Question 14.4: What is the theme configuration?

Answer: It is only related to the Paytm gateway and themes provided by Paytm.

Question 14.5: Please show the fee waiver and how can we configure this for different categories?

Answer: Navigate to Programme management and then click on the particular program and go to the setting button, then we have seat and fee configuration options to particular categories (e.g. EWS) there, we have a fee waiver section. There is no provision for a fee waiver at different levels of income categories.

Question 14.7: Is it possible to categorize such fee waivers on the student level?

Answer: Yes, but for this, we need to create multiple entries of students for the EWS section on the basis of family income level.

Question 14.8: If a student selects 4 courses and a second student select 6 courses in a semester of the same program. Is the fee structure different for both students?

Answer: Yes, the Fee structure will be different for both students in the case of Course wise fee selection.

Question 14.9: In software, somewhere we have to define per credit fee. What will be the value per credit to calculate the fees?

Answer: We cannot map credit by fee category but we can do course-wise fee selection.

15. Transport Management System

Question 15.1: How many user roles are present in the Transport Management Module?

Answer: Transport Management Module has 3 user roles:

  1. transport_admin -The user can configure the setting, manage vehicle details, assign it to OU’s and approve the daily track of vehicle usage.
  2. Transport_admin_view - same role as Transport_Admin but with viewing rights only.
  3. Transport_employee - Can add a daily track of the vehicle.

Question 15.2: In which function the Transport Management Module is present?

Answer: Transport Management is present in the Campus function.

Question 15.3: Name two different modules in which Transport Request comes?

Answer: Transport Request comes in two different modules- Essential Service and Transport Module.

Question 15.4: What is meant by “Daily Tracking”?

Answer: This feature is for the tracking and availability of vehicles present in the UniversityThe Admin can view/update all the daily travelling and hiring details of the vehicle present in the Transport module. Admin can also generate reports on this basis.

Question 15.5: How to add Vendor details and vendor vehicles in the Transport Module?

Answer: The Transport Vendors details are added in the Transport Module by following the below steps:

  1. Launch Transport Module
  2. Click on the Vendor Details from the left panel menu options
  3. Click on Add New Vendor
  4. Fill in all the details and then click on the Add Vendor button.
  5. Click on the submit button.
  6. Then click on Add Vehicle details

16. Employee Management Module

Question 16.1: What is the difference between “Samarth Existing Employee Code” and “University Existing Employee Code”?

Answer: “Samarth Existing Code” is a unique code that was generated by the system automatically whereas “University employee code” is given by the University.

Question 16.2: How can employees update the University assignments?

Answer: Employees don’t have the option to add or update the details in the university assignments options. Only the employee_admin possesses these rights.

Question 16.3: How can we add disability options in the employee module?

Answer: Disability categories can be added by employee_admin from the settings.

Employee Management»Settings»Disability Options»Add Disability Options

Question 16.4: Can we add the remarks or languages in the Employee Management?

Answer: Yes, employee_admin can add the remarks or languages from the settings by using the option called employee additional parameters.

Employee module»Settings»Employee Additional Parameters»Add Additional Parameters.

Question 16.5: How can employees update basic details?

Answer: Employees can log in with their credentials and update their details by using the update profile option for the basic details.

Employee login»Employee details»Update details

Question 16.6: While uploading the employee. Can we upload bulk employees like contractual and permanent at the same time or later?

Answer: Yes, we can mention all the employees in one sheet, contractual or permanent, and upload it to the section.

Question 16.7: Does every employee automatically become a user of the system or do we need additional mapping?

Answer: Yes, first you need to fill all the details in the employee management then it is completed then the employee moves to the user management.

Question 16.8: Do only employees have the right to update the information or the employee admin can also have the right to update details?

Answer: Both have the right to update the details.

Question 16.9: Can we update all the employee data in bulk at a time?

Answer: Yes, we can update bulk data at a time.

Question 16.10: How can we add the additional parameters while entering the details of the employee?

Answer: The additional parameters can be configured in the settings of the Employee module.

Question 16.11: Can we assign multiple assignments for an Employee?

Answer: Yes, assignments can be added in the University Assignment section of Employee Profile.

Question 16.12: How will we give access to the employees so that they will enter their academic and administrative details?

Answer: For that, we have to create an employee account for the employee and give them the required access through a user management module.

Question 16.13: How can we check the previous profile of the employee if any update is made in the profile of the employee?

Answer: We can check the changes in the profile of the employee by clicking on the View Previous Profile option in the employee profile.

Question 16.14: Can employees update his/her own data?

Answer: Yes, Employee can update his data by himself but only for personal and research publications.

Question 16.15: If the employee can update then is it approved/moderated by HR?

Answer: Apart from personal data, employees need admin approval to update other data.

Question 16.16: Do we need to add an employee first and then create a username and password or is it vice versa or there is no relation between the two?

Answer: Firstly, we need to upload employee details in the portal then only we can create a user account.

17. Uniweb Portal

Question 17.1: What is the use of the Uniweb module?

Answer: Samarth Uni Web Portal is an API (Application Programming Interface) platform for Samarth Portal. Universities using the Samarth portal can use these APIs to fetch details of their Programmes, Organizations, and Employees.

Question 17.2: How can we use this module? Is there any unique code?

Answer: Universities using the Samarth portal can use these APIs to fetch details present in the Samarth UIMS. A unique Access Token is required for Authentication which will be provided by Samarth Team.

Question 17.3: In which format we will get API content?

Answer: Module admin can get the API content in the JSON format

Question 17.4: What role is to be mapped with the user to give the UniWeb access?

Answer: The role of settings in the Samarth option including Uniweb module access.

Question 17.5: What are the parameters to access data using the API Token?

Answer: Below is the parameter for accessing the data

Parameter: [UIMS Link]/[Version Info]/[Module Name]/get?token=[TOKEN]

Below is the example for accessing the employee designation details: https://demo.samarth.ac.in/index.php/v1/employee/get?token=demo_api_test&designation=1

Question 17.6: What type of this API is in the Uni web portal?

Answer: This is the Rest based API

Question 17.7: What are all the areas to fetch the data by these APIs?

Answer: These all are mentioned in the University Portal Guide.

Question 17.8: Can we customize the requirement portal?

Answer: Yes, University can customize the requirement portal as per the University norms.

Question 17.9: Is the API score automatically calculated or do we need to add it manually?

Answer: Requirement portal is developed as per the UGC norms, The API Score is calculated automatically.

18. Student Feedback Management

Question 18.1: How can we create a feedback template?

Answer: Only the admin with the rights of Feedback_Admin can create, view, and access them by following the steps given below:

Home»Settings»Templates»Add Template

Clicking on the Add Template will bring the form for details required to add the template. Fill in all the details and click on Add to add the template.

Question 18.2: What is the use of Student Feedback Management?

Answer: Following are the usage given for Student Feedback Management:

  • Feedback is necessary for the efficiency and quality improvement of an educational institute.
  • With a proper feedback mechanism in place, the growth rate of a university/institute shows an upward movement.
  • The feedback mechanism helps in catering to the weaknesses and further strengthening the shortcomings.
  • The analysis of a university/institute can be done by ensuring a strong feedback system is in place.
  • Questionnaires are of primary importance in any feedback mechanism system.

Question 18.3: Can we check the graphical representation of the feedback reports? If yes, mention the steps.

Answer: Yes, the Module admin can see the graphical representation of the feedback reports.

Home»Settings»Templates»In the Action Column select Analysis for the feedback for which reports need to be generated.

Question 18.4: How to add questions to the template?

Answer: Admin can add the Question by clicking on the edit icon first, then on the “Add Question” button and filling in the required details:-

  1. Question
  2. Answer Type(Drop-down/Checkbox/Radio button/Text box)
  3. Options
  4. Is Response Mandatory(Yes/No)

Question 18.5: What role needs to be mapped with the user to access the feedback module?

Answer: feedback_admin

Question 18.6: In the Student Feedback Management. How are the students going to fill the form and will go for the further processes?

Answer: Student login is present in the Samarth demo portal.

Question 18.7: Do we have to create Student Portals?

Answer: Once we activate the Student Login Portal in the University, every student will get the login.

Admin can create the student Feedback form and publish it where students can provide their feedback after login.

Question 18.8: Can we add the questions when the template is published?

Answer: Questions are to be added only when the template is in draft state.

19. Research Project & Grant Management System

Question 19.1: What is the full form of RPMS in the Samarth Module and its importance?

Answer: Research Project & Grant management System (RPMS) covers all aspects of the management of the research project grants from the funding agency.

Question 19.2: How many roles are there in the module?

Answer: There are four roles in the RPMS module, namely rpms_admin, rpms_pi, rpms_accounts, and rpmsadmin_view.

Question 19.3: What is the difference between the accounts role and the admin role?

Answer: The Accounts Role is specially designed for the managing of accounts and finance related to the projects, whereas the Admin Role manages RPMS Settings, manages RPMS Account and Expenditure, generates Reports Like Expenditure Report and Utilisation Certificate.

Question 19.4: How can we add attachments regarding approval of the project?

Answer: In the module, while approving there is an option for uploading the approval document from which one can upload the document.

Manage RPMS»Projects for Approval»Click on the tick mark»Dialogue box»Upload document.

Question 19.5: Is there any possibility to generate a utilization certificate?

Answer: Yes, In this section, you can download the utilization certificate by filling this form for your project.

Manage rpms»Utilization Certificate»View details»mention the dates and project title»Submit»Utilization Certificate will generate.

Question 19.6: Who has the rpms_admin role and is there any separate login for Dean Research?

Answer: The rpms_admin role is given to the Dean Research and he will view/approve all the research projects present in the University.

Question 19.7: Is it mandatory to provide the project type under the module?

Answer: Yes, it is mandatory by the University.

Question 19.8: What is the provision to upload a utilization certificate from the admin section and download it from the PI section?

Answer: rpms_pi is able to take a printout of the Unitization Certificate, rpms_admin also downloads the Unitization Certificate on behalf of PI.

Question 19.9: In some cases, projects are not to be associated with the PI but coordinators, can an admin make changes for assigning, changing the coordinators, and providing the credentials while the project will be the same?

Answer: Currently, this feature is not available in our module and the University can mail for certain changes as per their need that can be forwarded to the technical team.

Question 19.10: Can we mention individual heads of the committee under the module?

Answer: Yes, you can make the changes under the module and mark heads as per your concern.

Question 19.11: Is there any provision to add more approval levels during the process?

Answer: Currently, this feature is not available in our module and the University can mail for certain changes as per their need that can be forwarded to the technical team.

Question 19.12: What is the provision to incorporate an endorsement letter by the Dean to the funding agency during the process?

Answer: This is an internal process and currently, this feature is not available, University can mail their suggestions and they will be forwarded to the concerned department.

Question 19.13: Who has the rpms_admin role and is there any separate login for Dean Research?

Answer: The rpms_admin role is given to the Dean Research and he will view/approve all the research projects present in the University.

Question 19.14: Is it possible to Manage Sanction Order, Account for Finance Department?

Answer: Yes all those things will be Managed by the rpms_account.

Question 19.15: Will PI be able to add the details of those projects which are already completed?

Answer: Yes.

Question 19.16: Can we mention individual heads of the committee under the module?

Answer: Yes, you can make the changes under the module and mark heads as per your concern.

Question 19.17: What is the provision to upload a utilization certificate from the admin section and download it from the PI section?

Answer: rpms_pi is able to take a printout of the Unitization Certificate, rpms_admin also downloads the Unitization Certificate on behalf of PI.

Question 19.18: Is there any provision to print the project proposal under the module?

Answer: Yes, the university can print the project proposal under the module.

Question 19.19: Can the admin download the Utilization Certificate after the completion of the project?

Answer: Yes, the admin can download the Utilization certificate after the completion of the project.

20. Health Management Module

Question 20.1: What is the use of the Health module and how is it useful for employees?

Answer: Health Management is the overall management of a healthcare facility on campus or affiliated with a university, such as a clinic or a hospital. Through this module, an employee can visit any hospital attached/affiliated by the university, subscribe to the membership, avail of the university’s health facilities, and check his/her records.

Question 20.2: How can we add the Health centre building?

Answer: Health centre building details will be added by the estate_admin in the estate management module.

Question 20.3: How can an employee utilize the membership?

Answer: Employees can avail themselves of the health-related facilities in the health centres which were registered in the Health Management of the University.

Question 20.4: How and where module admin can add the speciality of a doctor?

Answer: In the Health Management module settings, the health_admin can access the doctor speciality settings where the speciality details can be added.

Question 20.5: How to take the print of the membership card?

Answer: Admin/Employees can print the cards of their records by clicking on the print button in their login.

Question 20.6: In the Health Management System, suppose we have a dispensary in our college, so how can we track the daily visiting or treatment data of the Students?

Answer: In the Samarth Health Management Module, create a membership section. There is an option membership student type. From there, the University can track the data of any dispensary. All the filters are available in that section to make it easy to find.

Question 20.7: Is there any Inventory system to check the availability of the medicines in the dispensary?

Answer: This section is present in the inventory management module.

Question 20.8: Can we include a panel of hospitals along with health facilities within the University?

Answer: Yes, you can include both the enlisted hospitals on the panel as well as health facilities available within the University.

Question 20.9: As the Govt yesterday launched the Digital Health Mission, will it have some integration with that too?

Answer: No, we do not have that provision right now.

Question 20.10: Is there any way to track medical bills reimbursement claims?

Answer: No, we do not have that provision.

Question 20.11: What role will be given to the employee to access the health module?

Answer: Samarth team informed that after the creation of the employee account the health module will be visible in the employee’s account automatically.

Question 20.12: What role will be given to the employee to access the health module?

Answer: Samarth team informed that after the creation of the employee account the health module will be visible in the employee’;s account automatically.

Question 20.13: In the Health Management System, suppose we have a dispensary in our college, so how can we track the daily visiting or treatment data of the Students?

Answer: In the Samarth Health Management Module, create a membership section. There is an option membership student type. From there, the University can track the data of any dispensary. All the filters are available in that section to make it easy to find.

Question 20.14: Why are we unable to see the list of Hospitals?

Answer: Samarth Team replied that you have not added the Hospital after adding the Hospital you will be able to see the number of hospitals on the Dashboard.

Question 20.15: How can we add the employee to the membership?

Answer: Samarth team informed that the employee can select their membership by login into their account.

Question 20.16: Is appointment of doctor possible through the health management module?

Answer: The option is currently not available in the system. This requires the doctor login credential might be available in the future.

21. Inventory Management System

Question 21.1: How can we add the warehouse details?

Answer: Ims_admin role is mapped to the administrative person, whenever ims_admin login into the Samarth portal in settings sections, he/she may add the warehouse details in Inventory Management System Module.

Question 21.2 : Shall we add different types of GST details to the bills?

Answer: Yes, an ims_admin can add the different GST in Tax details in the settings section of the inventory management system module.

Question 21.3: What are the roles and responsibilities in the ims_admin/ Inventory Management System module admin?

Answer: The roles and responsibilities of the ims_admin/ ims module admin are to manage the stock details, generate the reports, issue the inventory, add vendor details and configure the settings.

Question 21.4: How can an admin add the vendor details inventory management module?

Answer: In the vendor section of the inventory module, an ims_admin can add the vendor details.

Question 21.5: How can a module admin issue goods to the employee and administrative designations?

Answer: Ims_admin is responsible for issuing the inventory to employees and administrative designations by viewing the particular stock details in the inventory management system.

Question 21.6: Is there any Inventory system to check the availability of the medicines in the dispensary?

Answer: This section is present in the inventory management module.

Question 21.7: Is there any option to store the previous stock record?

Answer: Yes ,The Samarth team showed live on a demo portal how to enter stock details in the inventory management module and explain how to store the previous record stock in the inventory module.

Question 21.8: Module Admin asked if we can add previous entries in the Samarth Inventory Management module?

Answer: Yes, Admin can add previous entries in the Samarth Inventory Management System.

Question 21.9: How to return the issued Item?

Answer: The Samarth team showed live on a demo portal how to issue items and how physical items can be returned with an example.

Question 21.10: Can an employee make a request on the available items through this module?

Answer: Yes, ims_user can make a request to the admin for the items.

Question 21.11: How to generate reports of inventory that are not issued yet in a single sheet?

Answer: In the report section, by clicking on “Download stock and issue details” users will be able to see the report of stock and issue details in different sheets but as of now the feature to generate a single sheet report is not available.

Question 21.12: If several items are being purchased under the same bill, should we do a singular entry or multiple entries for those items?

Answer: The Samarth Team answered that if the category of purchased items is similar, a single entry can be done, and if they have different categories in the same bill, then we have to do multiple entries as per their categories.

Question 21.13: Where can we access the Inventory Requests made by different Departments?

Answer: The Samarth Team answered that all of those requests can be viewed in the ims_admin login, and the request in a particular department can be viewed in ims_department login.

Question 21.14: What is the “Name of the Category field while adding an inventory?

Answer: The Samarth Team answered that it is the parent category for the group of similar items. Such as, the Name of the Category for i5 chip computers can be mentioned as Desktops.

Question 21.15: Where can we access the Inventory Requests made by different Departments?

Answer: The Samarth Team answered that all of those requests can be viewed in the ims\admin login, and the request in a particular department can be viewed in ims_department login.

Question 21.16: How do universities keep an inventory of equipment?

Answer: First, the equipment is issued through the inventory and then the university maps the role to the department.

22. Sports Management Module

Question 22.1: How can we add different sports lists?

Answer: Sports Management admin can add the sports lists in the setting section by following the steps mentioned below:

Setting»Sports List»Add Sports»Enter the required details»Add

Question 22.2: What roles are there in the sports module?

Answer: In the Sports Management module only the “sports_admin” role is available.

Question 22.3: How to add the sports Infrastructure details?

Answer: Sports Management Admin can add the infrastructure lists in the setting section by following the below-mentioned steps.

Setting»Sports»Infrastructure»Add sports Infrastructure»Enter the required details»Add

Question 22.4: How can sports be mapped with particular organization units?

Answer: Sports Management admin can map the sports lists with the particular organizational unit in the setting section by following the below-mentioned steps.

Setting»Sports»Organizational Units Mapping»Select Name of Organization Unit»Submit.

23. IT-Service Desk

Question 23.1: How will this module help?

Answer: Service Request for University IT Services (ITSD) manages tickets raised in the university. Employees, as well as students, can raise tickets through this module. Admins can assign tickets to agents through this module.

Features:

  1. Manage Incidents/Service Requests
  2. Manage SLAs
  3. Service Request for University IT Services
  4. Self Service Portal

Question 23.2: How does ITSD-Admin assign a ticket to an agent?

Answer: ITSD-Admin can assign a ticket to an agent and follow the below-mentioned steps:

Click on Ticket Number»Assign to Agent»Remark»Save

Question 23.3: How can ITSD Admin “Map Agent-Service”?

Answer: ITSD-Admin can map agent-service in the setting section by following the below-mentioned steps:

Setting»Map Agent-Service» Add Agent Service»Select the required detailsMap Service

Question 23.4: How can the ITSD Admin “Add IT service”?

Answer: ITSD-Admin can map agent-service in the setting section by steps mentioned below:

Setting»Add Service»Enter the required details»Add Service Type.

Question 23.5: Who can create service tickets?

Answer: Any Employee/Student or admin (on the behalf of anyone) can create a service ticket.

Question 23.6: Can multiple services be assigned to the single agent?

Answer: Yes, It can be assigned.

Question 23.7: What does the term Service Queue” mean?

Answer: This is the term used to describe the number of tickets in a row to a single agent.

24. Residence Allocation Management

Question 24.1: How will this module help ??

Answer: The e-housing module is an easy-to-use scheme-centric online house allocation system, enabling the institute/university employees to apply for houses owned by the university.

  1. The employees can easily apply for a house as the housing scheme goes live by filling up a basic details form and selecting their preference of which they can keep a copy for future reference.
  2. On allotment of the house to the employee, he/she will also receive an email asking to confirm the allotment on the portal.

Question 25.2: What roles are there in the Residence Allocation Management module?

Answer: The Residence Allocation Management Module has 2 user roles:

ehousing_admin -With this permission, users can create Scheme, view the application, etc.

ehousing_employee -With this permission, users can log in and apply for the scheme.

Question 26.3: What roles are there in the Residence Allocation Management module?

Answer: Residence AllocationManagement Module has 2 user roles:

ehousing_admin -With this permission, users can create Scheme, view the application, etc.

ehousing_employee -With this permission, users can log in and apply for the scheme.

Question 26.4: Who will add the housing scheme to apply?

Answer: E-Housing_admin can add the housing scheme by clicking on the “Add E-Housing Scheme” button present on the top right side of the portal and fill in the required details:-

  1. Scheme Name
  2. Scheme Short Code
  3. Start Date(Select from the Calendar)
  4. End Date(Select from the Calendar)
  5. Type of Houses(Select from the Drop-Down)
  6. List of Houses(Select from the Drop-Down)
  7. Number of House Preferences

Residence allocation»Housing scheme»Add Housing scheme»Enter the required details»Save

Question 26.5: Who will allot the House?

Answer: Admin can allot the house to the employee by clicking on the “allotment” button.

A Prompt will appear asking for the following details to be entered:-

  • Employee Name(Automatically Fetched)
  • Scheme(Automatically Fetched)
  • House Allotted(Select from the Drop-Down)
  • Allotted On(Selected from the Calendar)
  • Allotted Till(Selected from the Calendar)
  • Allotment Letter(Upload)
  • Status(Pending/Processed)

Residence allocation»Registration »Action » Allotment »fill required details»Status-pending/process» save.

Question 26.6: Is there any provision for updating and deletion of an entry in the module?

Answer: The Samarth team explained that there is no provision for deletion of the entry in the Samarth module but you can update any entry until you have not submitted that entry.

Question 26.7: How can we allocate the number for the Houses, it will automatically update?

Answer: Module admin can add the house details from the Estate module.

Question 26.8: Can the E-Housing Module or the Residence Allocation System automatically generate tentative house allotments to University Employees as per the pay level?

Answer: The Module currently doesn’t allot houses automatically. It provides all the information to the admin who can allot the house.

27. Payroll Management System

Question 27.1: What is the Payroll Management System?

Answer :Payroll is the sum of all financial records of salaries for an employee, including bonuses and deductions. The Payroll Management System is used to cater to all these requirements of the University and efficiently manages them.

Question 27.2: How many functions in Payroll Management?

Answer : There are the following functions which are mentioned below.

  1. Master Data(Settings)
  2. Pay Rule Configuration
  3. Employee Management
  4. Salary Processing System
  5. Reports
  6. Income Taxes

Question 27.3: How many roles are there in the Payroll Management System?

Answer: There are 6 roles which are mentioned below :-

| S.No. | Role Name | Description |

| 1. | Payroll_admin | Can configure all the settings of the payroll module, can generate salary, can change the salary heads. | | 2. | Payroll_pvo | Can verify and finalize the salary. | | 3. | Payroll_pda | Can generate the salary. | | 4 | Payroll_pcm | Can bulk update the salary heads of the employees? | | 5 | Payroll_ar_salary | Can approve the generated salary. | | 6 | Payroll_employee | Can view the approved salary of his own. |

Question 27.4: Is there an option to upload bulk salary data in the Payroll Management?

Answer : Yes. Admin can upload bulk salary data.

Payroll management»Bulk salary update»Update

Question 27.5: Is there any provision to generate salary slips by employee login itself?

Answer : Yes, Employees can generate salary slips using their login credentials. They can also print the salary slip.

Employee login»Payroll management » Dashboard»View detail (Finance year wise)»Generate salary slip (Month wise)»Print.

Question 27.6: Who will complete the configuration of payroll in the setting section?

Answer : Finance Admin can complete all configuration settings in the setting section.

This can only be done by the admin. Settings have the following sections:

  • Bank List
  • University Bank Details
  • Budget Heads
  • Pay Commissions
  • Financial Cycle
  • Financial Plan
  • Pay band Categories
  • Grade Pay Scale
  • Levels
  • Payroll Entry Types
  • Payroll Entry Group
  • Payroll Entries
  • Salary Rules Configuration
  • Group Management

Question 27.7: Who will generate a bulk salary for all employees?

Answer : If the Admin/PDA(Payroll Dealing Assistant) wants to generate a salary for all employees in a single go then it can be done by selecting all the employees whose salary needs to be generated together and clicking on the “Generate Bulk Salary” button.

Payroll management»Generate salary»Generate bulk salary

Question 27.8: How will the admin process the Salary?

Answer : Admin can follow the below steps for processing the salary.

  1. Verify Bulk Salary: By clicking this option the SO(Section Officer)/Admin is directed to the Salary Processing Interface of all the employees whose salary has been generated. The information displayed on this page is only of those employees whose salary has been generated. The SO(Section Officer)/Admin will verify the salary details and mark them verified by clicking on the “Verify Bulk Salary” button.

  2. Un-Verify Bulk Salary: If Admin/SO(Section Officer) wants to un-verify the salary which has been verified but not finalized yet due to some changes then he/she needs to click on the “un-verify Bulk Salary” button. It cannot be unprocessed/unverified once finalized. Un-verification can be done for multiple employees in bulk.

  3. Finalize Bulk Salary: After verification, the SO(Section Officer)/Admin can finalize the salary for approval. No changes can be incorporated after the finalization process.

  4. View the Previous salary: To view the previous salary slip of an employee click on the icon. It can also be printed from here as per the requirement.

  5. Approve Bulk Salary: By clicking this option the AR(Assistant Registrar)/Admin is directed to the Salary Processing Interface of all the employees whose salary has been processed. The information displayed on this page is only of those employees whose salary has been verified and finalized.

Payroll management»Process salary»select criteria by filtering year month etc.

Question 27.9: How many reports are available after Approved payroll for the employees?

Answer: There are several reports which are mentioned below-

  1. Salary Slip Generation
  2. Employee Single Sheet
  3. Department Summary Before Approval
  4. Department Summary
  5. Provident Fund Reporting
  6. Contingent
  7. Remittance Letter
  8. Salary Head Report
  9. Monthly Bank Statement
  10. Monthly Pay-Bill Report
  11. Earning-Deduction Report
  12. LIC tRepor
  13. Income tax Deduction Statement
  14. Last Pay Certificate
  15. Pre-Processing Report
  16. Export Approved Salary Report
  17. Employee Wise Monthly Pay Report
  18. OU Wise-Pay Report

Question 27.10: Can admin Export PFMS details?

Answer: Yes, the admin can export PFMS details. The steps mentioned are:

Payroll Employee Salary Export : Here PFMS reports are generated which the university can use and directly upload that report to PFMS Portal

Payroll Employee Net Salary Export : (TSA Report) From March 2021, the RBI has given the guidelines to every university to prepare a report and that report will directly be uploaded on the RBI portal, So Samarth has given a provision to fetch that report and upload it right away.

Payroll management»PFMS Integration.

Question 27.11: The Pay commissions of State universities and Central Universities are different for the State universities. It is also configurable with all those details like Pay Commission, Pay band Categories, Grade Pay Scale, Levels?

Answer: Yes, it is also configurable for State Universities.

Question 27.12: Is there any availability of IT returns?

Answer: Module admin views the details IT returns in the module.

Question 27.13: If we generate the salaries whether it is visible to the employee or not?

Answer: Yes it will be visible to employees in their logins.

Question 27.14: if in case there are 10 employees in the same level 5 employees who are taking HRA and 5 employees are not taking, how will we manage them? Answer: Module admin can use the actual and formula for the same level to process.

Question 27.15: How can we increment the annual salary of all employees, we need an interface where a formula can be added and increment could be done for all the employees at once?

Answer: Universities can update the basic salary of all the employees through a bulk progression data format sheet.

Question 27.16: Can we change the output format after generating the salary slip?

Answer: Currently, the format cannot be changed but certain changes related to categories can be done as per the requirement by the University.

Question 27.17: Can we update the one-time salary for the employees?

Answer: Yes, under the bulk employee salary section, changes can be made, and hence, it can be done for all the employees.

Question 27.18: Can an Employee Update his/her profile so it will affect his/her payroll?

Answer: Yes, If an Employee changes or updates his/her Employee Information then Employee payroll is automatically going into the Debarred Section.

Question 27.19: Can Payroll management work with the existing University payroll system?

Answer: Yes, it will work well.Also in this module,salaries of 6th pay & 7thpay contractual and regular employees can also be generated.

Question 27.20: Which role can be assigned to higher authority in the module?

Answer: The role of Payroll admin can be assigned for all the configuration and Payroll pvo can be assigned for the verification office which may be the authority.

Question 27.21: Is there any link between Payroll and Budget ?

Answer: No

28. Content Federation System

Question 28.1: What is meant by the CFS module?

Answer: : Content Federation System (CFS) module is used to manage web content, allowing multiple contributors to create, edit, and publish the content on University websites.

Question 28.2: What is the use of the CFS module to the University?

Answer: It helps analysts/ programmers to manage the University website content.

Question 28.3: How many roles are there in the CFS module?

Answer: There are three roles in the CFS module i.e.:-

RoleDescription
cfs_adminConfigure the setting, approve publish the content, track the content lifecycle, etc.
cfs_admin_viewSame role as CFS_Admin but with viewing rights only.
cfs_ou_adminCan add content, submit it, and track their content lifecycle.

Question 28.4: How can we add the different types of categories in the CFS module?

Answer: Cfs_admin is responsible for adding the different types of categories in the settings of the modules.

Question 28.5: How can module admin track the content whether published or not?

Answer: Cfs_admin needs to click on the tracking section of the module to view the current status of the content.

Question 28.6: In CFS the content will be published means physically somebody will do the publishing and then track it on the system?

Answer: There are a few departments that want to publish their content on the website. The content goes through the chain of approval. So the content Federation system manages the complete approval system of the content for a university or a higher education institute. After approval, the content is ready to be published. The website manager can then check the approved content and publish it on the website.

29. RTI Management System

Question 29.1: How to add an RTI in the RTI Management Module?

Answer : In RTI Management, one can add the RTI by logging into the portal and then following the below steps:

  1. Launch the RTI Module

  2. Click on Manage RTI from the left panel menu options

  3. Click on Add New RTI

  4. Fill in all the details asked in the Add RTI Form

  5. Click on Add RTI to add the RTI into the portal

Question 29.2: How to mark an RTI to the First Appellate Authority?

Answer : For marking an RTI to the FAA (First Appellate Authority), the RTI must have passed the deadline which can be set in the RTI-FAA Settings under RTI settings.

Once an RTI crosses the deadline, the Mark to First Appellate Authority option will appear next to the RTI in the Manage RTI option. Clicking on that will mark that RTI to the FAA.

Question 29.3: How to generate reports in the RTI module?

Answer : In the RTI module, one can generate the reports by logging into the portal and then following the below steps:

  1. Launch the RTI Module

  2. Choose the Reports option from the left panel menu options.

  3. Select the Start Date and End Date and the Service for which reports need to be generated

  4. Click on Fetch and the report will be shown

Question 29.4: How many roles are there in the RTI module?

Answer : There are 4 roles in the RTI module:

rti_officer

rti_department

rti_first_appellate_authority

rti_admin_view

Question 29.5: In the RTI module which role is mapped with the CPIO account?

Answer : rti_officer is the role mapped with the CPIO account.

Question 29.6: Is there any limitation in the number of files to enter in this module and the size of the file attached?

Answer: The Samarth team explained that there is no such limit for no. of files to be added in but there is a 5 MB limit for the size of the attached document for a file.

Question 26.7: Can we assign the rti_officer role to multiple accounts?

Answer : Yes, we can assign the rti_officer role to multiple accounts.

Question 29.8: What is the difference between “Forward RTI” and “send Email” ?

Answer : Forward RTI button is used to forward RTI to any of the departments and from the “send email” button, one can directly communicate with the seeker from the portal itself.

Question 29.9: One RTI may pertain to multiple departments, how to address that?

Answer : University/HEI can select multiple departments while forwarding the RTI.

Question 29.10: Where to read responses before accepting RTI?

Answer : In the “Manage RTI” section, by clicking on any RTI registration number and scrolling down, there we can view responses and also there is a view button to see uploaded RTI documents.

Question 29.11: As per RTI Rule 2012, No RTI Fee is required to be paid by the user who is below the poverty line. In this regard, the applicant has to attach a copy of the certificate of BPL. So my question is that, Is there any section available to upload or see the said certificate of the user from either of the sides?

Answer : There is an option of additional RTI upload, University/HEI can upload and view BPL certificates over there. The additional RTI fee is non-mandatory so module admins can skip fees while entering the details of the RTI in the portal.

Question 29.12: Is there any way to capture the amount to be taken from an RTI applicant for supplying photocopy documents?

Answer : This provision is not currently available in Samarth eGov Suite.

Question 29.13: How will the department know about the RTI?

Answer : Samarth explained the department login by forwarding a dummy RTI from the admin login in the demo portal.

Question 29.14: What is the difference between “Forward RTI” and “send Email”?

Answer : Forward RTI button is used to forward RTI to any of the departments and from the “send email” button, one can directly communicate with the seeker from the portal itself.

Question 29.15: One RTI may pertain to multiple departments, how to address that?

Answer : University/HEI can select multiple departments while forwarding the RTI.

Question 29.16: Where to read responses before accepting RTI?

Answer : In the “Manage RTI” section, by clicking on any RTI registration number and scrolling down, there we can view responses and also there is a view button to see uploaded RTI documents.

Question 29.17: Is there any way to capture the amount to be taken from an RTI applicant for supplying photocopy documents?

Answer : This provision is not currently available in Samarth eGov Suite.

Question 29.18: Why to use the RTI module instead of the RTI portal from govt. ?

Answer : RTI module can be used for University Bookkeeping.

Question 30.1: How to add a legal case in the legal case management system and which role is necessary for doing so?

Answer : In the LCMS module, one can add the legal case by logging into the portal and then following the below steps:

  1. Launch the Legal Case Management System

  2. Choose the Manage Legal from the left panel menu options

  3. Click on Add Case

  4. Enter the desired details and Click on Submit will add the case into the system

Users who have the following roles assigned can add the cases:

legal_admin

legal_data_entry_operator

Any of the above permissions mapped with the user can add the legal cases.

Question 30.2: How to add Types of Cases and who can do it?

Answer : In the LCMS module, one can add the types of legal cases by logging into the portal and then following the below steps:

  1. Launch the Legal Case Management System

  2. Choose Settings from the left panel menu options

  3. Click on the gear icon next to the Type of cases

  4. Click on Add Type of Case

  5. Fill in the desired details and Click on Save to save the details

*In some cases, if the type of case is not reflected in manage legal, From the ribbon menu, choose cache flush all under settings

Question 30.3: How many roles are there in the LCMS Module?

Answer : There are three roles in the Legal Case Management System (LCMS):

  1. legal_admin
  2. legal_admin_view
  3. legal_data_entry_operator

Question 30.4: Which role is only allowed to add the legal cases into the LCMS Module?

Answer: legal_data_entry_operator

Question 30.5: How to add lawyer details in the LCMS Module?

Answer : In the LCMS module, one can add the lawyers details by logging into the portal and then following the below steps:

  • Launch the Legal Case Management System

  • Choose the Lawyers option from the left panel menu options.

  • Click on Add Lawyers Details.

  • Enter the desired details and Click on Create will add the Lawyer’s details into the system.

Question 30.6: How to define the cases on the basis of Tribunal and Arbitration?

Answer : Under court details, we have short code options to define the same. We will let you know by looking into the above-mentioned categories.

Question 30.7: How can we update the time details for the cases that are announced?

Answer : We can update the details even after the hearing of the session for the current case also.

Question 30.8: Why should we assign legal cases to some employees?

Answer : Some cases are related to the employee, in that cases, module admin can assign to the concerned employees.

Question 30.9: Shall we add pdf files and extra files in the legal cases?

Answer:Yes, the admin can upload the pdf files. The addition of the extra files can be uploaded using the option Additional Files.

Question 30.10: Hearing details and case status can be accessed directly from the dashboard?

Answer : Hearing details can be accessed through the dashboard but status can be changed through managing legal cases using the update option.

Question 30.11: Can Assistant Registrar be used for the leagal_admin?

Answer: Yes, we can log in through the Assistant Registrar by legal_admin role to access the Legal Case Management System module.

Question 30.12: How can we add all RTI details related to the legal case management system.

Answer : Yes, you can add all rti details related to the legal cases once the user id password is provided by the university then you can add it easily.

Question 30.13: Can we add more than one mobile number of the lawyer?

Answer : No, we can’t add more than one mobile number of the lawyer in the mobile number field.

Question 30.14: How can we enter the lawyer fee in the system?

Answer : As of now, we do not have the option of the lawyer’s fee, but we can record it in the remark option of the case.

31. Core Communication System

Question 31.1: How to compose emails and send them to a specific employee in the CCS module?

Answer : In the CCS module, one can send compose and send the emails to the specific employee by logging into the portal and then following the below steps:

  • Launch Core Communication

  • Select Employee from left panel menu options

  • From the list of employees select the employee you want to send the email to.

  • Click on Compose Mail

  • Compose Mail Form will pop up. Enter the details asked as Subject CC BCC and Body Content of the Email and Upload any file if required

  • Click on Send button.

Question 31.2: What is the use of a mailing list and how to create it?

Answer:In the CCS module, one can send compose and send the emails to the specific employee by logging into the portal and then following the below steps:

  • Launch Core Communication

  • Select Mailing List from left panel menu options

  • Click on Create Mailing List

  • Enter the Name of the Mailing List e.g. Teaching Employee, Non-Teaching Employee

  • Go to the Mailing List and Click on the Import List

  • Upload the Mailing List file as per the format provided and Click on Upload. This will create the mailing list

Question 31.3: What is the use of a group and how to create it?

Answer:In the CCS module, one can send compose and send the emails to specific employees or students by creating a group and then following the below steps:

  • Launch Core Communication

  • Click on the Groups from the left panel menu options

  • Click on Create Group

  • Add Name, Module Name whether it is for students or Employees, and the description.

  • Click on the Save button

Question 31.4: How can a user add students or employees to the group?

Answer : We can add students or employees to the group by below-mentioned steps:

  • Launch Core Communication

  • Click on the Employees or the students from the left panel menu options

  • Select Employees or Students from the list

  • Click on “Add Group”

  • Select the Group from the drop-down list

  • Click on the Save button

Question 31.5: What is the use of logs?

Answer : In the CCS module, one can see all sent emails and SMS sent by this Module in logs.

Question 31.6: Why is the Institute not able to see the composed message button for sending SMS in the CCS Module?

Answer : The University/HEI first needs to create a group and add employees or students to that particular group. Once the employee/student is added to the group, the compose message button will be visible. After that, a composed message button will be visible.

Question 31.7: What is the difference between Mail Group and Mail List?

Answer : In Mail Groups, various groups can be made for internal Employees and Students, they can be added to those groups and the groups can be used several times. While on the other hand the Mail List is used for external entities and their list can be imported in the module with the help of Mail List.

Question 31.8: Can we add the mail list of agencies outside the University in CCS?

Answer : Currently, we can add the employees and the Students added in the Samarth portal.

Question 31.9: Can we integrate SMS facilities for communication?

Answer : Yes, in the core communication module this facility is there, University may use this module for communication.

32. Hostel Management

Question 32.1: How to add a hostel in the Hostel Management module?

Answer : In the Hostel Management module, the hostels can be added by logging into the portal and then following the below steps:

  1. Add Organizational Unit Type as Hostel

  2. Add an Organizational Unit under Hostel

  3. Open Hostel Management module Settings

  4. Click on the first Hostel Setting gear icon to view the list of hostels

Question 32.2: How to add buildings in the Hostel Management module?

Answer : In the Hostel Management module, the buildings can be added by logging into the portal and then following the below steps:

  1. Launch the Estate Management Module

  2. Add Hostel Buildings in the Estate Management Module

Question 32.3: How to add rooms in the Hostel Management Module?

Answer : In the Hostel Management module, the rooms can be added by logging into the portal and then following the below steps:-

  • Launch Hostel Management Module

  • Click on the Settings from the left panel menu options

  • Click on the gear icon in the “Add Rooms”

  • Click on “Add Rooms”

  • Select and add the room details

  • Click on the Save button

Question 32.4: How to allocate hostel rooms to the students in the Hostel Management Module?

Answer : In the Hostel Management module, the rooms can be allocated to students by logging into the portal and then following the below steps:

  • Launch Hostel Management Module

  • Click on the Allocation from the left panel menu options

  • Click on the "Allocate Hostel"

  • Add student and hostel details

  • Click on the Save button

Question 32.5: How to map Hostel Student Facility in the Hostel Management Module?

Answer : In the Hostel Management module, the Hostel Student Facility can be mapped by logging into the portal and then following the below steps:

  • Launch Hostel Management Module

  • Click on the Facility Mapping from the left panel menu options

  • Click on the “Add Mapping”

  • Add student and hostel facilities details.

  • Click on the Save button

Question 32.6: How do you allocate bulk hostel rooms to the students?

Answer : Currently, the bulk allocation is not available.

Question 32.7: Can we first implement the Hostel Management Module in the University?

Answer : After completion of the Base Modules and Estate Management, we can proceed further to implement the Hostel Management as the basic organizational details, student details, and estate/building information is required.

Question 32.8: We are unable to view Hostel Management in the production instance?

Answer : Hostel Management is not provided to the TEQIP Institutes currently.

Question 32.9: Is the Hostel Management module not activated for the Production Instances of Institutes?

Answer: The query regarding the same can be sent to support@samarth.ac.in, and it will get forwarded to the competent authorities.

33. Endowment Portal

Question 33.1: How to add a Contribution Area in the Endowment Management module?

Answer: In the Endowment Management module, the Contribution Area can be added by logging into the portal and then following the below steps:

  • Launch the Endowment module

  • Click on the Settings in the Endowment module

  • Click on the Contribution Area gear icon

  • Click on the Add Contribution Area

  • Fill in the details

  • Click on the create button

Question 33.2: How to update the Declaration in the Endowment Management module?

Answer: In the Endowment Management module, the Declaration can be added by logging into the portal and then following the below steps:

  • Launch the Endowment module

  • Click on the Settings in the Endowment module

  • Click on the Application Controls gear icon

  • Click on the pencil button in front of the declaration to update the declaration.

  • Fill in the details

  • Click on the update button

Question 33.3: How to manage the Payment Gateways in the Endowment Management module?

Answer: In the Endowment Management module, the Payment Gateways can be managed by logging into the portal and then following the below steps:

  • Launch the Endowment module

  • Click on the Settings in the Endowment module

  • Click on the Manage Payment Gateways gear icon

  • Click on the Add Contribution Areas

  • Fill in the details

  • Click on the Create button

Question 33.4: Can the endowment form be filled by the public without any credentials?

Answer: Yes, the Endowment form can be filled by both the public and employees.

Question 33.5: Are payment gateways integrated by the backend?

Answer: University to decide the payment gateway. Samarth Team will help the University integrate the payment gateway.

Question 33.6: Suppose an Alumni member wants to donate anything other than money then what will be the process?

Answer: In this case, the contributor can add the description for the endowment after selecting the respective type of contribution from the drop-down menu.

Question 33.7: How to update the university name in the Endowment module?

Answer: The module can configure it from the settings application controls and explain by changing the name in the demo portal also.

34. Grievance Management

Question 34.1: How to add grievances in the Grievance Module?

Answer : In the Grievance module, one can add the grievance by following the below steps:

  • Launch Grievance Module

  • Select Grievance from the left menu options

  • Click on Add Grievance

  • Fill in the desired details and accept the declaration at the end.

  • Click on Save button

  • After clicking on Save it will show the preview of filled details

  • Click Submit to finally submit the Grievance. Note: Once submitted Grievance details can not be altered.

Question 34.2: How to add Grievance Committee and dissolve Grievance Committee?

Answer: Below are the steps to add or dissolve the Grievance Committee.

Adding Grievance Committee:

  1. Launch Grievance Module.
  2. Go to Settings.
  3. Choose the Grievance-Committee option.
  4. Click on Add Grievance Committee.
  5. Fill in the desired details and click on the Save Button to add the Committee.

Dissolving Grievance Committee:

  1. Launch Grievance Module.
  2. Go to Settings.
  3. Choose the Grievance-Committee option.
  4. A list of Grievance committees will be shown.
  5. Concerning each Committee, three actions will be shown.
  6. Choose the Dissolve Committee to dissolve the preferred Committee

Question 34.3: How to add and delete a member from the Grievance Committee?

Answer: Below are the steps to add or dissolve the Grievance Committee.

Adding Members in Grievance Committee:

  1. Launch Grievance Module.
  2. Go to Settings.
  3. Choose Grievance-Committee.
  4. The list will be shown of all the Grievance Committees
  5. Click on the View Committee button on the Grievance Committee you want to add the member/s.
  6. Click on Add Member/s.
  7. Fill in the desired details and click on Save to add the member.

Deleting Members in Grievance Committee:

  1. Same till Step-5
  2. The list will be shown of all the members.
  3. Click on the Delete button, Confirmation will be asked, if you want to delete the member, Click on Yes to delete the member.

Question 34.4: How to invite a meeting for a Grievance?

Answer: Below are the steps to invite a meeting in for a Grievance.

In the Grievance module, one can add the grievance by following the below steps:

  1. Launch Grievance Module.
  2. Select Grievance from the left menu options.
  3. A list of all the Grievances will be shown.
  4. From the actions, Choose the Invite Meeting for the grievance you want to hold the meeting.
  5. Fill in the desired details and click on Add to set up the meeting.

Question 34.5: How many roles are there in the Grievance Module?

Answer: There are three roles in Grievance Module.

  • grievance_admin

  • grievance_staff

  • grievance_admin_student

Question 34.6: Is it possible to forward the particular grievance to the concerned department head for comments?

Answer: Currently this feature is not available, there is no forward option to send the grievance to the particular department.

Question 34.7: If a student files a grievance only to assign committee members able to see the grievance or all other grievance committee members able to see?

Answer: Which admin assigns the committee, that particular committee member is able to see the grievance no other committee member is able to see the particular grievance.

Question 34.8: How does the committee member know about the grievance meeting?

Answer: The email notification is sent to the particular committee members,

Question 34.9: Who has access to inviting the meeting for the grievance?

**Answer:**Access has both the module admins, i.e the Grivenace_admin_staff and the grievance_admin_student they can invite to the meeting for the individual grievances.

Question 34.10: What is the duration for settling the grievance?

Answer: 90 days time duration for the settlement of the particular grievance.

Question 34.11: How does an employee know the status?

Answer: An employee needs to login into the Samarth portal, in the grievance management module they will be able to see the status of the grievance.

Question 34.12: Any grievance will come here on the portal then we have to the concerned committee and person.

Answer: Yes, grievance_admin_staff is responsible for performing the action on the particular grievance.

Question 34.13: Will members of the grievance committee get an email or notification if a person puts in any grievances.

Answer: If module admin schedules a meeting for resolution of any grievance, meeting members will receive a notification through email with all meeting details.

Question 34.14: If a person has filed a grievance, then how many days is it redressed?

Answer: It depends on the University, the colour code will change if days are increased.

For the first 30 days, the colour will be green. Next 30 to 90 days it will be yellow, after that it will be red.

Question 34.15: Can we define different administrative roles to the different grievance categories?

Answer: Grievance Module has two user roles:

  1. grievance_admin_staff_admin to handle grievances from employees can conduct meetings and record resolutions.
  2. grievance_admin_student_admin to handle grievances from students can conduct meetings and record resolutions.

Question 34.16: There are various kinds of Grievances can we separate them based on different categories?

Answer: Yes, the Admin can add different Grievance categories according to the Organisation needs.

35. Vendor Bill Tracking System

Question 35.1: How to add Purchase Order in Vendor Bill Tracking?

Answer: In the Vendor Bill Tracking module, Purchase Order can be added by logging into the portal and then following the below steps:

  1. Launch Vendor Bill Tracking
  2. Choose Manage Vendor Bill Payment from the left panel menu options.
  3. Click on Add Purchase Order
  4. Fill in the desired details and click on Save to add the Purchase Order.

Question 35.2: How to add Budget Heads in Vendor Bill Tracking?

Answer: In the Vendor Bill Tracking module, Purchase Order can be added by logging into the portal and then following the below steps:

  1. Launch Vendor Bill Tracking
  2. Choose Settings from the left panel menu options.
  3. Select Manage Budget Heads
  4. Click on Add Budget Heads
  5. Fill in the desired details and Click on Save to add the Budget Heads.

Question 35.3: How to add Procurement Procedure Heads in Vendor Bill Tracking?

Answer: In the Vendor Bill Tracking module, Procurement Procedure Heads can be added by logging into the portal and then following the below steps:

  1. Launch Vendor Bill Tracking
  2. Choose Settings from the left panel menu options.
  3. Select Procurement Procedure Heads
  4. Click on Add Procurement Procedure Heads
  5. Fill in the desired details and click Save to add the Procurement Procedure Heads.

Question 35.4: How to see the Reports in Vendor Bill Tracking?

Answer: In the Vendor Bill Tracking module, the admin can see the Reports by logging into the portal and then following the below steps:

  1. Launch Vendor Bill Tracking
  2. Select the Reports option to see the reports.

Question 35.5: How roles are there in Vendor Bill Tracking?

Answer: Below are the roles in Vendor Bill Tracking.

vendor_admin

vendor_admin_view

vendor_dealing_assistant

vendor_department

Question 35.6: Do Inventory management and Bill-tracking depend on each other?

Answer: Yes, In inventory management an ima_admin needs to add the vendor’s details then only a vendor_admin adds the new purchase order in the Bill tracking system.

Question 35.7: Can we upload the existing copy of the purchase order?

Answer: Currently this feature is not available, what feedback are there please write us an email. The research team will review the feedback if it is feasible for the module, we will sure let you.

Question 35.8: How can we define the liquidated damages while processing the invoice of the vendor?

Answer: It is not incorporated into the system right now.

Question 35.9: Can universities use both GEM and E-procurement?

**Answer:**Currently, the GEM system is not integrated with Samarth.

Question 35.10: Whether bifurcation of the approval process of administrative hierarchy for bill tracking system is included in the system?

**Answer:**There is no internal policy for the approval of intermediaries in the system.

Question 35.11: Is there any system for recording the procurement process like GEM, E-procurement?

**Answer:**Any items purchased by the university become part of the inventory and will reflect the record of procurement either by GEM process or E-procurement process.

Question 35.12: Is there any system to record inventory during the procurement process?

**Answer:**This will be explained in the Inventory module.

36. Career Advancement Scheme

Question 36.1: How many roles are there for PBAS?

**Answer:**Below are the roles in PBAS.

  • cas_admin

  • hod

  • dean

  • cas_iqac

Question 37.2: Can the employee track his PBAS Application status?

**Answer:**Yes, the employee who submitted his PBAS Application can track his status by clicking on the application tracking button.

Question 37.3: Can the employee update his HR Profile after submitting his PBAS Application?

**Answer:**No, the employee who submitted his PBAS Application can not update his HR Profile details. After cas_iqac checked and approved his application only then the employee will be able to update his HR Profile.

38. Recruitment Management System

Question 38.1: Are we doing the configuration for the live portal?

Answer: Yes, we are doing the configuration for the live portal.

Question 39.1: Can we make the fee exempted for a fresh advertisement based on the previous offline recruitment?

Answer: Yes, but for that, you have to provide some of the details. Based on that only we can exempt the fee.

Questions 39.2: Is it possible to take the Academic details while applying for the post?

Answer: Yes, we can take the Academic details from the candidate’s side while applying for the post.

Question 39.3: If the category is UR then can we configure the age relaxation for the other categories?

Answer: Yes, we can configure it.

Question 39.4: Two Referral details are needed to fill while submitting for a Teaching Recruitment Post. Is this provision available?

Answer: Yes this Provision is available in the Teaching Recruitment Portal.

Question 39.5: In the Application form is there any QR System?

Answer: Currently this feature is not available for Application forms

Question 39.6: Will Screening Process be for all over Advertisement or for particular Post wise?

Answer: The screening process will be for post wise

Question 39.7: Regarding fee configuration the fees are not the same for all categories is it possible to configure different fees for different categories through this Portal?

Answer: Yes. It is possible to configure different fees for different categories. During fee configuration, you have to select the category and configure the fee for that category.

Question 39.8: What is the procedure to apply for the post?

Answer: Once the Advertisement is configured and Publish on the Recruitment Portal after that candidate will be able to apply for the post the first candidate needs to register on Portal then he will be able to apply for the published Post.

Question 39.9: Is there any provision of online Examination in the Recruitment Portal?

Answer: No Recruitment Portal is not providing any kind of online examination-related facility.

Question 39.10: Is an auto-calculated API system available?

Answer: Yes it is available.

Question 39.11: What will be the procedure coriander in case there are some changes in category or post that we need to update and procedure to inform the candidate which has already submitted the application form?

Answer: For the coriander, you have to update the job post code and advertisement number and for informing the candidates select the candidates which status are submitted and send the regarding the same.

Question 39.12: For the post Professor and Associate Professor the publication is uploaded in the top five is that option available?

Answer: Yes this option is available, once the application is received the candidate for these posts will be able to upload the required document.

Question 39.13: How can we be able to control the multiple applications filled by candidates for one post in case of any error?

Answer: In this case, you have to see the status of the application whether it is draft or published you have to process published applications.

Question 39.14: What about the screening is it online or offline mode? Is there any provision for rescreening?

Answer: The screening process will be in online mode. In case rescreening for particular candidates can be done after remarks and status for the candidate will be changed by the screening administrator.

Question 39.15: What will be the procedure of Payment Gateway integration as it is already activated?

Answer: The payment gateway will be the same with a different URL, you have to send a request to the state bank for whitelisting the new URL.

Question 39.16: Is the API calculation System available in the Recruitment Portal?

Answer: Yes it is available in the Recruitment Portal.

Question 39.17: Is the user role for the Screening Committee of an individual department can be assigned?

Answer: Yes from the User Management admin can assign the user roles of Screening Committee for each and every department.

Question 39.18: Are the Additional fields Mandatory?

Answer: They can be Mandatory and Non-Mandatory both as per the configuration of the portal.

Question 39.19: Is there any option to add the new country without using dropdown?

Answer: Yes, it is possible to add a new country without using dropdown with the help of Add a country button.

Question 39.20: Is there any option to add a new job postcode in Teaching Recruitment?

Answer: Currently, The system does not have an option to add a Teaching job postcode from Admin End. the University has to send the name of the job postcode which needs to be added so we can add it from our end.

Question 39.21: If there is any modification required then How will it be done?

Answer: It will be done with the help of an Additional Field Button.

Question 39.22: What will be the size of Uploaded Documents?

Answer: The Size of Uploaded Documents is up to 500Kb.

Question 39.23: Is it possible to login in the Candidate portal without a Username or password?

Answer: No, it can’t be Possible. Firstly the Candidate needs to sign up then only the Candidate will be able to log in

Question 39.24: Is it possible to download the bulk data of the Candidate’s Documents?

Answer: No, it is not possible to download the bulk data.

Question 39.25: Do you have any Module related to the Admission?

Answer: Yes, we have a Module related to admissions which is also an on-demand Module the University can request the Samarth team for the demonstration and implementation of Admission Management.

Question 39.26: Is the Recruitment Module new or are some other Universities are Using?

Answer: It is an on-demand Module, Many other Universities are using Samarth Recruitment Portal for both Teaching and Non-Teaching recruitment from 2019.

Question 39.27: For the Screening what type of Application a screening member will be able to see?

Answer: Suppose a Screening Committee for the recruitment post of Assistant Registrar then that screening committee will be able to see only that application detail which is applied for the assistant registrar.

Question 39.28: Can the Screening committee download the Application details?

Answer: Only Admin can download the details of applications, the Screening Committee can view and complete the screening process.

Question 39.29: How much time does it take to implement the Recruitment Management System? Answer: It all depends on the activeness of the university.

Question 39.30: How much time will it take to integrate the Payment Gateway?

Answer: Once the University shares the MID kit with Samarth’s Team it takes approx. 15-20 days to fully integrate and test the portal with the Payment Gateway.

Question 39.31: How to generate an Admit card and attendance list to conduct a second entrance examination?

Answer: In the conduct entrance, there is an option of generating admit cards and attendance list.

Question 39.32: If the “Not Applicable” will be selected in UGC Rule Applied then will it affect the Marks Research Rules?

Answer: No, it will not affect the marks research score rules and the marks will be visible in the preview section.

Question 39.33: Is it possible to use the old advertisement and merge it with the new advertisement with the same cut-off date?

Answer: We can try to provide the feature but the problem will arise where we have to check the year. Perhaps an old applicant has to update his qualification details. So a fresh registration would be a better option.

Question 39.34: At the time of the addendum, can it be screening the remaining posts? Answer: Yes, it can be screening the remaining post other than 16 posts.

Question 39.35: Is it possible to give the Unique no of Applications as per University’s own basis?

Answer: For the Unique no of Applications you can send us an email, we will discuss it with the Technical Team and inform you of the same.

Question 39.36: Regarding adding the post apart from a predefined post can we add from our end?

Answer: To add the post apart from the predefined post University can send us request mail so that Team Samarth can add those posts.

Question 39.37: In case a candidate has done Double MA from where he can mention?

Answer: In that Case Candidate has to mention it in Additional qualification.

Question 39.38: Is there any provision of Rolling Advertisement in the Samarth Recruitment Portal? Answer: No Currently this feature is not available.

Question 39.40: How many qualifications can be Uploaded through Samarth Recruitment Portal?

Answer: It depends upon the Candidate

Question 39.41: Does a candidate require multiple email id to apply for more than one post?

Answer: No Candidate can apply for more than one post by registering with a single email id for said advertisement.

Question 39.42: Suppose a candidate login with one account and applied for a post. If he wants to apply for another post then-candidate data can be floated or not?

Answer: Yes.

Question 39.43: Can we configure different types of age relaxation?

Answer: Yes.

Question 39.44: Some of the subjects are not displayed in the NET Subject List?

Answer: University can add those Subjects by clicking on Add NET Subject Button.

Question 39.45: If there is any problem, is anybody from your side willing to help us?

Answer: Yes, we have a Support Team. If a University is facing any issue regarding Recruitment then they can write us an email we will surely help them.

Question 39.46: Can we download the Report of a particular Candidate through the Recruitment Portal?

Answer: Yes

Question 39.47: Does the University want to go live for any Recruitment?

Answer: Yes, we want to go live for the Recruitment.

Question 39.48: Eligibility of a candidate for a particular post, whether it is direct recruitment or through CAS. How are the eligibility criteria to be considered?

Answer: Eligibility criteria can be figured in the recruitment management and for promotion, we have another module CAS, so the internal candidate will be promoted or their forms will be submitted through the CAS module for direct recruitment, and for fresh recruitment, University can go through with recruitment module in that eligibility criteria also can be configured.

Question 39.49: Who will decide the eligibility criteria during the application that has been submitted?

Answer: It will be decided by the University, what qualification and eligibility University want to mention, and once the advertisement is finalized, University can configure all the settings as per that advertisement. The norms will be decided by Samarth in the recruitment management system.

**Question 39.50:**How will the interview be conducted? Whether it will be online or offline?

Answer: It depends on the University as all the processes whether teaching or non-teaching can be managed in the Recruitment module.

Question 39.51: What are the advantages of this Recruitment process compared to the traditional method?

Answer: It is a Role-Based Access Control system (RBAC) which makes it securable, easy to use by the candidate. There are many sections available in the portal so it will be easy for all the Universities to configure all the advertisements and the screening process will be very easy for the Universities.

Question 39.52: How easy is the workload while Uploading the documents in the recruitment portal?

Answer: The candidate can upload the documents in Pdf format. He only needs to fill in the required details and upload his documents to the portal. He does not need to submit any physical form to the University as the process is completely online. Pdf can be kept as a record and for the screening in the University for future recruitment.

Question 39.53: How can the judgment be considered by the screening committee while uploading the documents?

Answer: There is the automatic calculation of API points which is done by the system but there is a provision in the APIs system that while verifying the documents if not correct then, the screening committee can comment on them that will be visible to the candidate in the portal.

Question 39.54: How do we assign the screening role to the departments ?

Answer: From the User Management Admin can assign the screening_admin role to the departments.

Question 39.55: If we want to screen 10 candidates from two separate user logins and both are screening from a remote location, will they be able to give separate scores or not?

Answer: Yes they will be able to enter the scores, but the application will reflect the latest scores for the candidate, therefore it is suggested to do some discussion manually and then write the screening points for the respective candidate in the module.

Question 39.56: Can a Single application be screened by two separate screening members?

Answer: Yes, it is possible by two separate logins.

Question 39.57: Is the adding of the screening committee members and assigning roles to them mandatory?

Answer: It is non-mandatory, totally up to University.

Question 39.58: What details need to be filled in the Experience section?

Answer: Following details need to be filled

  1. Full-time Teaching Experience
  2. Full-time Research/Industry Experience
  3. Present Employment Details

Question 39.59: Can the Non-Teaching Applicants fill their Research detail while filling the application?

Answer: Yes, the system has provision for the same.

Question 39.60: Does recruitment_admin have the right to configure age relaxation as per the advertisement required?

Answer: Yes, the system has provision for the same.

Question 39.61: If in future University wants to advertise the vacancy for the same post data will be fetched from the previous advertisement or not?

Answer: Yes once you select the post the data from the previous advertisement will be fetched automatically.

Question 39.62: Does Samarth egov have an email Configuration system?

Answer: Yes, we have CCS Module for the bulk mailing system University can use the CCS Module for the same.

Question 39.63: How do we go for the Payment Gateway integration process?

Answer: For the Payment Gateway integration kindly contact BillDesk they will help for the same.

Question 39.64: Research Option in the Non-Teaching, Is it a mandatory field?

Answer: These Fields are not mandatory but in case the Candidate is required to fill the Research paper they can fill it or they can skip and proceed futurer.

Question 39.65: How to Upload Additional documents in the uploads sections?

Answer: With the help of the Additional upload button.

Question 39.66: Can the same candidate apply for more than one post?

Answer: Yes, candidates can apply for more than one post from the single Login and a Separate Application number will get generated.

Question 39.67: Will the Screening committee be able to screen online?

Answer: Yes, the screening process will be done online through the Samarth Portal.

Question 39.68: If the university wants to go offline for the screening process then how do they give the data or reports?

Answer: Samarth portal will give the data and reports through the generated MIS reports.

Question 39.69: After the Screening Process, will the system also generate the call letter?

Answer: Yes, Samarth Portal will also generate a call letter with the help of the conduct selection round button.

Question 39.70: How can we do the scrutiny before the screening?

Answer: Yes, the system has a provision to check the documents uploaded by candidates before the screening, once the documents are uploaded these can be checked by the Admin.

Question 39.71: Is there any provision to upload the documents of some candidates after the Recruitments date is over?

Answer: Yes, the provision of enabling Additional upload is there in the module, so the candidates can upload the required documents after the screening as well.

Question 39.72: Will the Screening Comments and Remarks be visible to the Candidates in their logins?

Answer: It is up to the University if the University wants to show the remarks they can enable by the radio button, the system has the provision for the same.

Question 39.73: Suppose the university wants to configure the post of OBC PWD then how will it be done?

Answer: It will be done by going category-wise vacancy and here need to select the OBC and PWD options under the OBC category.

Question 39.74: If the University wants the printed Application from the Candidates, which is already filled by the candidate through the online portal, is this provision available?

Answer: Yes, the system has this provision for print or downloading the final form. The Candidates need to log in with their credentials and download/print the form to send the Application Form hard copy to the University.

Question 39.75: Does the system have auto-calculated marks provision?

Answer: Yes, the system has configured API Scores as per the UGC Guidelines which calculates the marks for a candidate on the basis of details entered by them in the respective field.

Question 39.76: After the Recruitment process is completed, how do we access the stored data?

Answer: The data will be stored on University Cloud and can be accessed whenever required using respective credentials.

Question 39.77: Does the system automatically verify the details and documents uploaded by the Candidate as per the UGC Norms, or do the screening committee members have to verify each document and entry on their own?

Answer: The system calculates the marks on the basis of entries done by candidates to help the committee; it doesn’t verify the entered details on the basis of correctness. The final verification is to be done by the Screening Committee properly.

Question 39.78: What problems will occur when a section will be removed from the Portal, could the Samarth team customize the portal for the IIM Bodh Gaya?

Answer: Removing or adding some new sections will affect the whole workflow of the Recruitment system and changes will be common for all HEIs. The changes will be discussed with the Change Management Team, it may take some more time. Customization for a particular Institute is not possible.

Question 39.79: Are the Instances for the Institutes separate?

Answer: Yes, separate Instances are deployed for each Institute.

Question 39.80: If the instances are separate for all institutes then how one change will affect all?

Answer: Because our base system is common for all the Institutes, and whenever we do modifications and changes the repo gets rolled out in all instances using the base system, therefore adding one feature in it will reflect for all the Institutes.

40. Leave Management System

Question 40.1: How many roles in the leave management module?

Answer: There are the 4 role in the leave management module

  • Leave Admin
  • Leave Receiver
  • Leave Recommending
  • Leave Sanction

Question 40.2: Is there any option to import bulk leave?

Answer: Yes, There is an option to import bulk leave, leave admin needs to click on the bulk import leave option and download the format and fill the leave balance and upload it to the portal.

Question 40.3: How many leave types can be managed by Samarth?

Answer: All types of leave can be manage by Samarth

Question 40.4: What is the meaning of authority?

Answer: Authority means the admin can set the sanction, review and recommend to the higher designation.

Question 40.5: Is there any option to update particular leave accounts?

Answer: Yes, there is an option to update the leave accounts. The particular employee admin needs to click on the leave account button and select the employee and update the leave accounts.

Question 40.6: Is there any leave linking with the payroll system?

Answer: There is no any leave linking with the payroll system.

Question 40.7: Is there any linking the employee management with the CCL Leave.?

Answer: There is no linkage with the Employee management module to CCL Leave.

Question 40.8: Is there any option to manage the leave assigned duties required mark Yes or No.?

Answer: This option is available in the Setting of the Leave configuration admin needs to click on the checkbox.

Question 40.9: Is there any facility available to leave information sent by the mail.?

Answer: This option is available at the time of Leave type configuration the admin needs to select.

Question 40.10: Is there any option for the admin to see how many employees leave on out of station?

Answer: This option is available in the Leave module.

Question 40.11: Who is the leave admin?

Answer: It totally depends on the University.

Question 40.12: Is there any facility available when employees apply the leave and select the date by calendar then the gazetted holiday display at the apply time?

Answer: This facility is not available.

Question 40.13: Can we select multiple positions at once to assign authorities?

Answer: Yes, there is a provision to select multiple positions at once to assign authorities.

Question 40.14: Is there any provision if the HR session configures leave then the contractual employee is viewing this leave?

Answer: No, these leave are only permanent employees, but in a contractual employee’s case we configure new contractual employee leave.

Question 40.15: Is there any provision, suppose an employee has only 10 HPL, but the employee wants to take 2 more days, how to take 2 days more leave?

Answer: Yes, the Combination option is available in the portal. He/she takes 2days extra leave in the EL leave.

Question 40.16: Is there any provision, suppose University/admin configure a Commented leave and an HPL leave in the settings, but an employee wants to apply Commented leave then how to automatically calculate HPL Leave by the System?

Answer: Yes, these features are already coded in the System, if any employee wants to apply for Cl and HPL leave, then the production portal is automatically calculated.

41. Admission Management

Question 41.1: Is the partial fee payment applicable for 1st year fee only or for rest academic fee ?

Answer: The first semester fee can be submitted here as the partial payment and rest would be taken by the University when the applicant will move to the student life cycle.

Question 41.2: Is there a possibility to customize the admit card?

Answer: Admission slip can be customized as per the University requirement with the name of applicant, fee structure and instructions also.

Question 41.3: Can the correction be done in the admission application form i.e. name, mobile number, programme in the administrative side?

Answer: The programme can be changed or transferred but to change the name, mobile number , we have to check with the core team.

Question 41.4: What does it mean by change of programme?

Answer: It means applicants can transfer from one programme to another programme.

Question 41.5: Is there a provision to verify for change of programme?

Answer: Yes, it can be done by the employee with the role of admission administrator or departmental login.

Question 41.6: Can the account number details be made optional?

Answer: It can be done for the next admission cycle as it has to be done before going live.

Question 41.7: Can Email be forwarded to the shortlisted candidates while in the post admission process?

Answer: It can be done through the core communication module after adding all the students email ids and also students can check the status in the registration portal.

Question 41.8: Is it possible to use the SMS facility to notify the students to pay fees?

Answer: No, currently it is not integrated with the university but may be provided after getting an SMS integration kit from the university for the next cycle.

Question 41.9: Can we configure the admission fee as tuition fee?

Answer: Yes, it can be done though admission fee setting and the bifurcation of fee can also be seen in student acknowledgement slip.

Question 41.10: How to cater the situation where previously enrolled students of MKU need not to pay extra tuition fee while other applicants need to pay the extra fee for UG programme?

Answer: In this situation, we have to add an admission fee category for previously enrolled students so that they can put a check mark on the column.

Question 41.11: Can the programs be e- listed instead of program level immediately after login?

Answer: It cannot be done, as programme selection only depends on programme level.

Question 41.12: Can entrance test centers be retained only for B.Ed. programme?

Answer: It can be done.

Question 41.13: Is it possible to make the Blood group optional for distance students?

Answer: It can be made optional.

Question 41.14: Can the language column be removed while applicants filled the registration form?

Answer: The University may use the field as additional information.

Question 41.15: May uploading of the relevant document be facilitated at the concerned column for example date of birth certificate and date of birth column?

Answer: All supporting documents will be asked only in the upload section.

Question 41.16: May be an auto converter facility given to the student to minimize the size and conversion of non-supported format to supported format i.e. PDF, JPG .?

Answer: Such provision is not there but may be available in the future.

Question 41.17: How to verify the uploaded document as we have an administrative officer and faculty to verify it?

Answer: The admission_admin will assign a programme to the respective administrative login and using that login faculty can process the applications.

Question 41.18: What should be necessary steps to be done for the registration of the students as Admin?

Answer: The programmes offered by the university need to be added. Also, registration fee setting, admission date setting & hostel option fee needs to be configured in the system.

Question 41.19: Where is the result of the entrance examination shown in the system?

Answer: The provision of displaying the result is not available in the system. However, marks can be imported through Import/Rank setting and results would be prepared on the merit basis & the status of applicants can be selected as shortlisted for admission or rejected and those results will be displayed in the student registration portal.

Question 41.20: Is the post admission process activities such as admit card generation ,addition of exam centre , student reporting date & exam date available?

Answer: All the provisions are available in the system.

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