The e-pass application can handle Privilege Passes, PTO's and Duty Passes. For each type, the flows are different and involve different stake holders. The e=Pass system has been designed to use the existing systems and procedures as well as stationery, while at the same time automating them and making them easier to use.
The system is managed by the Administrator and the other users are Pass/PTO applicants, Pass Clerks, Pass Supervisors, Staff Supervisors (for Duty Passes) and Management Users.
The implementation of the system starts with the addition of the Division/Office to the e-Pass system and the creation of the Pass Clerks, Pass Supervisors and Staff Supervisors for the Division/Office. Then the data of all the eligible applicants is added to the system. This data consists of the employee particulars, their dependent declarations and their pass ledgers. Once this is done, the Pass Clerks can login and verify the authenticity of the entered data. Once this is done, the system is ready to go live and temporary passwords are sent through SMS to the CUG's of all the eligible employees.
The process of issue of Privilege passes/PTO's starts with the applicant logging into the e-Pass application. When he logs in for the first time, he is asked to confirm the authenticity of his details as well as that of his family/dependents. He also has to change his password. The applicant then chooses whether to apply for a Privilege Pass or PTO and fills up the appropriate form.
The form for Privilege Passes has many time and labour saving innovations such as auto fill for station names, automatic selection of outward station, via's and break journeys for inward, showing a list of pre-approved routes for the same origin and destination stations etc. Once the form is filled, the user needs to take a print out and get it signed by his supervisor before submitting it to the Pass Clerk. The Pass Clerk receives the application and marks it as received in the system. He then verifies the entries made by the applicant, most of the entries like pass eligibility, pass availability, dependent details etc are automatically pre-checked by the e=Pass application itself, thereby reducing the load on the Pass Clerk. The Pass verification module has links to the indianrail.gov.in site for verification of the availability of a direct route and the Rate Branch System (RBS) site so that the Pass Clerk can verify whether the route chosen by the applicant meets the 15% distance variance conditions. Once the Pass Clerk has verified the application, he approves it and the application is then available on the Pass Supervisor's dashboard where he can once again verify the Pass Clerk's recommendation if necessary and then approve the pass. The Pass can now be printed, either by the Pass Clerk or by the Pass Supervisor. Once it is printed, the pass applicant receives a notification SMS to go and collect the pass from the Pass Clerk. At any stage, if the Pass is not approved, the applicant also receives a notification with the remarks of the person disapproving the application. The PTO application process is similar to that of the Privilege Pass.
Duty passes are applied for by the departmental supervisors of the staff who will be needing the Duty Pass and once it is printed and signed by him, the applicant submits the application to the Pass Clerk. The application is then vetted by the Pass Clerk and the Pass Supervisor and the Duty Pass is printed and handed over to the applicant.
The e-Pass application automatically keeps track of all the money value stationery thereby eliminating the chances of frauds. The system can also be made to track collection of used passes and dis allow issue of passes to applicants who have not returned used passes.
In addition to streamlining the entire pass system, the system has a number of management reports that can help them in spotting trends.