ONLINE PORTAL

program MANAGEMENT
MANUAL

A Comprehensive 4 part guide to ensure accurate data acquisition, storage, tranche

disbursement and project management approach, tailored to meet the rising
demands for iDEX projects

Authored by -
Sa.K. Vishnoo Prathap; M.Tech., M.A., M.Sc., A.M.I.E., (Ph.D.)
 DEPARTMENT OF
DEFENCE PRODUCTION
MINISTRY OF DEFENCE
Government of India
 ONLINE PORTAL
PROGRAM MANAGEMENT
MANUAL

CONTENTS
 TABLE OF CONTENTS

S.No. Title Page

No.
Introduction to iDEX Grant Disbursement and Data Management
Portal
1 Brief about the portal 1
2 Data Dashboard 2
PART A
INNOVATOR / DISC / OC WINNERS
PORTAL ACCESS & DATA ACQUISITION
A New SPARK Agreement Breakdown 5
B Entry of SPARK Details on the portal 6
C Entry of details related to grant diligence on the portal 7
D Program Management Details on the portal 11
E Final verification requirements for innovators 13
PART B
NODAL OFFICER
PORTAL ACCESS & DATA ACQUISITION
A Data Viewing on the Portal 15
B Access to PMA Approval dashboard 15
C Access to NO Assessment page 16
PART C
PARTNER INCUBATOR
PORTAL ACCESS & DATA ACQUISITION
A Data Viewing on the Portal 19
B Access to PMA Approval dashboard 19
C Access to PI Assessment page 20
PART D
DIO ASSESSMENT
PORTAL ACCESS & TRANCHE DISBURSEMENT
A Data Viewing on the Portal 23
B Access to DIO Assessment page 23
 iDEX PORTAL MANUAL V1

Introduction to iDEX Grant Disbursement and Data Management

Portal

1. Brief about the portal:

iDEX aims at creation of an ecosystem to foster innovation and technology development
in Defence and Aerospace by engaging Industries including MSMEs, start-ups, individual
innovators, R&D institutes & academia and provide them grants/funding and other support to
carry out R&D which has good potential for future adoption for Indian defence and aerospace
needs. iDEX is funded and managed by a ‘Defence Innovation Organization (DIO)’ which has
been formed as a ‘not for profit’ company as per Section 8 of the Companies Act 2013 for this
purpose, by the two founder members i.e., Defence Public Sector Undertakings (DPSUs) -
HAL & BEL. iDEX functions as the executive arm of DIO, carrying out all the required activities
while DIO provides high level policy guidance to iDEX. In order to collect data, validate and
disburse grants to our winners an online portal exists which envisions a digital process and
transaction for our Defence India Startup Challenge (DISC) and Open Challenge (OC)
winners.

Login tab can be accessed

at the home page of iDEX
Website

https://idex.gov.in/

Registered
email

with iDEX
Password set
initially by iDEX

https://portal.idex.gov.in/dashboard/#/login

Fig. 1. Home page of iDEX

Access to the portal:

Step 1: On your browser search for the following website https://idex.gov.in/ .

Step 2: Once website is loaded, click on Login tab which is visible on right hand top corner
of the home page.

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Step 3: Once the page is loaded, it will display two editable boxes where registered email id
and password is required to entered to access respective user accounts. Once data
is entered, select the check box to verify that you are human and click Login.

Note:

There are various accounts for accessing the portal

a) DISC/OC Winner User account

b) Partner Incubator account
c) Nodal Officer account
d) DIO Admin & Officers accounts (CEO, CFO, COO, GMC & PDs/PEs)

2. Data Dashboard:
Once logged in, the statistics is visible on the dashboard. The various tabs available are

a) Grant Disbursement
b) Grant Diligence
c) Product Management

a) Grant Disbursement:

The grant disbursement tab consists of subtabs namely stats

(available only in DIO user account), dashboard, DISC Winner
and spark details. The dashboard displays the list of projects
registered with each user and the current status of each project
in respective milestones. It also displays the status of the
assessment and the relevant details of distribution of tranche
amount expected to be released from milestone 0 to 5.

The DISC winner tab provides the details of registered DISC

winners along with the contact details. Spark details provides
basic details of the winner, DIO & NO details, challenge details,
Product Development Budget (PDB) details along with uploaded
files of respective startup/MSMEs AoA, MoA and SPARK
Agreement. Fig. 2. Dashboard tabs

For SPARK Scheme details visit the following link:

https://idex.gov.in/sites/default/files/2020-09/5d5fc4f2c701def4b72aad9c_SPARK_-
Support_for_Prototype_and_Research_Kickstart_in_Defence_framework_under_iDEX.pdf

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b) Grant Diligence:

The grant diligence tab consists of the following activity tabs

• Milestone tracker (Provides elaborate track record of each milestone)

• Diligence status (Provides in-depth information of each tranche released)
• Action to be taken

Under Action to be taken, exists a diligence checklist which consists of milestone-based

packages. Under the check list multiple views such as Innovator MS Completion Package,
Partner Incubator (PI) Assessment, Nodal Officer (NO) Assessment and DIO assessment &
Grant Disbursement. The MS completion package is handled by the innovator and is required
to enter the required milestone details regrading to work breakdown structure and the financial
aspects of the relevant milestone. The details saved under the package will be available for
the respective officials to review and grant approval. The PI assessment allows the respective
PI attached with the winner to grant their respective approvals based on assessment in the
innovator MS completion package. The same goes for the NO assessment. But the DIO
assessment will be involved in deciding whether the tranche is to be released to respective
innovator provided they are cleared in all the assessments.

c) Product Management

This tab is highly crucial in verifying the current status of product development stage and the
respective TRL and MVP compliance is reached in respective milestones by the innovator and
is verified by the PI and NO.

For detailed information on how product management is to be executed, please use the
following link for the respective guidelines-

https://idex.gov.in/sites/default/files/2020-11/PMA_Guidelines_IDEX.pdf

The manual is basically divided into four sections / parts for portal access and utilization:

PART A – Innovator /DISC/ OC Winners

PART B – Partner Incubators

PART C – Nodal Officer / Agency

PART D – DIO Team

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PART A

INNOVATOR / DISC / OC WINNERS

PORTAL ACCESS & DATA ACQUISITION

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A. New SPARK Agreement Breakdown

As per the new format / version of the SPARK agreement, the following are the
contents and requirements to fulfil the agreement and data logging on the portal.
1. Spark Agreement Legal Clauses
2. Annexure A- Summary of Grant Appraisal
3. Annexure B- Product Concept and Definition
4. Annexure C- Statement of Provisional Product Development Budget &
Matching Contribution
5. Annexure D- List of Enclosures & Exhibits
6. Annexure E- Product Development Completion Report
7. Annexure F- Precedence Requirement List
8. Annexure G- Project Deliverables
9. Annexure X- Framework for setting Milestones for SPARK Grantees
10. Annexure Y- Product Development Budget – Categories of Expenditures
11. Annexure Z- Certificate for Grant Utilisation and Product Development
Expenditure
12. Table A
Legend:

RED – Required data for portal

BLUE – Guidelines

Fig. 3. Some of the formats of the annexures of the new SPARK agreement

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B. Entry of SPARK Details on the portal:

Step 1: Log in using innovator account details.

Step 2: After logging into the portal, click on Spark Details under Grant Disbursement.

Step 3: In the workspace, select the action icon

Fig. 4. Spark detail section access pane

Step 4: On selecting Action, the database for entering the basic details is visible. Select the
required drop-down list boxes and enter the data related to your contract details. The
registration and basic details of the technical appraisal are retrieved from Annexure A of the
SPARK agreement. The milestone tranche splitup and timeline of each milestone is retrieved
from Annexure C of the SPARK agreement.

Fig. 5. Layout of spark details

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Step 5: Click submit after entry of all details and mark as complete.

Fig. 6. File storage database under SPARK details

Step 6: Upload the AOA, MOA and entire soft copy of the contract

The AOA can be retrieved from the Annexure D, Exhibit A2 of the SPARK agreement

The MOA can be retrieved from the Annexure D, Exhibit A3 of the SPARK agreement

Steps 4 to 6 is considered as mandatory in order to complete the spark details data entry.
File size is maximum 25MB

C. Entry of details related to grant diligence on the portal:

Step 1: On the left side menu, click on Grant Diligence, the innovator details are visible. The
data shows details related to innovator, challenge, milestone and diligence status.

Fig. 7. Dashboard view for grant diligence

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Step 2: Select the action (blue eye logo) button, to open the diligence checklist. Under the
checklist select respective milestone and select milestone report package under
Innovator MS completion package.

Fig. 8. milestone report package view

Step 3: Under statement of expenditure, based on the Product Development Budget

utilization of each milestone relevant details is to be entered as per Annexure Z and
Table A of the SPARK agreement.

Note: The prime cost, primary OH and secondary OH are only required to be
entered. The cash and in-kind section are advised to be left 0. Only numerical data
are required to be entered.

Step 4: On the right side, SPARK and Matching Contribution (MC) are automatically
calculated. Verify the details entered and also verify whether the MC strip is in green
color.

Step 5: Under iDEX startup milestone completion reports, upload the following items -
i) Milestone completion report created and endorsed by DIO & the partner incubator
in PDF format.
ii) Annexure Z and Table A in PDF format, signed by Charted Accountant.
iii) Nodal Officer Report in PDF format with signature of the Nodal Officer of the
respective challenge.

Step 6: Click on Save in order to submit and save the data for the particular milestone.

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Fig. 9. Progress as per WBS checklist under Grant diligence view

Step 7: Select Progress as per Work Breakdown Structure (WBS) under the checklist or the
link on the top right-hand side of the page. The view with various assessments and
WBS input tabs are visible.

Fig. 10. WBS Input fields

Step 8: Click add WBS. A dialog box opens where the respective deliverables and tasks are
entered in as per the WBS in the Annexure D of the SPARK agreement. Select the
status /progress as per the drop-down list and add innovator remarks.

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Step 9: Click submit and the WBS will be added to the list. Similarly repeat the process again
and again until your required data entry for WBS is completed.

Step 10: After the WBS is prepared, Click on MARK AS COMPLETE button. This will end
your current data entry and will be saved

Note: MARK AS COMPLETE is understood that the data would not be editable.

Step 11: In the similar manner, retrace back to the innovator package checklist by clicking
action, on the grant diligence section. Under the checklist, select Progress as per
Annexure X, the requisite page is opened..

Fig. 11. View of Progress as per Annexure X

Fig. 12. Annexure X input fields

Step 12: Select the edit icon in each category and edit your remarks. An update status
dialogue box is opened where you can update your status and remarks as per the
drop down list.

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Step 13: After data entry, click mark as complete and Annexure X details will be updated
successfully.

By completing the above 13 steps, this concludes the grant diligence section for data entry
and acquisition.

D. Program Management Details on the portal:

Step 1: Select Dash Board in Grant management and click on the product management icon
/button as shown in the fig. 13.

Fig. 13. Access to Product management workspace/pane

Step 2: As per the PMA excel sheet created for the technical appraisal, the requisite version
is to be uploaded. Select browse button under file upload and upload the PMA sheet
in excel format

Note: In the middle of the page, by clicking the cloud icon, the general template of the PMA
sheet is always available for download if required. In the right hand side of the page, PI and
NO agencies approval check box is visible.

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Fig. 14. Access PMA sheet upload section

Step 3: Once the sheet is uploaded, on the left side menu, click on Program Management,
the innovator details are visible. The data shows details related to innovator,
challenge, completeness rating, features & functionalities, operational constraints,
performance, integration to target performance, test plans and procedures,
Applicable QA and MIL standards. It also consists of other subtabs like MVP
compliance Technology Readiness Level (TRL)

Step 4: Clicking on multiple tabs will display in multiple views as shown below in fig 15.

Fig. 15. Different views on the PMA sheet in pictogram format

This concludes the PMA data logging and acquisition.

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E. Final verification requirements for innovators

After updating all the details on the portal, the following requirements are to be met in order
to proceed for tranche release.

1. At milestone 0, direct PI, NO and DIO assessment is satisfactory by providing the

following documents – MC cash bank statement, Bank details/ cancelled cheque, an
undertaking for grant in aid and the signed contract scanned copy (which is uploaded
in SPARK details).
2. During milestone 1-5, during utilization other than the above requirements which will
be partially similar, the Annexure Z table A in CA letter head signed and sealed is
also required to be uploaded and the innovator milestone package is to be updated in
every milestone, including PMA sheet.
3. Make sure that all relevant approvals are met and techno commercial certificate from
both PI and NO are received.

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PART B

NODAL OFFICER

PORTAL ACCESS & DATA ACQUISITION

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A. Data Viewing on the Portal

• The required basic data of the innovator can be viewed under the category of SPARK
details.
• Program Management details are available under Product Management tab.
• To view their WBS and milestone requirements, it can be viewed under Grant
diligence, by clicking the action icon and further viewing under the innovator package
checklist.

B. Access to PMA Approval dashboard

Step 1: Log in using NO account details.

Step 2: After logging into the portal, click on dashboard under Grant Disbursement.
Step 3: Select Dash Board in Grant management and click on the product management icon
/button as shown in the fig.16.

Fig. 16. Access to Product management workspace/pane

Step 4: Once the product management icon is clicked, it will lead to the PMA upload page.

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Fig. 17. Access to PMA approval page

Step 5: Click on the check box in green and a tick mark or color in green will be filled,
indicating that approval has been sanctioned and the date of approval will be visible.

C. Access to NO Assessment page

Step 1: Select Dashboard under Grant diligence and select action. The diligence check list
will be visible.

Fig. 18. Access to NO assessment

Step 2: Select nodal officer report and it will open the NO assessment page.

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Fig. 19. NO assessment page

Step 3: As per the required format for NO report, prepare a PDF and upload the NO report
by clicking on the upload icon.

Step 4: Under overall NO assessment, as per the drop-down list, select the required option.

Step 5: NO Remarks is mandatory and required to be displayed. Type it on the remarks

column and click Save button. The details are uploaded successfully. It will be reflected to all
stakeholders.

This Concludes the Nodal Officer section of the requirements for approval on the portal.

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 iDEX PORTAL MANUAL V1

PART C

PARTNER INCUBATOR

PORTAL ACCESS & DATA ACQUISITION

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A. Data Viewing on the Portal

• The required basic data of the innovator can be viewed under the category of SPARK
details.
• Program Management details are available under Product Management tab.
• To view their WBS, Annexure X and milestone requirements, it can be viewed under
Grant diligence, by clicking the action icon and further viewing under the innovator
package checklist.

B. Access to PMA Approval dashboard

Step 1: Log in using PI account details.

Step 2: After logging into the portal, click on dashboard under Grant Disbursement.
Step 3: Select Dash Board in Grant management and click on the product management icon
/button as shown in the fig.20.

Fig. 20. Access to Product management workspace/pane

Step 4: Once the product management icon is clicked, it will lead to the PMA upload page.

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Fig. 21. Access to PMA approval page

Step 5: Click on the check box in green and a tick mark or color in red will be filled,
indicating that approval has been sanctioned and the date of approval will be visible.

C. Access to PI Assessment page

Step 1: Select Dashboard under Grant diligence and select action. The diligence check list
will be visible.

Fig. 22. Access to PI assessment

Step 2: Select PI assessment and it will open the PI assessment page.

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Fig. 23. PI assessment page

Step 3: As per the required format PI Milestone report, prepare a PDF and upload the
milestone report by clicking on the upload icon. Similarly prepare techno commercial
certificate and upload it also.

Step 4: Click to view WBS and provide your assessment based on the drop-down list for
approval.

Step 5: Click to view Annexure X progress and provide your assessment based on the drop-
down list for approval.

Step 6: Provide your assessment based on the drop-down list for expenditure assessment
approval and overall PI assessment.

Step 7: If any remarks is required to be displayed, type it on the remarks column and click
Save button. The details are uploaded successfully. It will be reflected to all stakeholders.

This Concludes the Partner Incubator section of the requirements for approval on the portal.

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PART D

DIO ASSESSMENT

PORTAL ACCESS & TRANCHE DISBURSEMENT

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A. Data Viewing on the Portal

• The required basic data of the innovator can be viewed under the category of SPARK
details.
• Program Management details are available under Product Management tab.
• To view their WBS, Annexure X and milestone requirements, it can be viewed under
Grant diligence, by clicking the action icon and further viewing under the innovator
package checklist.

B. Access to DIO Assessment page

Step 1: Select Dashboard under Grant diligence and select action. The diligence check list
will be visible.

Fig. 24. Access to DIO assessment page

Step 2: Select DIO assessment check box and it will open the DIO assessment page.

Step 3: Under DIO assessment tab, DIO milestone assessment should be selected as per
the categories in the drop-down list box.

Step 4: Under DIO assessment tab, GMC milestone assessment should be given by
respective GMC member (i,e.) Finance Rep of DIO as per the categories in the drop
down list box.

Step 4: Under DIO assessment tab, in similar manner, CFO, COO and CEO approval should
be given by respective management members of DIO as per the categories in the
drop down list box. For CFO approval, the relevant documents should be submitted
to CFO via email.

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Note: Any remarks for each category of assessment is also available. Click on submit to
conclude each section.

Fig. 25. DIO assessment page

Step 5: Once CEO approval is granted, a digital signature document is created as shown in
fig.25. and it can be downloaded as PDF.

Step 6: For the purpose of tranche release, CFO will be entitled to release the grant amount
requested by the respective PD/PE for Tranche Release. Remarks column is
mandatory and detailed statement should be given for request of tranche release.

Step 7: Once the Tranche amount is finalized by CFO with verification of the required bank
statements and CTR file, the tranche is released to innovator dedicated iDEX project
account.

This Concludes the DIO assessment section of the requirements for approval on the portal.

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 “Learning gives creativity. Creativity leads to
thinking. Thinking provides knowledge.
Knowledge makes you great.”

- Dr. A.P.J. Abdul Kalam

For Technical Queries, kindly contact the officers below:

Sh. Dayanand, Deputy Program Director- daya.sharma@ddpmod.gov.in

Sh. M.N. Saquib Khan, Web Information Manager - mnsaquib.khan@nic.in