Residential Construction Permit System Implementation Guide

Section 1: Executive Summary

Overview of the Product

The computerised and automatic building permission system offered under the National Urban Stack(NUS) facilitates citizens who seek permission for construction of a building within any Urban Local Body with a transparent, speedy, hassle-free and user-friendly procedure. Online Building Permission System (OBPS) is one of the components of a smart city that has the capability of providing a single window for acquiring building permits, NOCs, and clearances from multiple agencies or departments. Keeping in mind the benefits associated with the product offered, the proposed system is about to be implemented in 500+ ULBs across the country in 15 states and Union Territories. (For details on product features refer to Section-2).

Implementation Methodology for OBPS

For the offered product, the implementation process can be divided into six major distinctive stages. Each stage has predefined entry and exit criteria, roles & responsibilities to assure objective monitoring and decision making for the overall success of the engagement. The whole implementation lifecycle is typical of 35-40 weeks keeping in mind the entry, and exit criteria defined at the beginning and end of each stage is met within the recommended time.

Stage Zero-program setup and onboarding is a pre-requisite for the initiative to kick-off and requires setup of the governance model, implementation Team and decision regarding other significant elements of the initiative like funding and procurement process.

Stage One of the initiative requires scoping of the initiative and deciding on the priorities for implementation by the state implementation Team.

In stage three, the state Team will work upon identifying and finding solutions to the significant gaps in the product offered w.r.t. to the needs of the state.

Configuration and customisation of the product offered in the primary objective of stage four. This involves working on various aspects of state-specific needs and incorporating them into the product suite offered.

In stage four and five, post doing UAT and including all the necessary feedback on the product, the roll-out of the product is done at the state level (Go Live) from a couple of ULBs to pan state coverage. (For details on the implementation plan refer to Section-3).

Manpower Requirement For Implementation

The whole implementation cycle requires a Team of individuals with specific skill sets to work very closely. The state implementation unit comprises individuals with Program management, business analysis, implementation engineering, software engineering, architecture (DCR Domain) and capacity building skills. Depending upon the phases of implementing the initiative is in, the amount of effort by each participant in the smaller units will vary. (For details on resource sizing and requirements refer to Section-5)

Budgetary Requirement For Implementation

Based on close deliberations with various stakeholders, it is recommended that the budgetary allocation for the implementation of the initiative should be around 3 crores to 3.8 crores1 for statewide implementation and Operation and Maintenance Cost (per Year )for the initiative will be approximately 1.35 crores to 2.0 crores2. The budget allocated needs to be utilised for human resources requirements primarily. The budgetary allocation is recommended as per the NICSI standards published on https://www.nicsi.com/ (Check Annexure 1 for NICSI standard rates). The estimation of the budget will increase or decrease based on the rates applicable to the resources required. (For details on budgetary allocation guidelines refer to Section 5).

Critical Success Factors For Implementation

Implementation of the Online Building Permission System (OBPS) requires meticulous planning and close coordination between various stakeholders at the centre and state level. The success of the initiative is dependent upon many factors like strong Program governance, availability of the trained resource, financial planning, targeted implementation Team onboarding, focus on last-mile capacity building and ensuring necessary support to urban centres. Achievement of all these factors will provide the most effective and efficient roll-out and adoption of the Building Permission System in the state.

1 Assuming NICSI standard rate cards and 20% range on the actual estimated cost

2 Assuming NICSI standard rate cards and 20% range on the actual estimated cost.

Section 2: Online Building Permission System(OBPS) Implementation Methodology

This section provides an overview of the methodology for the state-wide implementation of OBPS. Implementation of OBPS is distributed across six distinct stages. Each stage has predefined entry and exit criteria, roles & responsibilities to assure objective monitoring and decision making for the overall success of the engagement. Details of each stage are defined in this section.

OBPS implementation program is expected to be completed within approximately 37 weeks with the resource deployment by the State and System Integrator(SI) Team (as defined below). However, it is critical that activities and exit criteria set for each stage are achieved to adhere to this timeline.

Six Stages of Implementation

Stage 0 - Program Setup/Onboarding

Set of initial critical activities that are undertaken on receiving a Letter of Enrollment from the state. Successful completion of these activities assures that the program is started with crucial personnel, System Integrator(SI) Teams and funds.

Stage 0 - Program Setup/ On-Boarding
Entry Criteria	Acceptance Letter sent by State
Exit Criteria	State Program Head/Nodal Officer Appointed Identify funding for the program Define State-specific procurement process System Integrator(SI) Team Onboarding

Stage 1 - Program Kick-Off

This stage envisages the in-person interaction of crucial State officials and implementation System Integrator(SI) Teams to kick-start the program. This stage may require multiple interactions/meetings with different interest groups. The principal objective of these interactions is to identify Pilot ULBs, create an active collaboration & Governance approach and agree on a high-level timeline for the engagement.

Stage 1 - Program kick-off
Entry Criteria	Program setup is complete
Key Activities	Identify & agree on high-level scope and exclusions Identify pilot ULBs Project kick-off meeting and stakeholders consultation Product Walkthroughs Define Project Steering Committee structure and Project Governance process Define phases of deployment Agreement on Deployment Priorities and high-level delivery timelines
Exit Criteria	Implementation plan agreement with priority applications and broad timelines Master data collection kickoff from Pilot ULBs Implementation Team formed and appointed Cloud Infrastructure procured Project Office Space allocated Capture State-specific processes

Stage 2 - Solution Design

During the Solution design stage key state officials and members, who are subject matter experts, are expected to share state by-laws and also help interpret these laws for the System Integrator(SI) Team. This stage baselines the State-specific product features in the Product Configuration report.

Stage 2 - Solution Design
Entry Criteria	State by-laws and scope available to Implementation Team
Key Activities	Templatization of DCR Rules Validation of Templatization Pre-UAT workshop to define product configuration Initiate collection of master data from pilot ULBs Solutioning approach for identified gaps Optional: Define uniform by-laws across ULBs. May require a Business Process Re- engineering effort
Exit Criteria	By-laws available in a required format and reviewed by state Team Product Configuration Report Sign Off Solution agreement for required state-specific customisations

Stage 3 - Configuration & Customization

Configuration & customisation stage, spread across 12 weeks, envisages configuration of the product as per the baselined Product Configuration report and identified state-specific customisations. Active involvement of domain experts from the state Team is required in this stage to validate the implementation of state by-laws.

Stage 3 – Configuration & Customization
Entry Criteria	Product Configuration Report has been Signed Off by the State Customisation and solution approach agreement with State Team

Key Activities

Setting up development environments Customisation & configuration of DCR Rules Customisation of BPA Workflow Customisation of fee calculation Development/customisation of reports and dashboards Development/Integration of portal Third-Party Integrations (NOC, Payment gateway, Digital signature) Validation of DCR Rules Updation of user manuals and other key documents Preparation & execution of Test Cases Setup support & maintenance processes & tools

Exit Criteria

Configured/Customized product that is fit for use by the State

Stage 4 - UAT & Go Live

During this stage, the active involvement of Pilot ULB officials is expected for thorough testing of the configured product. Training of the key ULB officials will also be undertaken during this stage, along with the promotion of the solution. The establishment of the State support Team and required processes are initiated in this stage.

Stage 4 – UAT & Go Live
Entry Criteria	Configured/Customized product ready to be deployed Pilot ULBs available for UAT & Training
Key Activities	UAT Env Setup UAT Testing Issues/bug resolution UAT Sign off from Pilot ULBs Setting up the Production environment Setting up Support Center & processes (Help Desk) Training (Architects, Users, trainer) Training the Support Resources Marketing & promotion activities Go Live & launch event
Exit Criteria	UAT Sign-off & Go Live for Pilot ULBs

Stage 5 – Rollout

On successful rollout in the Pilot ULBs, the solution will be rolled out to the rest of the ULBs in batches. Guidance and support from the State Team will be required to create the rollout plans and assure the necessary infrastructure for training and deployment is available at each ULB.

Note: The rollout phase needs to be detailed out for iterative activities of onboarding ULBs in batches.

Stage 5 – Rollout
Entry Criteria	Product/solution has been configured as per the baselined fitment study report, and the same has been tested by Key state members
Key Activities	ULB configurations Logistics planning for training Training the Architects/Users at the district level Roll Out - All Locations Stabilise product
Exit Criteria	Statewide Rollout in batches (of approximately 30 ULBs each)

Section 3: Roles and Responsibilities – OBPS Cell, NUS Team & System Integrator(SI)Team

This section outlines the activities involved in each stage of the implementation along with the responsibility and accountability of critical stakeholders - State, NUS Team and Implementation Team onboard.

OBPS Cell: OBPS Cell is the government-appointed body chaired by the Principal Secretary/Secretary, Urban Development Department with members from the Town and Country Planning Organization, Urban Development Department etc.

NUS Team: NUS Team is the National Program Management Unit established in Delhi which will provide all necessary support to the state concerning the implementation, Program Designing etc.

System Integrator (SI)Team: SI Team will be responsible for the rollout of the initiative in the state, providing all end to end support to the state w.r.t. The implementation of the products in the ULBs.

Execute - One who owns the accountability to complete the activity

Consult - One who may initiate, guide and in the process, handhold the execution of the activity

Task/Activity	NUS Team	OBPS Cell	SI Team
Stage 0 - Program Setup/ On-Boarding
Appoint State Program Head/Nodal Officer	Consult	Execute
Identify funding for the program	Consult	Execute
Define State-specific procurement process	Consult	Execute
System Integrator(SI) Team Onboarding	Consult	Execute
Provide the state-specific resource and infrastructure requirements	Execute	Consult
Stage 1 - Program kick-off
Identify & agree on high-level scope and exclusions	Consult	Consult	Execute
Identify Pilot ULBs		Execute	Consult
Project kick-off meeting and stakeholders consultation	Consult	Consult	Execute
Product Walkthroughs		Consult	Execute
Define Project Steering Committee structure and Project Governance process		Execute	Consult

Identify Key Team Members from State/Client End for DCR Plan Scrutiny BPA Workflow Process and Standards Infra requirements procurement Project Management		Execute	Execute
Agreement on Deployment Priorities and high-level delivery timelines		Execute	Execute
Appoint Data collection Team and arrange for data collection asks for Pilot ULBs		Execute	Consult
Implementation of Team formation and appointment		Execute	Consult
Cloud Infrastructure procurement		Execute	Consult
Project Office Space allocation		Execute	Consult
Capture State-specific processes		Consult	Execute
Set-up Project Management processes Communication Escalations & Risk management Status reporting		Execute	Execute
Identify the Team Members for the Project		Execute	Consult
Attend the Kick-Off Meeting		Execute	Consult
Depute Full-Time Team Members for DCR Plan Scrutiny BPA Workflow Process and Standards Infra requirements procurement Project Management		Execute	Consult
Provide inputs for the Detailed Scope and Requirements		Execute	Consult
Initiate the Procurement Process for the Infra		Execute	Consult
Initiate System Integrator(SI) Team procurement		Execute	Consult
Initiate Program for Capacity Building		Execute	Consult
Initiate master data collection from pilot ULBs		Execute	Consult
Sign Off Project Charter		Execute	Consult

Stage 2 - Solution Design
Product Walkthroughs with subject matter experts (Urban Town Planners & Architects) and State implementation Team		Consult	Execute
Walkthrough on state by-laws, eDCR and product process flows. Review DCRs captured in the template Define OBPS feature implementation across phases/ULBs. Provide process study questionnaires to identify product deviations Define Artefacts to be collected during the study Product documentation Master Data templates		Execute (State bye-laws & EDCR)	Execute
Capture State-specific Product configuration requirements (if any) based on product walkthrough demos and discussions for Pilot ULBs		Consult	Execute
Coordinate and Organize Pre UAT Workshop with relevant stakeholders of identified Pilot ULBs		Execute	Execute
Preparation of Product Configuration Report		Consult	Execute
Capture state Bylaws into DCR template		Execute	Consult
Provide Test data (drawings to be uploaded)		Execute	Consult
Attend Product Demo and Offer required inputs		Execute	Consult
Validation of DCR Rules Templates		Execute	Consult
Participate in Pre UAT workshop and provide inputs for the Product configuration		Execute	Consult
Product Configuration Report Sign Off		Execute	Consult

Stage 3 – Configuration & Customization
Setting up development & UAT environments		Consult	Execute
Customization & configuration of DCR Rules		Consult	Execute
Customisation of BPA Workflow		Consult	Execute
Development of reports and dashboards		Consult	Execute
Development/Integration of portal		Consult	Execute
Third-Party Integrations (NOC, Payment gateway, Digital signature)		Consult	Execute
Validation of DCR Rules		Execute	Consult
Preparation & execution of Test Cases		Consult	Execute
Setup support & maintenance processes & tools		Consult	Execute
Provide clarification and guidance on the interpretation of state Bylaws		Execute	Consult
Test configured product and provide feedback		Execute	Consult
Provide support in integrating Third-Party State services/departments		Execute	Consult
Test product features and provides feedback		Execute	Consult
Support System Integrator(SI) Team in integration with Third-party solutions		Execute	Consult

Stage 4 – UAT & Go Live
Readiness Checklist		Consult	Execute
UAT guidelines		Consult	Execute
Pilot checklist		Consult	Execute
Marketing and public outreach strategies		Consult	Execute
Provide Training for Pilot ULBs (Architects, Users & trainers)		Consult	Execute
Provide User manuals and help documents		Consult	Execute
Getting Product Ready for UAT Infra configurations and UAT deployment Master Data Finalization Employee Data Finalization		Consult	Execute
Setting up support processes		Consult	Execute
Master Data uploads		Consult	Execute
Legacy data (if applicable) capture		Consult	Execute
UAT Support		Consult	Execute
Preparation/update User Manuals to make it relevant for State		Consult	Execute
Making the Pilot ULBs live		Consult	Execute
Testing and signoff		Execute	Consult
Identify and share issues & help analyse issues/defects		Execute	Consult
Deployment of Support Resources		Execute	Consult
Provision of Training Facility		Execute	Consult
Setting up of Support Center/Help Desk		Execute	Consult
Communicate with NOC Departments		Execute	Consult
Readiness assessment		Execute	Consult
Coordinate with Pilot ULBs to ensure public outreach		Execute	Consult
Ensure the announcement of the Pilot launch		Execute	Consult
Setting up a help desk to handhold ULBs undergoing Pilot		Execute	Consult
Setting up a review process to review the health of the Pilot launch for 2-3 weeks		Execute	Consult

Stage 5: Rollout
Training the Architects (District Level)		Consult	Execute
Training the State/Client Users (District Level)		Consult	Execute
Stabilisation Period Support with On Field Support		Consult	Execute
Statewide Rollout		Execute	Execute
Operations and Support		Execute	Execute
Product Support		Execute	Execute
Provision of Training Facility at Districts		Execute	Consult
Program Management of Training		Execute	Consult
Program Management of Client/User Infra		Execute	Consult
Program Management of Rollout		Execute	Consult

Section 4- Resource, effort estimation and Budget Requirements for the Program

Implementation effort and Budget requirements of the program(Stage 1 to Stage 5)

Implementation Effort/Cost Summary (Stage 1 to Stage 5) (In Man-Months)
	Type of Resources	Effort(in Man-Months)	Total Cost(in Cr)
Program Management	Project Director Program Manager Project Manager	18	0.668
Configuration and Customization	Business Analyst Cloud Engineer Software Engineer	63	1.658
UAT and Go Live support	Support Engineer IEC Consultant	20	0.36
Capacity Building	Consultant	3	0.108
Help Desk	Helpdesk Support	15	0.09
District Level Support	Business Analyst Support Engineer Consultant	23	0.533
Total		142	3.417

Implementation Budget requirements of the program

Operations and Maintenance Cost Summary per year(in Cr)
	Type of Resources	Total Budget Required(in Cr)
Program Management	Project Manager	0.432
Application Support	Business Analyst/ Support Engineer	0.84
Help Desk	Helpdesk Support	0.144
Hosting Infrastructure		0.28
Total		1.69

The summary of the budgeting is as per the NICSI rates(Please refer to annexure-1) and assuming a 20% range.

One time Cost for Statewide Implementation (Stage 1- Stage 5)	3.0 Cr – 3.8 Cr
Recurring Cost (YoY)-(Operating and Maintenance Cost)	1.35 Cr – 2.0 Cr

Note: Overall Budget Summary (in INR) is as per NICSI rates

Resource requirements for the OBPS cell required to be formed by the state

Resource Name	No. Of Resources
Project Sponsor	1
Plan Process Expert	2
Nodal Officer	1
Development Control Rules (DCR) Expert	2

Note: Designation mentioned above are as per designations known driving OBPS implementation at the state level as explained below

Project Sponsor: Is the Head of the OBPS Cell who will drive the project from the State Side

Plan Process Expert: The two resources that will provide the BPA application process and workflow. Validate the UAT in compliance with the expected outcome.

Development Control Rules Experts: they should have the domain skills on the drawings and plan along with the DCR rules of the State. They would provide the templatization of the DCR Rules, validate the same once configured in the Application and approve.

Nodal Officer: He would play the organise role who will provide all logistics support and scheduling of activities related to the project, Rollout and training of both Engineers and ULB officials across the State.