User Manual

(for NGO Users)

NGO Grants Online Application

and Tracking System

URL: http://ngograntsmota.gov.in

Ministry of Tribal Affairs

Application Designed and Developed by

NIC, Ministry of Tribal Affairs

 Table of Contents

1. Introduction: __________________________________________________________ 2
2. Application Scope & Features: ____________________________________________ 3
3. Operational Procedure: _________________________________________________ 4
3.1 Registration on the Portal ___________________________________________________ 4
3.2 Enter Bank Details _________________________________________________________ 6
3.3 Application Proposal Submission _____________________________________________ 7
3.4 Uploading of necessary Documents ___________________________________________ 9
3.5 Final submission of application ______________________________________________ 11
3.6 View Status of the Application Proposal ______________________________________ 12
4. Frequently Asked Questions: _______________________________________________ 13

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1. Introduction:

To replace the conventional methodology adopted by the Ministry, for issuance

of Grant-in-Aid (GIA) to NGOs, the Ministry implemented web based “NGO’s
Application Proposal Submission, Processing and Tracking System”,
http://www.ngograntsmota.gov.in/ngo-login with the following objectives:

• Common Platform for Online Registration of NGO’s seeking Grants-

in Aid for their projects carried out under welfare schemes run by
the Ministry of Tribal Affairs.
• Facility to submit online NGO’s application forms for Grant-In-Aid
proposals under various schemes of Ministry of Tribal Affairs.
• Uploading of necessary documents along-with application proposal
by NGO, as prescribed in the respective NGO scheme of the Ministry.
• Work flow-based application design consisting processing/
functionalities at the level of District, State and Central Ministry, as
approved by Ministry.
• Online processing of the NGO’s application by the various officials/
Back Office users, as per the role defined by the Ministry.
• Complete transparent back office process to keep track of the NGO’s
application forms among the stake holders.
• Proposals, Checklist and Inspection report on the dash board as per
their role in the application.
• To make the functioning of the organization more efficient and
effective for decision making.
• To minimize postal delays in the movement of the application among
various stakeholders.

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2. Application Scope & Features:

Role based web application “Grant-in-aid to NGOs, proposal submission,

processing and tracking system” cover the following scope of functionalities
provided in the System.

• Online Registration of NGO’s on the portal

http://ngograntsmota.gov.in
• Online proposal submission by NGO on the portal.
• Uploading of necessary documents (up-to 3 MB) as per the checklist
prescribed for scheme applied.
• Facility of proposal saving in draft/ final mode by the NGOs.
• Immediate allotment of NGO’s proposal acknowledgement no. after
saving the proposal in draft mode.
• Provision to NGOs for replacing invalid documents uploaded, if
proposal is found ‘not in order’ by District/Centre Dealing Assistant.
• Issuance of Grants-in-Aid amount to NGO’s directly to their bank
accounts registered for a specific scheme.
• Online Verification, validation, recommendation, scrutinizing and
sanctioning of NGO’s proposal by the BO users at District, State and
the Central Ministry level.
• Generation of Sanction Letter for Grants-in-Aid to NGOs.
• Classification of NGO’s proposal for new cases applied, receiving GIA
for less than 3 years and more than 3 years cases.
• State-wise online reports for NGOs proposal applied, rejected,
recommended by the state, new cases, on-going cases are provided.
• Application access to the authorised NGOs and Back Office Users.
• Session time for better performance of the system maintained.
• Forget password option provided to manage user password. OTP on
registered email ID and SMS on mobile phone sent to re-set the
password.

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3. Operational Procedure:

NGOs seeking Grants in Aid for the projects / schemes running under the Ministry
of Tribal Affairs can apply online on http://ngograntsmota.gov.in

3.1 Registration on the Portal

i. Open http://ngograntsmota.gov.in any internet browser.

ii. NGOs who have already registered, may login using their login
ID, Password and captcha (Random image)

iii. New NGOs have to register first on the NGO’s portal. Click
“Register Your NGO” option provided at the left bottom of the
homepage.
iv. During online registration, NGOs will enter User ID and
Password of their choice and will use the same while using the
portal.
v. NGO must strictly follow instructions for valid characters to be
used in user ID and password.
vi. NGOs will have to enter basic NGO details, Registration details,
Sectors/schemes/projects, achievements, contact details etc.

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vii. After submission of necessary details of NGO, following message
will show: “Successfully Registered. Your NGO ID is Xyz12@3”.

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 viii. Now NGO user can login to the portal with the help of User login/
password as were submitted during NGO registration.
ix. After NGO’s login, a list of application forms submitted by NGOs
the following screen will appear as shown below.

3.2 Enter Bank Details

i. After registration, NGO will have to enter Bank account

details. More than one bank accounts of NGO can be entered
through the following screen.

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 ii. When NGO submit bank details as final, the system asks it to
confirm and by pressing “Yes” the user can proceed further.

iii. The message “Bank Details Saved Successfully” will appear on

the screen.

3.3 Application Proposal Submission

i. Now, after submission of bank details, the NGO have to

apply and submit application for GIA sanction. NGO will click
on the option “GIA to VOs/NGOs working for Welfare of STs/
Strengthening education of ST girls/ Vocational Training for STs ”

provided in the left frame and then click “APPLICATION

FORM” to open a new blank form.

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ii. Since NGO application form is lengthy and takes much time
to complete, it is recommended that NGO should save the
application after every 5-7 minutes through the option “Save
as Draft” to keep the server session time of the application
alive.
iii. When NGO save the application in Draft Mode, immediately
the Acknowledge Receipt of the NGO’s application is
generated. Once the proposal acknowledgement id of the
application proposal received, NGO can logout anytime and
can continue to enter the application details later on.

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 iv. Using credentials, NGO can login and see the application
submitted by him/her with the status “Pending with NGO in
Draft Mode” by clicking on the option “Application Submit by
NGO” provided in the left frame as shown below.

v. NGO can continue to fill-up the remaining portion of the

application by selecting “Edit [Application Form]” under the
Acknowledgement Number of the applied proposal form
which he/she want to continue to submit finally.
vi. NGO will further continue to enter application details.

Keeping lengthy application form in mind, it is suggested to the save the

application proposal after every 5-7 minutes in draft mode.

3.4 Uploading of necessary Documents

i. Next part in this process is to submit necessary document

for scheme applied. NGO will select “Upload (selected)
scheme documents” and acknowledge No. of the application.
The system will ask “Do you want to upload documents of
the project”?

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ii. If NGO click “Yes”, list of necessary documents to be loaded
in respect of Scheme applied, will appear.
iii. NGO will select file to be uploaded by “Choose File” option
and press “Upload” button to upload. The status of uploaded
document will turn to √ sign.
iv. Necessary documents to be uploaded should be in pdf format
only, having 200 DPI and maximum of 3 MB size.
v. NGO can view uploaded documents as following and invalid
document uploaded earlier, can be replaced.

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 vi. NGO can edit the application detail using Edit Application
option provided below acknowledgement no provided on
login page.

3.5 Final submission of application

i. NGO can view the status of his application which is still lying
pending with NGO in draft mode i.e. the application is not
submitted/ saved as final as yet.
ii. NGO should ensure that all the application details and
uploaded documents are correct before saving the
application as final. Application once saved as final, cannot
be further modified as indicated on the screen given below.

iii. NGO will save his/her application through “Save as final”

button. Application proposal will be saved finally and the
message will appear on the screen.
iv. If the application proposal is not saved as final, NGOs
should look into the application details marked in red colour
as shown on the screen. All mandatory fields should
necessarily be entered.
v. After saving as final, the Acknowledgement Receipt of the
application proposal is generated bearing message “Your
application will be sent to concerned officer for processing”.

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 vi. NGO can view complete application through “View Form”
button provided.

3.6 View Status of the Application Proposal

i. NGO can view the status of his application any time after
login and take the printout of Acknowledgement Receipt.
Present status of NGO proposal after final submission is
shown “Pending with District Officer”.

ii. NGO can see the status of his application through the option
“Know your application Status” provided on the login
page.

iii. NGO will select Acknowledgement No. of the application and

the status of application will appear as shown below.

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 iv. NGO should approach the District Tribal Welfare Office /
District Collector after final submission of his/her application
proposal.

4. Frequently Asked Questions:

Q. 1. How can I apply for Grants in Aid to NGOs for the schemes of the
Ministry of Tribal Affairs?

A. 1. NGO have to register on the portal

http://ngograntsmota.gov.in where NGO should enter NGO
User ID and Password of his/her choice. It will be used every
time by NGO while using NGO application.

Q. 2. I have forgotten my password for NGO application. How can I

retrieve or re-set my password?

A. 2. NGO can use Forget Password option provided on the

homepage. An OTP will be sent to the NGO’s registered e-Mail
ID and mobile no. Using this OTP, NGO can re-set the
password.

Q. 3. I tried to re-set my password using Forget Password but did not

get SMS on my registered mobile.

A. 3. There may be some issue with SMS Gateway Server or delay in

SMS delivery. NGO can find OTP in your registered e-Mail
account also.

Q. 4. I got OTP in my registered e-Mail while tried to re-set password.

But I got automatically logged out when I tried to submit it.

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A. 4. While checking mails for OTP received, user got logout due to
session timeout. The OTP is valid for 24 hrs. and can be used
by NGO for re-setting password.

Q. 6. My Bank name is not appearing in the combo box while entering

my Bank account details in the application.

A. 6. NGO should send scanned copy of his/her pass book bearing

bank account, address, district, IFSC Code, MICR code etc.
certified by the bank to [email protected] for updating
bank master file.

Q. 7. I want to edit my bank details on NGO Portal of the Ministry.

A. 7. Bank details of NGO is not editable but NGO can add another
bank account detail on the portal.

Q. 8. I am unable to save my application details and the error

message” You don’t have privilege to access…. Click here to
go to Homepage” appears on the screen.

A. 8. Since the application form of schemes is lengthy and takes time

to enter. It is recommended that NGO should keep on saving
application details after every 5-7 minutes in draft mode.
Session timeout for application is 20 minutes which leads NGO
to logout, if not saved the application within 20 minutes.

Q. 9. I have entered some wrong information in the application form

by mistake. Can I update the same now?

A. 9. Yes, NGO can update the application details, but only if the
application is lying with NGO in draft mode. NGO have to click
Edit Application option provided in the login page.

Q. 10. During uploading of documents, I uploaded some invalid

documents in the application form by mistake. Can I update the
same now?

A. 10. Yes, NGO can choose the related correct document and click
Upload option. The desired document will be replaced but only
if the application is lying pending with NGO in draft mode.

Q. 11. I am not able to upload necessary document of the scheme

online for my application?

A. 11. Recommended size and format of the documents to be

uploaded is 3 MB in PDF format (200DPI) only. Take this
much into consideration.

Q. 12. After saving my application as final, I came to know that I have

uploaded a few wrong documents. Can I still replace the same?
A. 12. No. NGO can neither change application details nor replace
uploaded documents once saved his/her proposal as final. But
when the application is examined by the Dealing Assistant,
the invalid documents will be marked as “Not in order” by DA
and the application will be available to NGO for correct
uploading. NGO should replace and submit the indicated
documents and contact DA in District/Centre in this regard.

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Q. 13. I have submitted my application proposal online on NGO’s
portal but my application is not found at District Collector/ Tribal
Welfare Office?
A. 13. It may happen due to the following reasons:

i. NGO did not save the application as final and still lying
with NGO in draft mode. NGO can check the status of his
application after login.

ii. NGO submitted some other district name of the project in

the application. In this case the application is automatically
forwarded to the corresponding District Collector / Tribal
Welfare Officer.
iii. DSWO did not select that specific NGO scheme to deal
with, at the time of his/her registration on the portal.

Q. 14. How can I know the status of my application?

A. 14. NGO will have to select the Acknowledgement No of the

application on the login page of the portal. Option “Know your
application status” is provided on the top of the left frame of
the login page.

Q. 15 Dealing Assistant has marked few of your documents “not-in-

order”. How to upload the documents.

A. 15 NGO after logging in will click on upload documents from the

left frame and select the acknowledgement number and click
“Yes” and the list of deficient documents will open and NGO
can upload the correct documents. Click on “Submit” only
after uploading all the correct documents.

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