"ALL APPLICATION USERS OF DGS&D WEB SITE FOR BUSINESS TRANSACTIONS WITHDIGITAL SIGNING MAY KINDLY REMOVE/DELETE EXISTING E-LOCKAND DOWN LOAD LATEST E-LOCK FILE AS ON 22-06-2011".Note:- To digitally sign and submit a form, Click Here (E-Lock Software)
Ø
Help Line No. for e-Procurement (Technical Support
Only): 011-23342411
Ø
Step required for downloading software to use DGS&D
website
Ø
Discontinuance
of Suspense Account maintained by CCA (SD).
Ø
Issuance
of Supply Orders by Direct Demanding Officers (DDOs) and DGS&D.
Ø
Form for furnishing
details of indentors and its users
Ø
Frequetly Asked Questions by
Indentors/DDOs
Ø Advantages
in associating with DGS&D
Ø Benefits of
DGS&D and Computerisation Project to indentors
Ø Requirements
and Expectation from Indentors
Ø
Obtaining digital certificates for secure transaction
Ø
Instruction/Guidelines to
Indentors for usage of Indentor’s page
Ø
Procedure for
placement of online Supply Order
Ø
Impotant Notice
for Indentor regarding user-id/password
Ø
Proforma
for suggestion of new item for indentor
Important Circular
No. M/03/Exemption/001/Indentors/C&T/2001
Government of
Department of Commerce (Supply Division)
DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS
(C&T
DIRECTORATE)
New Delhi-110001.
DGS&D website: www.dgsnd.gov.in
Dated:-03.02.2012
Sub:- Exemption from online placement of supply
orders against DGS&D Rate Contracts by DDOs.
Kindly refer DGS&D letter No.
M-12014/02/2007/C&T dated 10.12.2008 regarding exemption for indentors
located in Car Nicobar,
(Rajesh Gupta)
Director(C&T)
To
1. All indentors through Website.
Copy to:-
1. ADG(J)/ADG(RPG)/ADG(SKK)/DDG(RK)
2. DDG(QA), NZ/DDG(QA), Mumbai/DDG(QA), Kolkata/DDG(QA), Chennai
3. DDG(S), Kolkata
4.
Chief Controller of Accounts,
5. Controller of Accounts, Mumbai/Kolkata/Chennai
**********
No. M/02/NIC e-procurement module/001/Modification/C&T/2011
Government of
Ministry of Commerce & Industry
Directorate General of Supplies & Disposals
(Computerization & Training Directorate)
Dated: 08/09/2011
Sub:- Module for online “Receipt Details”- Regarding
It has been decided by competent authority that all Consignees shall mandatorily submit online “Receipt Details” in DGS&D e-procurement application w.e.f. 1.11.2011. “A new link on the Indentor page in DGS&D e-procurement Application” has been created for the same.
2. Consignees shall obtain the user id & password from respective DDOs. A facility is available for the same in the application. The application requires all the consignees to fill in the receipt details on line, digitally sign and submit the same. Accordingly, all consignees are advised to take digitally signature immediately.
3. All concerned may kindly note the above changes in DGS&D e-procurement module.
(Rajesh Gupta)
Director (C&T)
Copy to:-
1. All
Secretaries of the Ministries/ Departments in the Government of
2. All
Financial Advisers of the Ministries/ Department in the Government of
3. All Purchase & Quality Assurance Directorates at DGS&D Hqrs.
4. All DGS&D Regional Purchase/ QA offices & Sub Centers.
5. All DDGs- Purchase & Quality Assurance including Regional Offices.
6. Chief
Controller of Account, Deptt. Of Commerce (SD),
7. DCOA, Mumbai/ Chennai/ Kolkata.
8. Sr. Technical Director, NIC, DGS&D.
9. Director (IF), DGS&D.
10. PPS to DG(S&D)/ADG(S)/ADG(QA)
11. Director (S), Department of Commerce (Supply Division), Udyog Bhawan, New Delhi- 110001- for information.
**********
NO. M/02/NIC e-procurement
module/001/Modification/C&T/2011
Government of
Ministry of Commerce & Industry
Department of Commerce (Supply Division)
Directorate General of Supplies & Disposals
(Computerization & Training Directorate)
5, Sansad Marg,
Dated: 06.09.2011
Sub: - Module
for online “Dispatch Details” – Regarding.
It
has been decided by competent authority that all vendors shall mandatorily
submit online “Dispatch details” in DGS&D e-procurement application w.e.f.
15.09.2011. “A new link on the vendor page in DGS&D e-procurement
Application” has been created for the same.
All concerned may kindly note
the above changes in DGS&D e-procurement module.
(Rajesh Gupta)
Director (C&T)
Copy to
1.
All
Purchaser Directors at Hqrs.
(AM/ES/HW/IT/ME/OC/PP/SC/WL/WMT/ST/P&C)
2.
All
Regional Purchase Directors (Kolkata/Mumbai/Chennai)
3.
All
Regional quality Assurance Directorates.
4.
Sr.
Technical Director (NIC).
5.
ADG(R)/ADG(J)/DDG(RK)/DDG(S&D),Kolkata/DDG(S&D),Mumbai
/DDG(S&D), Chennai.
6.
ADG
(QA)/DDG (QA) HQ/DDG (QA) NZ.
7.
All
regional DDGs (Quality Assurance Wing (Delhi/Kolkata/Mumbai/Chennai)
8.
Copy
to PPS to DG(S&D)
9.
Chief
Controller of Accounts, Deptt of supply(SD),
--------------------------------------------------------------------
No. Modification
of NIC software/C&T/2010
Government of
Department of
Commerce (Supply Division)
DIRECTORATE
GENERAL OF SUPPLIES & DISPOSALS
(C&T DIRECTORATE)
New
Delhi-110001.
Dated:-07.06.2011
Sub:- Mandatorily
online supply orders for cement items – Regarding.
It has been decided by the
competent authority that all supply orders for cement items shall mandatorily
be issued online w.e.f. 15.06.2011.
2. All concerned may kindly note the
above changes in DGS&D e-Procurement module.
(Rajesh Gupta)
Director
(C&T)
Copy to:-
- All Purchase Directors at Hqrs.
(AM/ES/HW/IT/ME/OC/PP/SC/ST/WL/ WMT)
- All Regional Purchase Directors
(Kolkata/Mumbai/Chennai)
- All Regional Quality Assurance Directorates.
- Sr. Technical Director (NIC).
- ADG(R)/ ADG(J)/ DDG (RK)/DDG(S&D),
Kolkata/DDG(S&D), Mumbai/ DDG(S&D), Chennai.
- ADG(QA)/DDG(QA)HQ/DDG(QA) NZ
- All Regional DDGs (Quality Assurance Wing
(Delhi/Kolkata/Mumbai/ Chennai)
- Copy to PPS to DG(S&D)
-------------------------------------------------------------
No.
Modification of NIC software/C&T/2010
Government of
Department of
Commerce (Supply Division)
DIRECTORATE
GENERAL OF SUPPLIES & DISPOSALS
(C&T DIRECTORATE)
New
Delhi-110001.
Dated:-06.06.2011
Sub:- Digitally
signing of Registration Certificate – Regarding.
It has been decided by the
competent authority that the Registration Certificates issued by various DQA
Offices of DGS&D shall mandatorily be digitally signed w.e.f.
01.07.2011.
2. All concerned may kindly note the
above changes in DGS&D e-Procurement module.
(Rajesh Gupta)
Director
(C&T)
Copy to:-
- All Purchase Directors at Hqrs. (AM/ES/HW/IT/ME/OC/PP/SC/ST/WL/
WMT)
- All Regional Purchase Directors
(Kolkata/Mumbai/Chennai)
- All Regional Quality Assurance Directorates.
- Sr. Technical Director (NIC).
- ADG(R)/ ADG(J)/ DDG (RK)/DDG(S&D),
Kolkata/DDG(S&D), Mumbai/ DDG(S&D), Chennai.
- ADG(QA)/DDG(QA)HQ/DDG(QA) NZ
- All Regional DDGs (Quality Assurance Wing
(Delhi/Kolkata/Mumbai/ Chennai)
- Copy to PPS to DG(S&D)
-----------------------------------------------------------------------------------------------------------------------
No. DSC/M-11015/1/2008/C&T
Government of
Department of Commerce (Supply Division)
DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS
(C&T
DIRECTORATE)
DGS&D website: www.dgsnd.gov.in
Dated:-23.05.2011
Sub:- Non appearance of digital signatures and
hence mandatory ink signing the contractual documents.
Kindly refer this office Circular No. M/13027/1/2007/C&T dated 01.12.2008 read with various amendments thereto last vide Circular No. M/13027/1/2007/C&T dated 01.05.2009 vide which digital signatures of online supply orders were made mandatory w.e.f. 01.06.2009.
2. Presently, due to some technical problems, digital signatures, at times, are not appearing on various forms and reports generated on DGS&D e-Procurement application although the reports show these documents as finalized.
3. Also, w.e.f. 04.04.2011, various Certifying Agencies have started issuing Digital Signatures based upon 2048 RSA bit size whereas PKI Component of DGS&D e-procurement application at present support only 1024 RSA bit size. Hence, all those, who have taken digital signatures based upon 2048 RSA bit key size cannot digitally sign on various reports and forms generated on DGS&D e-procurement application.
4. Both the above referred issues are being looked into by technical experts. It is expected that problem shall be resolved shortly.
5. It has been decided by competent authority that till the problems gets resolved and operations get stabilized, all stake holders shall mandatorily ink sign various contractual documents viz. Rate Contract, Supply Orders, Amendment letters and Inspection notes etc., after these are generated online on DGS&D e-procurement application, irrespective of the fact whether digital signatures appear on the documents or not, at least on Paying Authority copy, Inspection Agency , Vendors copy and Office copy. The above shall also apply to various reports and forms generated on DGS&D applications in the recent past, where digital signatures do not appear
Contd..2/-
No. DSC/M-11015/1/2008/C&T dated 23.05.2011
-2-
6. These instructions shall remain in force till further instructions from this office on the subject.
(Rajesh Gupta)
Director (C&T)
To
- All
Secretaries of the Ministries/Departments in the Government of
- All Financial
Advisers of the Ministries/Departments in the Govt of
- All Purchase & Quality Assurance Directorates at DGS&D Hqrs.
- All DGS&D Regional Purchase / QA offices & Sub Centres.
- All DDGs -Purchase & Quality Assurance including Regional Offices
- Chief
Controller of Account, Deptt of Commerce(SD),
- DCOA, Mumbai / Chennai / Kolkata
- Sr Technical Director, NIC, DGS&D.
- Director(IF) DGS&D
- PPS to DG(S&D)/ADG(S)/ADG(QA)
- Director(S), Department of
Commerce(Supply Divn), Udyog Bhawan, New Delhi-110001 – for information.
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
No. NIC e-Procurement module/DGS&D/2010/C&T
Government of
Department of Commerce (Supply Division)
DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS
(C&T
DIRECTORATE)
New Delhi-110001.
DGS&D website: www.dgsnd.gov.in
Dated:-23.05.2011
Sub:- Resolution of difficulties faced by various stake
holders in using e-Procurement application and its reference to C&T,
Directorate.
References are being received from various stake holders, including base level officers from Purchase and Inspection Wing, wherein they project problems, being faced by them in using e-Procurement application. It has been noted that some of the problems projected to C&T Dte are primarily due of lack of knowhow of usage of the application. It is considered that reference of these problems to C&T Dte only delays the process in unproductive correspondences.
Accordingly, it has been decided by competent authority that all the problems being faced in supply and inspection module by various stake holders, shall be first brought to the notice of and resolved at the level of concerned Director(S)/Director (QA). Only if the problem is not resolved at the level of Director concerned, these shall be projected to C&T Directorate by concerned Director.
(Rajesh Gupta)
Director (C&T)
To
- All Purchase & Quality Assurance Directorates at DGS&D Hqrs.
- All DGS&D Regional Purchase / QA offices & Sub Centres.
- All DDGs -Purchase & Quality Assurance including Regional Offices
- Sr Technical Director, NIC, DGS&D.
- PPS to DG(S&D)/ADG(S)/ADG(QA)
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------
No.4/1/2009-RCP
Government of
Directorate General of Supplies & Disposals
(Planning & Co-ordination Dte.)
Dated
the 3rd June, 2009
SUBJECT:- 28th meeting of the SRC to be held on 2.7.09 at 11.00 AM in the Conference
Hall of DGS&D
(2nd floor),
In continuation of this Directorate’s notice of even number dated 20th May, 2009 on the above subject, it is intimated that the meeting of the SRC earlier scheduled to be held on 12.6.2009 at 11 a.m. is now postponed to 2nd July, 2009 at 11 a.m. at the same venue. You are requested to make it convenient to attend the meeting. The agenda has already been circulated vide this P&C Directorate notice No.4/1/2009-RCP, dated 20.5.2009.
Sd/-
(A.K.
Jain)
Director(P&C)
Tele: 23365254
Copy
to:
1. PPS to DG(S&D).
2. PPS to ADG(S) and ADG(QA Wing).
3. All DDG’s in Supply & QA Wing at Hqrs./Regions.
4. All Directors of Supplies & QA Wing.
5. Trade Associations & representatives from other Govt.Departments as per list attached.
6. RLO.
Copy for information to:
1. Night Duty In-charge.
2.
PRO, DGS&D,
3.
Section Officer, A-11, DGS&D,
Sd/-
(A.K. Jain)
Director(P&C)
Tele: 23365254
No.M/13027/1/2007/C&T
Government of
Department of Commerce
Directorate General of Supplies & Disposals
(C&T Directorate)
Dated 01st May 2009
Subject: On line
placement of Supply Orders against DGS&D Rate Contracts
Reference is invited to this office letter of even No. dated 1st December, 2008, 12th March, 2009 and 27th April 2009 on the above subject regarding digital signing of online supply orders. Representations have been received from various DDOs/vendors regarding failure in taking print out of failure report of digital signing of online supply orders and attaching same with ink signed supply order generated on line. This has been examined and it has been decided that if supply order generated on line is received without the failure report of digitally signing of the same, as a special case, these supply orders will be accepted. This facility will be available only up to 31-5-2009.
2. All QA officers are requested to kindly note the above instructions for compliance.
3. This
issues with the approval of DG(S&D).
(R. Radhakrishnan)
Director (C&T)
No.M/13027/1/2007/C&T
Government of
Department of Commerce
Directorate General of Supplies & Disposals
(C&T Directorate)
Dated 27th April 2009
Subject: On line
placement of Supply Orders against DGS&D Rate Contracts
Reference is invited to this office letter of even No. dated 1st December, 2008 and 12th March, 2009 on the above subject regarding digital signing of online supply orders . As already stated therein the supply orders generated online are to be digitally signed and in case the process of Digital Signing of supply order is not successful and a failure report appears on the screen, copy of failure report along with ink signed supply order generated on line will only be acceptable in lieu of digitally signed supply order. This facility is now extended up to 31-5-2009. It may please be noted that no further extension beyond the above date shall be entertained and all DDOs/consignees shall get their class III DSC from any of the licensed certifying agency by this extended time.
3. All DDOs are requested to kindly note the above instructions for compliance.
(R.Radhakrishnan)
Director (C&T)
To
- All
Secretaries of the Ministries/Departments in the Government of
- All Financial
Advisers of the Ministries/Departments in the Government of
Copy to:
- All Purchase & Quality Assurance Directorates at DGS&D Hqrs.
- All DGS&D Regional Purchase / QA offices & Sub Centres.
- All DDGs -Purchase & Quality Assurance including Regional Offices
- Chief
Controller of Account, Deptt of Commerce(SD),
- DCOA, Mumbai / Chennai / Kolkata
- Technical Director, NIC, DGS&D.
- Director(IF) DGS&D
- PPS to DG(S&D)/ADG(S)/ADG(QA)
- Dy. Secretary(I), Department of Commerce(Supply Divn), Udyog Bhawan, New Delhi-110001 – for information.
No.M/13027/1/2007/C&T
Government
of India
Department
of Commerce
Directorate
General of Supplies & Disposals
(C&T
Directorate)
Jeevan
Tara Building, Sansad Marg
New
Delhi 110 001
Dated 12th March, 2009
Subject: On line placement of Supply Orders against
DGS&D Rate Contracts
Reference is invited to this office letter of even No. dated 1st December, 2008 on the above subject. As already stated therein the supply orders generated online are to be digitally signed and in case the process of Digital Signing of supply order is not successful and a failure report appears on the screen, copy of failure report along with ink signed supply order generated on line will only be acceptable in lieu of digitally signed supply order. This facility was available up to 31-01-2009.
2. As requests from various DDOs are received to extend the above facility, as a special case, it has been decided to extend acceptance of supply order generated online along with the failure report on digital signing up to 31-3-2009. It may please be noted that no further extension beyond the above date shall be entertained.
3. All DDOs are requested to kindly note the above instructions for compliance.
(R.Radhakrishnan)
Director (C&T)
To
- All
Secretaries of the Ministries/Departments in the Government of
- All Financial Advisers of the Ministries/Departments in the Government of India.
Copy to:
- All Purchase & Quality Assurance Directorates at DGS&D Hqrs.
- All DGS&D Regional Purchase / QA offices & Sub Centres.
- All DDGs -Purchase & Quality Assurance including Regional Offices
- Chief
Controller of Account, Deptt of Commerce(SD),
- DCOA, Mumbai / Chennai / Kolkata
- Technical Director, NIC, DGS&D.
- Director(IF) DGS&D
- PPS to DG(S&D)/ADG(S)/ADG(QA)
Dy. Secretary(I), Department of
Commerce(Supply Divn), Udyog Bhawan, New Delhi-110001 – for information.
To
All Quality Assurance Officers
CCA, DOC(SD),
DCOA, DOS(SD), Kolkata / Mumbai / Chennai
Copy for information to :
All Purchase Directorates at DGS&D Hqrs.
and Regional Offices
All DDGs -Purchase & Quality Assurance including Regional Offices
Technical Director, NIC, DGS&D.
Deputy Secretary (IF), DGS&D
PPS to DG(S&D)/ADG(S)/ADG(QA)
No. No.M/13027/1/2007/C&T
Government of India
Department of Commerce
Directorate General of Supplies & Disposals
(C&T Directorate)
Jeevan Tara Building, Sansad Marg
New Delhi 110 001
Dated 1stDecember2008
Subject:
On line placement of Supply Orders against DGS&D Rate Contracts
Reference: (i) Min. of Finance, Deptt of Expenditure circular No. 8(5)/E.II(A)/ 2006 dated 10th Jan, 2007 & (ii) DGS&D letters/Circulars No. M-12014/02/C&T/2007 dated 16th March, 2007, 10th May, 2007 and 22 -08-2008 (available on our web site)
As per instructions/guidelines issued vide this office letter dated 22-08-2008 referred above, w.e.f. 1st October, 2008, only supply orders placed online against DGS&D Rate Contracts shall be entertained and any supply order placed manually will not be accepted. DDOs shall download the supply order and send an ink signed copy to the concerned paying authority specified in the Rate Contract through Registered/Speed post immediately after on-line placement of Supply order(s).
2. This office has received enquiries from various offices on the requirement of Digitally Signing the Supply Order generated on line as doubt has arose on the instructions to “download the supply order and send an ink signed copy to the concerned paying authority”. In this regard it is clarified that supply orders generated online are to be Digitally signed. In case the process of Digital Signing of Supply order is not successful and a failure report appears on the screen, copy of failure report along with ink signed supply order generated on line will only be acceptable in lieu of digitally signed supply order. This facility will be available only upto 31-01-2009. The above facility shall stand withdrawn from 01-02-2009. On or after 01-02-2009, Digitally Signed Supply order generated on line shall only be acceptable.
3. It is further clarified that offices located at Car Nicobar, Lakshadweep, Ladak and Uttar Kasi are presently exempted from placement of online Supply orders due to non availability of NIC office/internet connectivity at their District Hqr.
4. All DDOs are requested to kindly note the above instructions for compliance.
(R.Radhakrishnan)
Director (C&T)
Directorate General of Supplies & Disposals
(Planning and Co-ordination Directorate)
New Delhi-110 001
Circular No.6 dated
05-09-2008
Sub: Online placement of Supply Orders by Direct
Demanding Officer.
It has been decided with the approval of D.G.(S&D) that w.e.f.
01-10-2008 in respect of R/Cs placed On-line,
supply order which has not been
placed on-line (manual supply order) would not be taken into cognizance by the
DGS&D, CCA and other agencies and the DGS&D’s QA Wing would not do any
inspection of those supplies, which are offered for inspection based on such
manual supply orders.
2. To
implement the above said decision, it has been decided to incorporate following
clause through amendment in all existing online R/Cs by all Directors of
Purchase at Headquarters and Regions:-
“With
effect from First October Two thousand eight (01-10-2008), all Supply Order(s)
against the Rate Contract must be
placed by Direct Demanding Officer(s) on on-line through D.G.S.&.D
web site (www.dgsnd.gov.in) (indentor’s page) only. Supply
order (s) in any other form placed on or after 01-10-2008 shall not be valid
and shall not be acted upon by the contractor or any other concerned agencies.
DDO shall
download the Supply Order and send an ink signed copy to the concerned paying
authority specified in the Rate Contract through Registered / Speed post
immediately after on-line placement of Supply Order(s)”.
3. The instructions would
not be applicable in case of rate contracts for item for which
e-modules are under preparation viz. Primary Oil, Industrial Gases, B.Twill
Bags, Cement, Automobiles and spares and where on line R/Cs are not available.
4. DDOs have been advised to
place on-line supply orders vide C&T letter No.M-12014/02/2007/C&T dated 22-08-2008 (Copy enclosed). The same is
also available on DGS&D Web-site (www.dgsnd.gov.in) Indentor’s page.
5. All QA Officers of
DGS&D are advised that w.e.f. 1st October,2008 they would not do
any inspection of those supplies which are offered for inspection based on
manual supply orders placed against on-line R/Cs..
6. All the
Purchase and QA Officers are requested
to note the above instructions for strict compliance.
(A.K.Jain)
Director (P&C)
No. M-12014/02/2007/C&T
Government of India
Department of Commerce (Supply Division)
DIRECTORATE GENERAL OF SUPPLIES & DISPOSALS
(C&T DIRECTORATE)
Jeevan Tara Building, Parliament Street,
New Delhi-110001.
DGS&D website: www.dgsnd.gov.in
Dated: 22 -08-2008
Subject: Online placement of Supply Orders against DGS&D Rate Contracts by DDOs– reg.
Reference: (i) Min. of Finance, Deptt of Expenditure
circular No. 8(5)/E.II(A)/ 2006 dated 10th Jan, 2007 & (ii)
DGS&D Circular No. M-12014/02/C&T/2007 dated 16th March,
2007 and 10th May, 2007.
Please refer to Ministry of
Finance, Department of Expenditure circular No. 8(5)/E.II(A)/ 2006 dated 10th
Jan, 2007 wherein it has been decided that online placement of supply orders by
DDOs against the DGS&D Rate Contracts
would become mandatory w.e.f. 1st of April, 2007. DGS&D have made all necessary
arrangements with reference to DGS&D circular No. M-12014/02/C&T/2007
dated 16th March, 2007 and 10th May, 2007. These letters are available on DGS&D
website under the link ‘Indentors Page’.
2. It
has been decided by
DGS&D that w.e.f. 1st
October, 2008, only supply orders placed online against DGS&D Rate
Contracts shall be entertained.
Accordingly any supply order placed manually will not be accepted. However, this will not be applicable in case
of rate contracts for items for which e-modules are under preparation viz.
Primary Oil, Industrial Gases, B.Twill Bags, Cement and Spares. DDOS shall
download the supply order and send an ink signed copy to the concerned paying
authority specified in the Rate Contract
through Registered/Speed post immediately after on-line placement of
Supply order(s)
3. In view of above, all the DDOs are
advised to place online Supply Orders
against the DGS&D Rate Contracts.
(D.K. SINGH)
DIRECTOR
(C&T)
To
- All Secretaries of the Ministries/Departments in
the Government of
- All Financial Advisers of the
Ministries/Departments in the Government of
Copy to:
- All Purchase & Quality Assurance Directorates
at DGS&D Hqrs.
- All DGS&D Regional Purchase / QA offices
& Sub Centres.
- All DDGs -Purchase & Quality Assurance
including Regional Offices
- Chief Controller of Account, Deptt of
Commerce(SD),
- DCOA, Mumbai / Chennai / Kolkata
- Technical Director, NIC, DGS&D.
- Director(IF) DGS&D
- PPS to DG(S&D)/ADG(S)/ADG(QA)
- Mrs. Indira Murthi, Dy. Secretary, Department of
Commerce(Supply Divn), Udyog Bhawan, New Delhi-110001 – for information.
|
GOVERNMENT OF |
|
DEPARTMENT
OF COMMERCE (SUPPLY DIVISION) |
|
DIRECTORATE GENERAL OF SUPPLIES &
DISPOSALS |
|
(COMPUTERIZATION
& TRAINING DIRECTORATE) |
|
‘ |
|
5,
SANSAD MARG, |
No:
M-12014/02/C&T/2007 Dated 16-03-2007
Sub:
Creation of Userid/Password of Direct
Demanding Officers (DDO) , Consignees to enable them to login DGS&D website
for online supplyorders.
Ref:
Ministry of Finance, Department of Expenditure circular No 8(5)/E-II(A)/2006
dated 10/01/2007.
DGS&D’s e-procurement
platform besides modules for internal usage also provides for the following
on-line activities to be performed by indentors:
(i) Placement of supply orders against
DGS&D Rate Contract (R/C).
(ii) Checking the despatch details against
supply order placed.
(iii) Furnishing of consignee receipt
certificate against the supply orders by the
consignees.
(iv) Debit adjustments against supplies made
with accounts officers of DDOs.
There are other online facilities
such as giving suggestions for bringing new items on Rate Contract etc. to
indentors/ DDOs.
Informative portion of DGS&D
website can be accessed without login id by Govt departments and others. However, for interactive modules, mentioned above,
DGS&D has finalised a secure access control system to ensure that only the
concerned and authorised agency/ authority should have access to the relevant
modules/ documents/ data.
The supply order concludes the
contract and is a contractual document and in terms of the Information
Technology Act 2000 (as amended) should be digitally signed by DDO, i.e. by an
authorised officer of the user department placing supply order against the rate
contract on the firm. It is, therefore,
necessary that all officers of your organisation who are authorised to place
supply orders against DGS&D R/Cs obtain valid digital signature
certificates from any of the agency authorised for this purpose. Further, details regarding authorised agency
etc can be seen from the DGS&D website www.dgsnd.gov.in or DIT/ certifying authority website no. http://www.cca.gov.in.
In addition to the legal
requirement of digital signature of contractual documents, DGS&D e-procurement
platform also provides for secure access control system requiring unique
login-id and password to individual DDOs and consignees. It has, therefore, been decided that each
department/ organization would nominate one or two coordinating and authenticating
officers preferably in SAG grade to whom user-id and initial password would be
issued. The initial password would be changed by the concerned user at the time
of first login. The user-id would be in
maximum 12 alpha-numeric characters. The password would be minimum 4 characters
and maximum 8 characters. Upto 4 characters would be indicated by DGS&D to
identify the organization such as nrly for Northern Railway, bsf for Border
Security Force, crpf for Central Reserve Police Force etc. The remaining 6 characters would be utilised
by the concerned department/ organization to give unique login-id to their
respective DDOs/ consignees. The
authorised coordinating officers would be required to coordinate the allocation
of unique user ids for the DDOs and consignees of the organization. Each
coordinating officer of the department/ organization would prepare a list of
officers and allot them a user-id. The coordinating officers would also be
responsible for getting the application form and other documents filled up by
the respective DDOs/ consignees who would operate DGS&D R/C. The
coordinating officers from the departments should ensure no duplicating DDOs in
their lists. They would be given
initial password thereafter. This
password would be changed by the user at the time of first login.
The coordinating officers are
requested to identify the DDOs and monitor further action for obtaining digital
signature certificates from any of the authorised agencies. They should also finalise the login-id of
these DDOs.
Each DDO placing the supply order
may require the goods to be despatched to a number of consignees of the
organization. These consignees should be
able to view the information regarding the supply status by the firm after
inspection and also should be able to furnish the consignee
receipt
certificate through on-line CRC form.
The organization considering the volume of procurement, security etc has
to decide whether these consignees should also have digital signature
certificates or can be asked to furnish CRC through electronic signatures i.e.
login and password system available. In case the value of the consignment is
more than Rs 100000 (one Lakh), the consignee would have to have digital
signature certificates to furnish CRC. In case it is decided that some of the
consignees would not be given digital signatures certificate they would be
given a unique login id and an initial password which would be changed by them
at the time of the first login.
It is possible that one
particular office could be a consignee for more than one DDO and therefore,
master list of consignees for that particular organisation is maintained. A
special care need be exercised in respect of consignees who have not been given
digital signature. This master list would be incorporated in DGS&D data
base and could be used for selection (from a drop down table) of individual
consignee against a particular supply order.
This provision would be incorporated in the system after the details
have been finalised by the user organization.
All these consignees can be selected through the master list while
allocating them quantity against a particular supply order.
Head of Department/ Organization
are therefore, requested to immediately take the following action for smooth
operation of the electronic supply order against DGS&D R/C:
(i) obtain digital certificate for DDOs authorised to place
the supply order against DGS&D R/C.
(ii) decide the details of the consignees who would not require
digital signature certificates but would operate only through electronic
signature, i.e. login-id and password for furnishing CRC etc.
(iii)
Finalise
login-ids of all DDOs and consignees.
(iv)
to
issue internal instructions to ensure that the DDO and/ or consignee who demit
the office either by transfer, superannuation etc are not able to operate the
login-id, digitally sign if not authorised to do so.
(v)
While
creating the user id, the characters such as
dot(.), Hyphen (-), dash (_) are allowed.
Special character such as # is not
allowed. The users should not leave space at the
beginning of the user id / password.
They are also requested to create the password in the lower case.
(vi)
Further
supplementary userid for data entry by the staff would be explored. However, user has to apply the digital
signature at the time of submitting the documents.
(vii)
It would be sole the responsibility of such
consignee to ensure the confidentiality of their userid password and digital
signature for CRC etc. Any misuse of the above would be the responsibility of
the holder of such userid, password and digital signature.
(viii)
The
software will provide popup and tool-tips for creation of userid / password
with existing list of passwords, alerts and warning messages while entering
duplicate data. The guidance given by the system should be
followed so that the duplicate entries can be removed.
(ix)
It is
expected that approximately 20 logins would be created for a department and 2
supplementary logins for data entry for each department would be created.
DGS&D has already created
helpdesks in this regard in its regional offices. Details are available
on DGS&D website. DGS&D has also
set up a coordinating team of officers to answer queries and provide help concerning
login-id, password etc. The details of officers are as under: -
Tele
No
1. Sh. P.K. Saini Director of Supplies 011-
23362352
2. Sh. K.C.Jha Director (QA) 011-
23361899
3. Sh. S.K.Gupta Dy Director of Supplies 011- 23362352
4. Sh. S.N. Srivastava Dy Director of Supplies 011- 23362961
5. Ms. Gita Pandey, Asst. Director (QA) 011- 23362890
6. Sh. Raghavendra, Sr.System Analyst, NIC 011- 23348535
(M.C. Chakrabortty) Director (C&T)
Telefax 011-23362890
Copy
To
All
Ministries/Departments of the Govt of
All
DGS&D Regional Offices/Sub-Centres
All
Purchase/QA Dtes at DGS&D HQ
……………………………………………………………………………………………………………..
No.
M-12014/02/C&T-2007
GOVERNMENT OF
Department Of Commerce
(Supply Division)
Directorate General of Supplies & Disposals
(Computerization & Training Directorate)
(Fax/Phone No. 23362890)
Dt:
10 May 2007
Sub: Creation of Userid/Password of Direct Demanding Officers (DDO),
Consignees to enable them to login DGS&D website for online Supply Order.
Ref: 1) Ministry of Finance, Deptt of Expenditure circular No. 8(5)/E-II(A)/ 2006 dated 10-01-2007.
2) DGS&D letter No. M-12014/02/C&T/2007 dt. 16.03.2007, and
DGS&D is in the process of creating the initial user-id and password for the Government Departments /organizations. With reference to this office earlier letter of even number dated 16.3.07 wherein you were requested to nominate one or two co-ordinating and authenticating officers of SAG grade to whom user-id and intial password would be issued (preferably they should be Head of the Department). DGS&D will be creating initial user-id and password for the nominated Head of the Department only. It will be the responsibility of the authorized coordinating officer to further create the user-id and passwords for DDOs and consignees of their organizations. The form for furnishing details of indentors and its users is available on DGS&D website www.dgsnd.gov.in on Indentor’s page. You can directly download the form from the site. For your ready reference, a copy of the form is enclosed as Annexure ‘A’. You are requested to go through the forms and submit the same duly filled in and countersigned by the competent authority in the presence of one Gazetted officer on your letter head.
It is again reiterated that the Heads of the Departments / organizations must take immediate action as suggested in the DGS&D letter dated 16.3.2007 available on the DGS&D website. The detailed instructions for creating the password for the DDOs have already been given in our earlier letter dated 16.3.2007.
(D.K. SINGH)
Director (C&T)
Encl: As above- Annexure ‘A’
__________________________________________________________________________
ADVANTAGES IN ASSOCIATING WITH DGS&D
- Facility of bulk
purchase of lowest competitive price.
- Enables buying as &
when required.
- Saves effort involved in
tedious & frequent tendering.
- Just in Time
availability of supplies for inventory management.
- Availability of quality
goods with full quality assurance back-up.
- Rate contracts for
Govt. purchases concluded with registered firms
- Quality Assurance of products
at various stages of manufacture, commissioning & testing
- Preparation of
technical specifications for tender enquiry & technical evaluation of
bids
- Vendor assessment for
placement of contracts and registration
- Testing &
Evaluation of stores
- Failure investigation
of stores
- Development of small
scale industries and KVIC units
- Quality Audit of
supplies at users end
- Provides single window
service by giving information about DGS&D functions to the indentors
& the industry
- Assisting BIS in preparation
and updating of National Standards
BENEFITS OF DGS&D WEBSITE & COMPUTERIZATION TO
INDENTORS
- Down loading of
DGS&D Manual, forms
- Downloading of tender
particulars /specifications
- Downloading tender
enquiries
- Downloading of Rate
Contracts documents
- Viewing the profiles of DGS&D registered
suppliers
- Forwarding feedbacks on
the consultative meetings for enforcing the departments requirements
- Downloading the various
purchase policy circulars, general terms and conditions
- Facilities for online
placement of supply orders and also for sending email to suppliers
- Entering the receipt
particulars of stores so that the
PAO can release/recover necessary amounts without delay
- Up-to-date checks and
balances for indentor’s account
- Indentor/Consignee wise
reports
- State wise registered firms
reports
- State wise users
consumption of RC items/cost
- Industries growth and
analysis to bring more firms on RCs
- Online Complaint in
case of non receipt, damage, complaints on the stores under the inspection
note.
o Rate Contract Documents
o Placement of online Supply Orders,
o Stores Receipt Details Entry
o Vendor’s profiles
o Suggestions for bringing new items on Rate Contract
o Complaint against the Stores
o Instructions to Consignee on Acceptance/Rejection of stores
o General Terms & Conditions
o Important messages,
REQUIREMENTS AND EXPECTATION FROM INDENTORS
The user’s machines should have windows 2000 and above or
XP operating system with IE 5.0 and above
The user’s machine should have adobe reader version 6.0
It is preferable to load j-initiator with certificates and
jar files in the user’s system. These files can also be down loaded from the
icon Web-support files of DGS&D Site.
Whenever the users in need of help they can contact
the nearest offices as per addresses column of DGS&D site. They can also
contact the following officials namely Director (Computerization and Training)
Tele No 23362890 or Additional Director General (Quality Assurance) Tele No
23742225 for any help.
Regarding issue of
digital signature by NIC-CA, it may be noted that NIC-CA is charging lower rates and the most of the
Government Departments are interested in obtaining the digital signature
certificates from NIC-CA. However, it has been informed that the officers
applying for D.S.C. have to present themselves physically before the NIC-CA
officials. The officials of NIC-CA
authorized to issue DSCs are only available in
INSTRUCTION TO INDENTORS FOR PLACEMENT OF SUPPLY ORDER
(i) DDOs may continue to place Supply Orders manually for spares, industrial gases, cement, jute and NDP based items till further instructions by DGS&D as end-to-end software are under development.
(ii) While generating the Supply Orders through the system in case of any slab discount is applicable in the R/C, the discounted price is not reflected in online Supply Order as the field entries in the software for discount are yet to be incorporated. It would require chain of modules to be suitably modified. Therefore, DDOs should place online supply orders which may not calculate the total prices based on the slab discount, if applicable in the R/C. However, discounted prices shall be paid to the firm by the Paying Authority i.e. Controller of Accounts at the discounted rate mentioned in the R/C. The R/C terms & conditions shall override the terms and conditions of the Supply Order. A stipulation on the Supply Order that the R/C terms and conditions have overriding effect on the Supply Order has already been incorporated.
(iii) As the DDOs are facing the difficulty in getting the digital signatures from the Certifying Agencies. Therefore, it has been decided that for the time being, DDOs may generate the Supply Orders through the system and send printed copy of Supply Order duly ink signed to all concerned as per existing procedure. This facility has been allowed for three months only i.e. up to 31.12.07. Thereafter, placement of online supply orders with digital signature only shall be acceptable.
GUIDELINES TO INDENTORS FOR USAGE OF INDENTOR’S PAGE
These facilities are built under the head “Indentor’s
Page”. Users have visit the above DGS&D website and click the Indentor’s
Page. The system will launch a system support file of JVM and will prompt the
user for creation of new user-id /password. The users have to create their own
user-id/password. First time users have to fill in a form with certain details
to be registered as a user. These user-id/passwords can be used in future
whenever the users logon to Indentor’s Page. After signing in the users will be
able to see the above menu items.
Procedures for viewing and downloading Rate Contract Documents
Click the Rate Contract Document on the menu items
Select
the stores from the list for which Rate Contract to be viewed
Select
the Suppliers from the list for which Rate Contract to be viewed
Press
the button “Proceed” and select the items for view of RC
After
viewing click the print icon for printing the viewed documents.
The
documents can also be saved as a separate document.
Procedure for
Receipt Details Entry of Stores
The Stores Receipt Details Entry is required for online
payment system being launched by DGS&D. Therefore all the users are
requested to obtain digital certificates and avail the online services provided
by DGS&D.
Enter INote Date
Select the INote no
The users can also view the INote, Supply order and
despatch details if entered already
All the despatch details will be populated from the
despatch module entered by the suppliers.
The users have to enter the quantities received item wise.
If any discrepancies are noticed the same have to be entered in the system
All the other entries as required in the screen have to be
fed and finally save the details.
Procedures for
Searching the Vendor’s Profile.
Enter first three characters of the Vendor from the list
for which Registration Details of DGS&D registered firms to be viewed
Select the Supplier, works and items on the multiple
screens for minor items details
Enter first three characters of the items from the list for
which Registration Details of DGS&D registered firms to be viewed
Select the items, suppliers, works and work-wise items on
the multiple screens for minor items details
After
viewing, click the print icon for printing the viewed documents.
The
documents can also be saved as a separate document.
Procedures for
Suggestions for bringing new items on Rate Contract
Click the Suggestions on the menu items
Click the Application for new items from the submenu
Indicate whether you are a vendor or indentor and complete
address
Indicate the Item and brief specification
Indicate the major user’s name
Indicate the approximate annual Drawl and fill up all other
entries
After saving you will get an acknowledgement number to know
the status
In order to know the status click the status of application
and the status of the application will be shown whether pending or processed
Procedures for
Complaining against the Stores received through RC
Click the QA office
Enter the INote Date
Select the INote no
All the Supply order details will be populated from the
supply order module and also from the despatch module
The users have to select the nature of the complaint and
the quantities under dispute.
The users have to indicate the details of investigations
carried out with respect to governing specifications
All the other entries as required in the screen have to be
fed and finally save the details.
After saving you will get a system generated complaint to
know the status
Procedures for
down loading Instructions to Consignee on Acceptance/Rejection of stores ,
General Terms & Conditions, Important messages,
FREQUENTLY ASKED QUESTIONS (FAQs) BY INDENTORS/DDOs
Suggestions for approval of LAB for TTC/DDOs
Q1 Who can place Supply Order on-line?
Answer: The authorized officer of any Central Govt. Ministry, Department or Office holding user ID and Password can place Supply Order on-line.
Q 2 Is placement of Supply Order on-line mandatory?
Answer: From 1.10.2008, placement of on-line Supply Order has been made mandatory except for items viz. Cement, Industrial gas, Primary Oil, Automobiles and Spares. However, offices located at Car Nicobar, Lakshadweep, Ladak and Uttar Kasi are presently exempted from placement of online Supply orders due to non availability of NIC office/internet connectivity at their District Hqr.
Q 3 How the Supply Order is to be placed on-line?
Answer: Down load ‘web support files’ located on top left corner of DGS&D web site and ‘save’ in any location in your computer. The file will be be saved in a folder. Once web support file is down loaded and installed further. For any reference click here
Q 4 How to get the user ID and Password for placement of on-line Supply Order?
Answer: Head of Department of a Government Organization (preferably SAG level) needs to apply for user ID and Password at the following address:
Director (Computerization and Training),
DGS&D, 2nd Floor,
Jeevan Tara Building,
5, Parliament Street, New Delhi-110001
Tele/Fax: 011-23362890
Q 5 Whether HOD can create user ID and Password for his DDOs?
Answer: Yes. For procedure click here
Q 6 Is the Supply Order required to be digitally signed?
Answer: Yes. However, in case there is any failure report on Digital Signing, copy of failure report along with ink signed supply order generated on line will only be acceptable in lieu of digitally signed supply order. This facility will be available only upto 31-01-2009 and Supply order generated on line on or after 01-02-2009 should be Digitally Signed.
Q 7 What will happen if DDO is transferred from one place to another place?
Answer: HOD has power to de-activate the user ID and Password issued to one officer and to create new user ID and Password to another officer. User ID and Password of officer being relieved should be de-activated by the HOD and a new user ID and Password for the officer joining the office should be created by the HOD.
Q 8 Whether HOD can also act as DDO and/or Consignee?
Answer: Yes
Q 9 Whom should I approach to get the digital signature?
Answer: Digital signature can be obtained from any of the Certifying Authorities (CA) approved by the Controller of Certifying Authorities (CCA).
Click here for details of Certifying Authorities
Q 10 What class of digital signature is required for placement of on-line Supply Order?
Answer: Class III digital signatures with facility for encryption and decryption.
Q 11 I am facing problem in accessing DGS&D website through internet?
Answer: DGS&D website presently runs with Internet Explorer 5 and 6 and on-line supply Order can be digitally signed on Internet Explorer 5 and 6.
The DGS&D website www.dgsnd.gov.in does not work on
-Windows Vista Operating System
-Windows Explorer 7.0 Version or higher Version
-Mozilla Firefox/Netscape
Q 12 What hardware is needed for running digital signature?
Answer: USB token or Smart Card cum Card Reader
Q 13 What if digital signature option does not work?
Answer: Before applying digital signature, electronic lock component software (click here) is to be installed on the client machine. After successful installation of digital lock, digital signature will work without any problem, if Internet Explorer used is IE 5 and IE 6. Electronic lock component software for IE 7 and IE 8 and Mozilla fire fox is under development and will be released shortly.
Q 14 At times, I find that the web server is very slow and takes lot of time to place Supply Order. Sometimes, the website is not accessible.
Answer: Generally, there is no problem with the server speed. Many a times, internet line of the individual indentor is slow, which creates problem. This needs to be addressed at their end. Shri Vijay Kumar Chuttani, SSA, NIC (Tel 011-23348535) can be contacted to ascertain if there is any problem with DGSD server.
Q 15 When I click the “back” option to go to previous page to make any changes in the data already entered, the site comes to home page instead of going to previous page. Again, I have to login to the site to go to the particular page. This is time consuming and tedious process.
Answer: While going back, you need to click only once (single clicking). Double clicking must to be avoided. Double clicking is the feature of MS Windows and not of any other platform.
Q 16 How to take print of on-line Supply Order?
Answer: There is an option of view Supply Order on the Supply Order main page entry. This generates on-line Supply Order, which can be printed by selecting print option at the home page. Adobe Acrobat reader software must be installed in the Computer. Click here to down-load Adobe Acrobat.
Q 17 How to enter the taxes applicable depending upon various tax concepts?
Answer: Taxes and Duties are payable as per the terms and conditions of the Rate Contract and are re-verified at the time of making payment and this option is not available with the indentor/DDO.
Q 18 Whether withdrawal of Rate Contract and/or any amendment to Rate Contract are regularly updated?
Answer: Yes
Q 19 Adjustment of accounts and receipt of bills takes longer period. This leads to lapse of funds against the particular financial year with the amount not debited in that particular year.
Answer: As and when e-billing and e-payments system comes into operation, it will be possible to have on-line debit adjustment through the e-payment module. This is presently under discussions.
Q 20 Whether list of service centers of the vendors available on DGS&D website?
Answer: Not at present. However, this information would be available in due course.
**********
Disclaimer -
Direct Demanding Officers may please note that the older Rate Contracts were
issued in normal paper formats before full adoption of e-procurement. These are
available on web site separately in html format. The data being viewed has been
specifically created for use in e-procurement modules of Supply Orders, Inspection
Notes etc. Though every precaution has been taken to ensure correctness of the
data, Direct Demanding Officers should also peruse the details of Rate
Contracts available in html format for older Rate Contracts on DGS&D web
site. In case of any variation or discrepancy between the two documents, the
Rate Contract document issued in paper format shall prevail. Its copy is
available in html format on web site as afore-mentioned. Deviations and
discrepancies in the two documents may be corrected in the Supply Order and
brought to the notice of concerned Director for necessary corrections.
Next Rate Contract for the period 2006-07 would be
issued through the module and could be used straightaway.
- This Supply Order has been placed based on data
generated after placement of the Rate Contract issued under the signature of
authorized signatory. In case of any variation or discrepancy in rates and
terms and conditions etc. in this Supply Order and the Rate Contract issued by
the Dte. to the supplier, the rates and terms and conditions of the Rate
Contracts issued by the Dte. to the supplier shall prevail.