DMFT Rajsamand Digital Management System

1. Background
The District Mineral Foundation Trust (DMFT) Rajsamand was constituted under the MMDR
Act, 1957 and DMFT Rules, 2016 (as amended) with the objective of utilizing mineral royalty
contributions for the welfare and development of mining-affected areas and communities.
At present, DMFT operations such as work proposal processing, sanctions, financial
approvals, file movement, monitoring, and reporting are largely handled through manual
and paper-based systems, resulting in:
 Delays in decision-making
 Limited transparency and traceability
 Heavy dependency on physical files
 Challenges in audit and monitoring
 Inefficient coordination among stakeholders
To address these challenges, DMFT Rajsamand proposes the development of a
comprehensive, role-based, workflow-driven online system.
2. Purpose of the System
The proposed system aims to digitize and automate the complete lifecycle of DMFT works,
starting from work requests and approvals to sanction issuance, fund utilization tracking,
inspection, consolidation, and audit, while maintaining strict compliance with statutory rules
and administrative procedures.
The system is designed as a decision-support and governance platform, not merely a data
entry application.
3. Scope of the Proposed System
The system covers the following functional areas:
 General Council recommendations and approvals
 Sanction management (AS, TS, FS)
 Finance approvals and installment management
 e-File based workflow and hierarchical decision-making
 Work monitoring, inspections, and consolidation
 Document generation, e-signing, dispatch, and verification
 Public information dissemination and grievance handling
 Reporting, MIS, audit trails, and compliance
The system supports end-to-end digitization of DMFT administrative and financial processes.
4. Key Stakeholders
The system is designed for use by the following stakeholders:
 Chairperson, DMFT (District Collector)
 Trust Executives (Treasury Officer, Secretary DMFT, and others as notified)
 Trust Employees (Trust Assistant, Examiner, Accountant, etc.)
 Working Agencies (PWD, PHED, etc.)
 User Agencies (Departments using completed assets)
 Inspection Agencies
 General Council / Trustees (view-based access)
 General Public (limited, informational access)
5. Core Features & Highlights
5.1 Role-Based Access & Control
 Granular role and label-based access
 Area-wise, sector-wise, department-wise controls
 Multiple roles per user supported
5.2 e-File & Workflow System
 Digital file creation and movement
 Hierarchical approvals with comments
 Full traceability of decisions
 No deletion of files or records
5.3 Sanc on & Finance Automa on
 Work status tracking from recommendation to completion
 Configurable finance approval rules
 Installment issuance with utilization checks
 PDA account–based financial tracking
5.4 Work Management & Monitoring
 Complete work “single source of truth”
 Documents, inspections, photos, and progress tracking
 Contractor details and work order records
 Consolidation and closure management
5.5 Template & Document Management
 Standardized, multilingual templates
 Dynamic document generation
 Aadhaar-based e-signature integration
 QR-code based document authentication
5.6 Dashboard, Reports & MIS
 Role-based dashboards with widgets
 Pendency tracking
 Exportable reports (Excel/PDF)
 Audit-ready MIS
5.7 Public Interface & Grievance System
 Informational public website
 Online grievance and feedback submission
 Internal handling and response workflow
5.8 Audit, Security & Compliance
 Complete audit trail for all actions
 Strong authentication and access protection
 Non-editable and non-deletable records
 Compliance with government IT and audit norms
6. Technology & Architecture Overview
 Web-based, responsive system
 Secure backend using enterprise-grade technologies
 Relational database with audit segregation
 Integration with Email, SMS, Google Maps, Aadhaar e-Sign
 Designed for 60–100 concurrent users
 Scalable and future-ready architecture
7. Governance, Transparency & Accountability
The system strengthens governance by:
 Making every decision traceable
 Reducing discretionary opacity
 Improving financial discipline
 Enabling faster, evidence-based approvals
 Supporting statutory and financial audits
8. Future Readiness
The system is policy-driven and configuration-based, allowing:
 Changes in DMFT rules without code changes
 Addition of new roles, departments, or sectors
 Expansion to other districts if required
 Integration with future state or central platforms
9. Approval Sought
Approval is sought for:
1. 2. 3. Adoption of the proposed Online DMFT Management System
Implementation of the system as per the detailed SRS
Allocation of resources for development, deployment, and training
10. Conclusion
The proposed system represents a transformational shift from manual administration to a
transparent, efficient, and accountable digital governance framework for DMFT Rajsamand.
Its implementation will significantly enhance:
 Administrative efficiency
 Financial control
 Transparency
 Public trusT