Standard Operating Procedure for Chief Minister's Meritorious Students Schemes

2018

Standard Operating Procedure

for
Effective, Rule-based and Transparent
implementation of
Mukhyamantri Medhavi Vidhyarti Yojana

A Government of Madhya Pradesh initiative

Implementation by

Directorate of Technical Education, GoMP

Technical Partner

Submitted by :
DIRECTORATE OF TECHNICAL EDUCATION
BHOPAL

Version 1.3

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 Standard Operating Procedure for Chief Minister's Meritorious Students Schemes
2018

1. Objectives
To design, develop and facilitate an online, work-flow based platform so as to facilitate online
collaborative functioning by various stakeholders and ensure rule-based, transparent and effective
implementation of the scheme.

2. Service level expectation from the system

The system must allow the Sanction and disbursal of the amount to the eligible within 3 working
days of online submission of the proposal by the concerned college / institute.

3. Stakeholders

1. Meritorious Students (as per the definition of the scheme and revisions thereafter)
2. Institutes (eligible as per the definition of the scheme)
3. Scholarship Verification Officers as designated by the institute
4. Offices / Colleges designated as Sanctioning Authority by the department
5. Officers / Colleges designated as Disbursal Authority by the department
6. Scheme PMU cell of Directorate of Technical Education
7. NIC - ICT solution Provider
8. Nodal Bank - for processing Digitally Signed e-Payment Orders

4. Pre-requisites
Department
1. Register all Institutions & their Courses as eligible under the scheme
2. Issue credentials for all institutes in Step #1. Institutes operational within MP State already
have a username and password .
3. Identify, Register and Train all Sanctioning Authorities.
4. Issue credentials for all Sanctioning Authorities in Step #3.
5. Map All Institutions to a relevant Sanctioning Authority.
6. Identify, Register and train Disbursing Authority on issuing Digitally Signed ePayment
Orders.
7. Issue credentials for Disbursing Authority in Step #6.
8. All Sanctioning Authorities are to be mapped to the Disbursing Authority.
9. Ensure Disbursing Authority have a valid Digital Signature Certificate (DSC) and are sensitized
on the use of the DSCs.
10. The Sanctioning and Disbursing Authorities are sensitized for the prompt disposal of all
Scholarship proposals requesting scholarships.

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2018
Functions of Institutions
1. Will register their bank account for receiving the scholarship amount (only in case of
Government Institutes)
2. Will create awareness amongst the students on the scheme
3. Will facilitate the eligible students for registration of their applications for seeking the benefit
under the scheme
4. Will verify the application of the students against the original documents, Aadhar Number,
their bank account details linked with their Aadhar Number and other important information
that decide the eligibility and entitlement of the student for the scheme.
5. Will also record the following cases:
a. The fee has been paid by the student
b. The fee has NOT been paid by the student
6. Will verify the application forms registered by the students
a. Recommend the eligible cases for sanction of benefit
b. Temporarily reject the applications that needs to be corrected
c. Permanently reject the cases which are fake, non-eligible are to be blocked
7. Will print the scholarship sanction recommendation proposal and keep in the office record
after signature and stamp of the institute/Officer. The online generated scholarship sanction
recommendation proposal will be available on the portal for Sanction Authority.
8. Will follow the guideline available on portal for outside M.P. candidates and send requisite
documents to DTE for sanction.
9. Will refund the amount to the students, if the fee is already paid by the student, in cases of
Government institutions.

Sanctioning Authorities (SA)

1. Sanction Authority has to be responsible office / officer.
2. List of sanctioning authorities for various colleges will be displayed in public domain.
3. Proposed Sanctioning Authorities:
a. All Government institutes operating in MP will be designated to function as
Sanctioning Authorities for students registered in their institutes
b. For all Government Aided/ Private institutions situated in Madhya Pradesh, one
Institute at district/nearby district level (As the case may be) will be designated as the
Sanction authority.
c. DTE PMU will be designated as the Sanction authority for all institutions situated
outside the Madhya Pradesh State.
4. The Sanction Authority will ensure they are aware of all Institutions which are mapped to
them for granting Sanctions.
5. The Sanction Authority will scrutinize the applications recommended by the Institutes and
sanction the amount to be disbursed and forward for disbursal.
6. The Sanction Authority will print the scholarship disbursement recommendation proposal and
keep in the record after signature and stamp of the institute/Officer. The online generated
scholarship disbursement recommendation proposal will be available on the portal for
Disbursement.
7. The SA will maintain the records of all sanctioned cases and rejected cases.

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2018
8. The SA will be responsible for yearly audit of sanctioned cases.

Disbursement Authority
1. List of Disbursal authorities for various sanctioning authorities will be displayed in public
domain.
2. Proposed Disbursal Authorities
a. The work of disbursal authority is very sensitive as s/he will be responsible for Digitally
Signing the ePayment Order for ePayment.
b. DTE PMU will be designated as the Disbursal authority for all institutions.
3. Ensure they are aware of all Sanctioning Authorities which are mapped to them for disbursal
of sanctioned amount.
4. Have a valid Digital Signature Certificate (DSC) with them.
5. They have registered the DSC with the Scholarship Portal.
6. Process sanction orders for disbursal of sanctioned amount and initiate e-Payment by digitally
signing the e-Payment order.
7. Track the Status of e-Payment

Nodal bank:
Will facilitate end to end integration with the MMVY Portal. It will allow the MMVY portal to
electronically share the digitally signed payment file with the banking system in a secure and
trustworthy manner for Aadhar and Account based transactions. The banking system will acknowledge
the file to the MMVY Portal and process the file within 1 working day. The banking system will
provide response i.e. beneficiary account credit date, time, amount, transaction number against
teach payment request, in case of successful payment and reason code for rejection, in case of
rejection. Bank will also provide a Online dashboard and reports for online monitoring and
reconciliation of the payments orders.

Process Flow
Registration of Students
1. All Students who intend to avail Scholarships under the ambitious Chief Minister's Meritorious
Students Schemes need to register on the online portal.
2. The registration would include the
A. Demographic Profile
i. Student's First name, Last Name
ii. Father's Name
iii. Name of the Board through which the Student qualified Class 12th
iv. Roll No in the Class 12th Examination, Percentage
v. Aadhaar No
vi. Gender
vii. Category
viii. Date of Birth
ix. Address

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2018
B. Contact
i. Current Residential Address
ii. Permanent Address
iii. Email Address
iv. Mobile No of the Student
v. Alternate Mobile No of the Student
vi. Mobile No of the Parent/ Guardian
C. Academic
i. Name of the Institution
ii. Course
iii. Course year
3. Student will also upload the scanned copy of the specified documents on the portal .
4. Student will be allowed to edit the application.
5. He will have to lock and forward his application to the Institute online.
6. A Student would then be required to submit the form to the Institute in a physical form along
with the supporting documents for the first year. For subsequent course years, he may be
required to submit the additional documents through student login-ID and password. Each
application form would have a identifier which would help the Institute to process the
application.

Verification
1. An Institute would receive the physical copy of the application form and stamp the receipt
attached with the form for the student.
2. The identifier in the physical form will be used to authenticate the request for processing of
the application.
3. An Institute would examine the application from the student and may choose the following
action
a. Reject the application Permanently: The action is taken if any information in the form
after examination disqualifies the student from availing the scheme and the student
is NOT eligible for the scheme as per the definition of the scheme . This action
prevents the student from availing the scheme even if he/ she re-applies or modifies
his/ her existing application.
b. Reject the application Temporarily: The action is taken if any information in the form
is inconsistent or in-coherent with the academic record of the student at the institute
and needs updation. If an application is temporarily rejected he/ she can modify his/
her application subsequently, submit the modified application to the institute.
c. Forward the application to the Sanctioning Authority: This action is taken if the
information in the form is consistent with the academic record of the student and the
student is eligible for the scheme as per the scheme definition.
4. The institute needs to choose any of the 3 actions listed above within 1 working day of the
receipt of the online form.
5. If the institute is a Government Institution then it would furnish its own account details for
receiving fees. In case of private institute the amount will be transferred into the Aadhar link
bank account of the students.

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 Standard Operating Procedure for Chief Minister's Meritorious Students Schemes
2018

Sanctioning Process
1. The Sanctioning Authority would examine the online application and exercise due diligence.
2. The Sanctioning Authority would examine the application form of the student and may
choose the following action
A. Reject the application Permanently: The action is taken if any information in the form
after examination disqualifies the student from availing the scheme. This action
prevents the student from availing the scheme even if he/ she re-applies or modifies
his/ her existing application. Ex: 1. The institute is barred or black listed. 2. The student
is not meritorious in the qualifying examination.
B. Reject the application Temporarily: The action is taken if any information in the form
is inconsistent or in-coherent with the academic record of the student at the institute.
If an application is temporarily rejected he/ she can modify his/ her application
subsequently, submit the modified application to the institute.
C. Sanction the application and forward for disburshment: This action is taken if the
Sanctioning Authority is satisfied with the information in the form and intends to
initiate payment of the Scholarship to the Student.
3. The Sanctioning Authority needs to choose any of the 3 actions listed above within 1 working
day of the actual receipt of the form. The Sanctioning Authority will Sanction the amount to
be disbursed and forward for e-payment.

Disbursement
1. The Disbursing Authority will register its Digital Signature on portal
2. The Authority would digitally sign the system generated e-Payment order
3. The Portal will automatically push the digitally signed e-Payment Order to the bank server
for processing at a regular frequency.
4. The Disbursal Authority needs the above action within 2 working day of the sanction of the
scholarship.

Alerting System

A start of art alerting system has to be implemented so as to keep the student / applicant updated
on various actions being taken by the different authorities on his application.

1. Voice Call Alert System: A voice Call Alert System will be designed and implemented on portal.
The system will initiate a call to the registered phone number of the student updating him
on the Status of his application and action taken. The student will get a call on his registered
phone. Once, he picks up the call a pre-recorded message will be played.

2. SMS alert will be sent to the applicant for each action and stage of the application processing.