User Manual For Department Admins Version 1.0
User Manual For Department Admins Version 1.0
for
Department Admins
for
IREPS (Works)
Version 1.0
Indian Railways E-Procurement System
___________________________________________________________________________________________________________________________________________________________________________________________
AUTHOR APPROVED BY
SIGNATURE
Revision History:
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Table of Contents
1. General Information
NIT: The NIT module contains the process of NIT (Notice Inviting Tender), Tender
Document Creation and Publishing, Corrigendum Creation and Publishing, Pre-Bid Queries
and Responses against these Queries.
BID (Bidding, Evaluation, etc.): The Bid module contains the process of Payments for
Tender Document Cost (TDC) and Earnest Money Deposit (EMD), Submission of Techno-
Commercial and Financial Bids, Uploading of Documents, Tender Box Opening, Generation
of Comparative Statements, Automatic Ranking of Bids and Creation of Briefing Notes. All
firms who get themselves registered on the IREPS website through an online registration
process, and who are authorized to bid against a tender can submit their bid against the
tender through the IREPS application.
Help Desk: The Help Desk is the module of the EPS application which provides the facility
to Contractors, Railway users and others to get help if they face any problem at the time of
using the application, or if they have any query regarding the application. This module
tracks the log of all queries raised by different users and log of replies sent by help desk
users to the raisers.
For clarification about any specific process of IREPS application the contact point is Help
Desk. For further details about Helpdesk functionality, Helpdesk section of this manual
may be referred to.
2. Getting Started
2.1. General
The detailed guidelines regarding software & Hardware requirements are laid down in a
separate manual titled Getting Your System Ready for IREPS Application. This manual
can be downloaded through the Learning center link available in the left navigation bar of
the home page of IREPS application (www.ireps.gov.in). Users are advised to go through
the above mentioned manual before reading the current manual.
Web Page
The image below shows the different elements of a web page, which include Title bar,
Tool bar, Menu Bar, Address bar, Tabs, Left navigation block, Right navigation Block etc.
Controls
Menu Bar Address bar Tabs Active Tab Title Bar
The users may familiarize themselves with these elements and their notations, as these
will be repeatedly used in the following pages. Some of these elements are described in
detail below:
Menu bar:
The menu bar provides drop-down menus for browser functions. By placing the cursor
over a menu item and clicking on it with the left mouse button, the drop–down menu
appears. Highlight the appropriate menu function with the cursor to make a selection.
Menu Bar
Address bar:
Address bar is the area where the user has to type the address of the website (also known
as Uniform Resource Locator, or URL in short). To access the IREPS website, the user has
to type the URL of the website in the address bar and press the Enter Key.
Address Bar
Tabs:
Multiple Pages can be opened in an Internet Browser window. The contents of only one
of these pages is displayed on the screen. The titles of the opened pages are displayed on
top of the Browser window. The contents of the page whose contents are being displayed
is called active tab. Clicking on the title of any page makes the tab active.
Depending on the Functions, Privileges and Responsibilities, Railway users are divided
into two categories namely Department Administrators and Standard Railway Users.
The application also allows a unit to have more than one department admin. Officials of
grade Jr. Scale and above can only be made department admins.
The department admin of a newly registered department is created by CRIS at the time of
registering of the department itself. The registering of the department and creation of
department admin is done by CRIS against submission of an online department creation
form by an authorized official of the unit. The link for submission of department creation
form is available on the Home page of IREPS website (www.ireps.gov.in).
Please ensure that Java is installed on your computer, otherwise you will not be able
to complete the form submission process. Please read the manual Getting Your
System Ready for IREPS application for further details. This manual can be accessed
through the Learning Center link on IREPS Home page
The user has to fill up all the required details in the department creation form and click on
Proceed button. This brings up the following message:
At this stage the Digital Signing Certificate of the official who is to be made department
admin (& not the official who is submitting the form) should be inserted in the USB drive
of the computer. Clicking on OK button on this page will bring up the signer window:
Please select the DSC of the department admin and thereafter click on the Select button.
This will complete the form submission process and the following message will be
displayed.
After the department registration is done by CRIS, the password for the user account of the
department admin is sent at the email ID of the department admin provided in the
department creation form.
To check the status of your department creation request please click on the department
creation form on the home page of the website, and on the department creation form click
on the link ‘Click here to check your request status’
Step 1
Step 2
Enter your request ID in the space provided for the same and click on the Sign & Submit
button. This will bring up the following message.
Please insert the DSC of department admin in USB drive of your computer and click on OK
button.
Please select the DSC of the department admin by clicking on it, and click on the Select
button. The status of the department/post/user creation is displayed as shown below.
The application allows creation of more than one department admin for any IREPS
department. A department admin can assign department admin privileges to any standard
user by assigning [Administration] function to his post.
Assignment of functions to a post is done through Manage Posts link. The process of
assignment of functions to a post is described in detail in the Creation and Management
of Posts sub-section of this manual.
Officials of grade Jr. Scale and above can only assigned [Administration] function.
Department admins can login into the IREPS application in exactly the same manner as is
done by a Standard Railway user by clicking on the Login button on the Home page
(www.ireps.gov.in) and choosing the option E-Tender- Works as shown below:
Please insert your Digital Signing Certificate (DSC) USB token in USB drive of your
computer, enter your Username and Password on the Login page, and click on Login
button. This will open the web signer applet as shown below:
1
Please select you digital certificate by clicking on it (which will be listed in the web signer
only if the DSC token is already inserted into USB drive of the computer), and click on
Select button. You will be asked to enter the DSC token password (provided by the DSC
supplier) as shown in step 2 above.
At this point the users who are logging in for the first time will be presented with the Change
Login Password screen as shown below. It is mandatory to change password when you are
logging in for the first time.
Please follow the steps mentioned on the screen (see next page), and click on the Save button
to change your password
After change of password, the Railway User Home Page will open. The change password
page will not be opened during subsequent logins. However, in accordance with the
password policy the change password page will again be displayed to the user if user
password is more than 60 days old.
After successful login, the Railway User Home page opens as shown below.
Middle
Body
Left
Navigation
Block
Admin
Functions
The page may be different for different users based on the functions assigned to them, as
links for some activities like Item Directory Management, Templates Management, and
Condition Master Management are visible to users only if the corresponding function has
been assigned to them by department admin.
The links for functions that can be performed by the department admins only are available
in the Admin Functions section in the right navigation block. These links are not visible to
the standard railway user.
6. Admin Functions
The functionalities associated with the various admin functions links are described
below:
Each IREPS department is divided into sub-units called sections. An official of a unit
can only create tenders within the sections assigned to him. Furthermore, the user
can access all the draft tenders of all the sections assigned to him, whether created
by him or any other official of the unit. This allows segregation of work of different
officials of the unit.
The above arrangement ensures that the jurisdiction of officials gets segregated at
Sr.DEN level but not at the level of subordinate officers. Thus, a Sr.DEN will not be
able to edit, delete or publish the tenders, or issue corrigendum against tenders
pertaining to other Sr.DENs, however, because XEN/I and AEN/II have been
assigned the same section, both of them can create tenders in Works II section, and
they will both be able to edit/delete any tender that has been created in Works II
Section. If these subordinate officials have distinct work domains, it may be better
to create the sections in the following manner:
Multiple officials can be assigned the same section, and multiple sections can be
assigned to an official.
Clicking on the Manage Sections link in the Admin Functions section on the home
page opens the interface for creation of sections as shown below:
Step 1
Step 2
The names of the sections created previously are displayed on the page. Please enter
the name and description of the section in the respective fields. Only name of section
is displayed to the users in the tender creation process or in the tender documents.
Clicking on the Save button creates the new section, and a message to this effect is
displayed on the screen.
This functionality allows the department admins to create new posts, and edit the
attributes of posts like sections, work areas, functions, address and contact details
etc.
Interface for creation and management of posts can be accessed through the Manage
Posts link in the Admin functions section on Railway User Home page.
Clicking on this link opens the interface as shown below. The page has three tabs
namely Add Post, Edit Post Details and View Posts.
The Add New Post tab opens by default. This tab is meant for creation of new posts
in the unit.
Please choose the grade (HAG, SAG, JAG etc.) for which the post is to be created from
the dropdown list. The designation prefix can be selected from the dropdown list,
and the post suffix can be typed in the input box provided against the Designation
field. The sections to be assigned to the post can be selected from the Select Section
Field. It is mandatory to fill in all the fields marked *. The work area to be allotted
to the user can be selected by selecting the check box against the listed work areas.
Selecting a work area displays the list of functions that can be assigned to the post
being created. Please tick the check box against all the sections that are to be
assigned to the post.
Coordination is the elementary function which will allow the user to create
draft tenders, and to view MIS reports.
Tender Document Signing function, which is used to sign and publish tender
and corrigendum cannot be assigned to a grade lower than Junior Scale.
Approve/ Reject bids (2 Pkt) function, which is required to mark the technical
bids in a two packet tender as approved or rejected can also not be assigned
to a grade lower than Junior Scale.
After filling up the form click on the Sign & Submit button, which will bring up the
web signer window to enable the user to save the changes after signing with his
Digital Signing Certificate.
Edit Post Details tab is meant to edit the attributes of an existing post. Clicking on
this tab brings up the following page.
To edit any post one has to choose the grade associated with the post from the
dropdown list against the Grade field, and then choose the post from the dropdown
list in the Post field
Choosing JAG, SG or NFSAG grade displays the posts of all these three grades.
Similarly choosing SAG, NFHAG posts displays the posts of both the grades.
Once the grade and post are selected in the respective fields, the attributes associated
with the post are displayed as shown below:
To edit the post attributes one has to click on the Edit button, which opens the
following interface:
As can be seen, the page has four tabs namely Basic Details, Reporting Official,
WorkArea/ Functions and Contact Details.
The sections assigned to the post can be changed by selecting or de-selecting the
checkboxes in the Sections field in in the Basic Details tab. The present incumbent
i.e. the official who is currently occupying the post can be changed by selecting user
from the dropdown list in Present Incumbent field. The Tender Calling Authority
on whom behalf the tender is being called is to be entered in the Tender Calling
Authority field.
Vacate a Post- To remove a user from his current post, choose his current post, and
in the present incumbent field choose Vacant option. A user who is already assigned
a post cannot be assigned another post unless he is removed from existing post.
Reporting Official Tab of the Edit Post Interface brings up the following page
This interface can be used to assign Reporting official and Alternate Official of the
selected post. Up to two reporting officials can be assigned to a post for different
sections. Similarly, up to two alternate officials can be assigned to a post for different
sections.
By default officials of the same grade or up to two grades higher of the same railway
department are shown in the dropdown list of the Reporting officer field.
Only those posts appear in the dropdown list which have already been
created through the Add New Post Interface.
The posts of GMs, AGMs, SDGMs, DRMs, ADRMs etc. are to be created in
Administration department.
As can be seen, any post, of any grade, created for any railway department, in any unit
of the same organization can be selected by choosing the appropriate options in the
Zone, Unit Type, Rly. Dept., Unit and Grade fields. The post can then be selected from
the dropdown in the Post field as shown below:
WorkArea/ Functions Tab of the Edit Post Interface brings up the following page:
The WorkArea assigned to a post, and the functions assigned to the post can be
changed through this interface.
The Address and Telephone number associated with the post can be changed through
the Contact Details tab of the Edit Post Interface:
View Posts Tab on the Manage Posts Interface is meant to view the list and details of
all the posts created in the unit.
The list being displayed can be refined on the basis of Grade, and Post Status (All, Live,
Discontinued).
A Live post can be discontinued by clicking on the delete icon in the Action tab against
the post as shown in the screenshot below:
This functionality is meant for creation of User account of individual users. Clicking
on this link opens the following interface:
Please fill in all the required details, and click on the Sign & Submit button.
Assignment of a post to the user being created can also be done at this stage
itself by choosing the post from the dropdown list in the Designation field.
Clicking on Sign & Submit button will open the Signer window as shown in Step 1
below. Clicking on the Browse button in signer window will open the file manager
pop up as shown in Step 2. Navigate to the folder where the public key of the user is
stored, select the public key by clicking on the file name, and then click on Select
button. Once the public key of user is selected, click on the Submit button in the
Signer window as shown in Step 3 below.
Step 2
Step 1
Step 3 Step 4
The public key of the user should be extracted from his DSC token beforehand.
Please refer to the manual Getting Your System ready for IREPS
application for the procedure to extract public key from DSC token.
The department admin has to digitally sign the data being submitted (as shown in
step 4 above) to complete the user creation process. If user creation is successful, a
message to this effect is displayed on the home page.
The email ID of the user will be his User Name, and the password will be sent to the
user at this email ID immediately after the user account is created.
This functionality is meant to update the address and contact details of the unit, and
the Tender Calling Authority in whose name tenders are being called by the unit.
The Tender Calling Authority entered here will be shown as default at the
time of creation of each individual post in the unit, which can be edited. While
publishing a tender the Tender Calling Authority will be selected from the
Post details and not the Department details.
Please fill up all the details in the form and click on the Save button to save the
details.
This utility is meant for attaching the public key of the Digital Encryption Certificate
of the unit with the profile of the unit. Thereafter this public key automatically gets
attached with each tender issued by the unit.
Clicking on the Upload Encryption Certificate link will open the following interface:
Please insert the DEC of your unit in USB drive of your computer, and then click on
Proceed button to open signer window as shown below:
Click on your DEC to highlight the same and then click on Select button. This will
bring up the pop message to display the details of selected DEC.
Verify the contents shown on the screen and click on Verify & Proceed button. This
will once again bring up the signer window as shown below:
Click on the same DEC selected earlier, and then click on Decrypt button. If there is
any issue with the working of the encryption certificate, of if two different DECs are
chosen during the uploading process ‘Decryption Failed’ message will be displayed.
Otherwise the following message is displayed.
Choose your Digital Signing Certificate, and then click on Select button to complete
the process of uploading of DEC. A message is displayed on the screen to indicate
successful uploading of Digital Encryption Certificate.
Clicking on the Link Finance Department hyperlink opens the following interface.
Please choose the suitable values from the dropdown lists in the Zone, Unit Type
and Admin Unit fields, and then choose select the appropriate finance department
from the dropdown list in the Finance Department to Link field as shown below:
After selecting the appropriate finance department, please click on the Sign & Submit
button. This will bring up the signer window as shown below:
Select your DSC by clicking on the same and then click on Select button. This will
complete the linking process and a message to this effect is displayed as shown
below. The linked finance department is also shown in the lower pane of the
window.
For units which have more than one associate finance department for the purpose
of tender opening (for e.g. some construction field units), the application provides
for linking of up to two finance departments. A linked finance department can be
un-linked by clicking on the Mark Inactive button in the Action column in the Link
Finance Department interface.
This link is available in the left navigation block, and is meant for nominating officials
for opening of tenders.
The detailed procedure for nomination of officials for the purpose of tender opening
is described in User Manual for Standard Railway User which can be accessed
through the Learning Center link on the Home page.
This link is available in the left navigation block in the Documents section, and is
meant for uploading documents in the Document Master, which can then be inserted
into the tender documents.
The detailed procedure for uploading/ viewing the documents is described in User
Manual for Standard Railway User which can be accessed through the Learning
Center link on the Home page.
There are some other functions that can be performed by either the department
admin himself, or he can delegate these functions to other standard users by
assigning these functions to their posts. These functions are listed below:
The detailed procedure for the above functionalities is described in User Manual for
Standard Railway User which can be accessed through the Learning Center link
on the Home page.
7. Miscellaneous
Clicking on the Click Here to Reset Password Using DSC brings up the following page.
On entering his E-Mail ID (user name), and clicking on Submit button the user is presented
with the Change Login Password Page. At this point of time the DSC of the user should have
been inserted in USB drive of the computer.
The user is required to Enter/ Re-Enter the new password and click on Sign & Submit button.
This opens the web signer applet as shown below:
The user has to select his DSC from the list and click on the Select button. If prompted to do
so, the user is required to enter his DSC token password. This resets the user password. The
user can login into the application using his username (Email ID) and the new password.
Clicking on the Click Here to Change your Signing Certificate brings up Change Digital
Signing Certificate page as shown below:
The user is required to enter his User Name and Password on this page and click on Submit
button. This opens a new page as shown below.
Hitting on the Click here to Update your Digital Signature Certificate opens the web signer applet
as shown below:
Please select the Old Certificate which the user wants to replace from the list of
certificates (this will show up only if the DSC token is already inserted into USB drive
of the computer), and click on Select button.
This opens another signer window on which you are now required to select your new
certificate (which appears in the list if the DSC token is already inserted in USB drive
of the computer), and click on the Select button as shown below
This changes the certificate and you will get a message to this effect as shown below:
8. Disclaimer
8.1. IREPS software is continuously being upgraded and the Pages/ Forms shown or
referred to in this manual may be subject to changes. Please keep themselves
updated with the latest changes, by referring to the latest versions of user manuals
available on the website, and by taking note of the messages sent by the IREPS
administrator from time to time.
Though every care has been taken to describe the features/ process of the
application accurately, some errors may have crept in inadvertently. In case of any
doubt/ discrepancy please contact helpdesk immediately.