Getting Started
The PWD HEALTH Zone FMS (File Management System) is a web-based portal for managing hospital infrastructure documents, works tracking, billing, legal cases, and administrative records.
Login
The login screen — enter your email and password to access the portal.
Open the portal
Navigate to the portal URL in your browser.
Enter credentials
Type your registered Email and Password. Contact your Super Admin if you don't have an account.
Click Login
You'll land on the Dashboard. Your available menu depends on your role.
Forgot Password
Click "Forgot Password?"
Found on the login screen below the Login button.
Enter your email
A 6-digit OTP is sent to your registered inbox.
Verify the OTP
Enter the code to confirm your identity.
Set a new password
Choose a new password and sign in with it.
Theme Switcher
Use the Dark Mode / Light Mode button at the bottom of the sidebar to switch themes. Your preference is saved across sessions.
screenshots/ folder named login.png, dashboard.png, and works.png — they'll appear automatically, and the mockup is shown as a fallback if an image is missing.Dashboard
The Dashboard provides a real-time overview of the system. It is the default landing page after login.
The Dashboard — colored metric cards summarize every module at a glance.
Metrics Cards
Eight key metrics are displayed in two rows:
| Metric | Description |
|---|---|
| Total Works | Total number of works entries across all divisions. |
| Completed Works | Works with status "Completed Work". |
| Work in Progress | Works currently underway. |
| Pending Final Bill | Works completed but awaiting final bill submission. |
| Total Bills | Total entries in the Bill Register. |
| Paid Bills | Bills that have a "Paid Amt / Date" recorded. |
| Pending Bills | Bills without payment confirmation. |
| Fire Safety Records | Total fire safety entries. |
Charts
- Works Completion Status: Pie chart showing completed vs. in-progress vs. pending works.
- Court Cases: Pie chart showing disposed, pending, and other cases.
Division Breakdown
A horizontal bar chart showing the top 6 divisions by number of works, with proportional bars for quick comparison.
Diary Register
Tracks incoming official documents, letters, and correspondence received by the office.
Admin Section — Visible to Admin users (user ID 2) and Super Admins.
Fields
| Field | Description | Required |
|---|---|---|
| Document No | Unique identifier for the document (e.g. DOC/2023/001). | Yes |
| Date | Date of the document (text format, e.g. 25-01-2026). | Yes |
| Subject | Main topic of the document. Has an AI Assist button (✨) to refine text. | Yes |
| File No | Related file reference number. | No |
| Name and Address | Sender or receiver details. | No |
| Send to | Dropdown to route the document to a department (AE(P), Architect, AAO, etc.). | No |
| Attachment | Upload a scanned copy of the document. | No |
Editing Rules
- The first 10 entries (by order) can be fully edited by the assigned user.
- Entries beyond the first 10 only allow editing the "Send to" field via a separate form.
- Super Admins can edit all entries regardless of position.
Toolbar
- Search: Filter entries by Document No, Subject, File No, Name/Address, or Send To.
- Print Register: Opens a print-friendly version of the full register.
- Export PDF / Excel: Download data in PDF or Excel format.
Dispatch Register
Tracks outgoing official documents, letters, and dispatched items.
Admin Section — Visible to Admin users (user ID 2) and Super Admins.
Fields
| Field | Description | Required |
|---|---|---|
| Document No | Unique dispatch document identifier (e.g. DISP/2023/001). | Yes |
| Date | Date of dispatch. | Yes |
| Place | Destination place for the dispatch. | No |
| Subject | Main topic. Includes AI Assist button for refinement. | Yes |
| File No | Related file reference. | No |
| Name and Address | Recipient details. | No |
| Stamp Details | Postal or revenue stamp information and cost. | No |
| Attachment | Upload a scanned copy of the dispatched document. | No |
Editing Rules
- First 10 entries: Full edit access.
- Beyond 10: Only Stamp Details can be edited via a quick edit form.
- Super Admins can always fully edit.
Asset Register
Maintains a directory of hospital buildings, their locations, and the responsible engineers.
Fields
| Field | Description | Required |
|---|---|---|
| Building / Area Details | Description of the building or area (textarea for detailed info). | Yes |
| Circle | Administrative circle. | Yes |
| Division | PWD division name. | Yes |
| Sub-division | Sub-division within the division. | Yes |
| EE/AE Mobile | Contact number for the Executive / Assistant Engineer. | Yes |
Editing
First 10 entries can be edited. Others are locked unless you are a Super Admin.
Works Register
The most detailed module — tracks all construction and maintenance projects with full financial and progress data.
The Works Register — filter by division/status, search, and manage each project row.
How to Add a New Work
Click "Add Works Entry"
The entry form opens in a 4-column layout above the table.
Select the Division & enter Name of Work
These two fields are required. A unique Project ID is auto-generated on save.
Fill in financial & progress details
Add cost, agency, agreement no, % progress, target date, and set the Work Status.
Click "Save Entry"
A confirmation popup shows the saved details and the generated Project ID.
How to Edit or Delete
Click "Edit" on a row
The form opens pre-filled with that work's data.
Update the fields
Change any values, then click "Update Entry". Ownership of the record never changes.
Delete (Super Admin only)
While editing, a "Delete Entry" button appears in the form. It asks for confirmation before removing the work permanently.
Fields
| Field | Description | Required |
|---|---|---|
| Division | Select from 13 predefined PWD divisions (HPD, HMD, HMED, HPED). | Yes |
| Name of Work | Description of the work being undertaken. | Yes |
| AA&ES (Rs. in Cr.) | Administrative Approval and Expenditure Sanction amount. | No |
| Head | Budget head of account. | No |
| Agency | Contractor or agency executing the work. | No |
| Agmt No | Agreement number for the contract. | No |
| Estimated Cost | Estimated cost in Crores. | No |
| Tendered Cost | Tendered/bid cost in Crores. | No |
| St. DoS / St. DoC | Date of Sanction or Date of Commencement. | No |
| Total Expenditure | Running total of expenditure to date. | No |
| % Progress | Physical progress percentage (0–100). | No |
| Target Completion Date | Expected completion date. | No |
| Detail Progress / Delay | Narrative of progress or reasons for delays. | No |
| Work Status | Dropdown: PE Submitted, Sanctioned Yet to Start, Work in Progress, Completed Pending Final Bill, Completed Work. | No |
Bill Register
Tracks contractor bills from submission through processing to final payment.
Bill Lifecycle at a Glance
Create the bill
Click "Add Bill", select the Agreement No & Head, enter the payee and amount, and attach a scan. Bill ID, date, and office name are auto-filled.
Send to AE
Edit the bill to record when it was sent to the Assistant Engineer for processing.
Receive back & record voucher
Note the return date, voucher number, and the passed amount/date.
Mark as paid
Enter the Paid Amount / Date. The Dashboard then counts it under "Paid Bills".
Fields (New Entry)
| Field | Description | Auto-filled? |
|---|---|---|
| Bill ID | Auto-generated (BILL/YEAR/NNNN format). | Yes |
| Date of Entry | Current date, read-only. | Yes |
| Office Name | Logged-in user's name, read-only. | Yes |
| Agmt No | Agreement number linking to the Works Register. | No |
| Head | Budget head selected from Head Data list. | No |
| Payee Name | Contractor or payee name. | No |
| Amount (Rs.) | Bill amount. | No |
| Bill Details | Description of the bill. | No |
| Add Image | Upload a scanned image of the bill. | No |
Fields (Edit Mode — Additional)
When editing an existing bill, additional tracking fields appear:
| Field | Description |
|---|---|
| Sent to AE | Date/details of when the bill was sent to the Assistant Engineer. |
| Recv. from AE | Date/details of when processed bill was returned. |
| Voucher No | Voucher number after approval. |
| Passed Amt / Date | Amount passed and on which date. |
| Paid Amt / Date | Amount paid and on which date. |
| Reason for Delay | Remarks on any delay in processing. |
Fire Safety Status
Tracks fire safety compliance and NOC (No Objection Certificate) status for hospital buildings.
Typical Fields
- Building Name: The hospital or facility name.
- NOC Issuing Authority: Which authority issued the fire safety certificate.
- Validity Period: From and To dates for the NOC validity.
- Status: Current compliance status.
Actions
- Add, edit, search, and export entries.
- Print a formatted fire safety report.
Ayusman Mandir
Manages Ayusman Mandir site information — location, land ownership, plot size, and present status. The register is visible to all users, and any user can add or edit entries.
Fields
| Field | Description | Required |
|---|---|---|
| Site Location | Where the Ayusman Mandir site is located. | Yes |
| District | District of the site. Used by the district filter. | Yes |
| UPHC/SC | Urban Primary Health Centre / Sub Centre designation. | No |
| Land Owning Agency | Agency that owns the land. | No |
| Plot Size | Size of the plot. | No |
| Work Status | Current work status (same options as Works Register). Used by the status filter. | Yes |
| Present Status | Detailed free-text note on the current status. | Yes |
How to Add an Entry
Click "Add Entry"
Opens the entry form.
Fill in the details
Site Location, District, Work Status, and Present Status are required.
Save Entry
The row appears in the register immediately.
Filtering
Use the District, Work Status, and UPHC/SC dropdowns at the top to narrow the list. The Dashboard also shows per-district Ayusman Mandir cards that link straight into this filtered view.
Court Cases
Manages legal case records involving the department, including hearing schedules and case statuses.
Fields
| Field | Description | Required |
|---|---|---|
| Title of Case | Official title of the court case. | Yes |
| Subject | Brief description of the case. | Yes |
| Name of Court | Court handling the case. | Yes |
| Counsel Name | Legal counsel representing the department. | Yes |
| Name of Respondent | The opposing party. | Yes |
| Last Date of Hearing | When the last hearing took place. | No |
| Next Date of Hearing | Upcoming hearing date. | No |
| Status of Case | Pending, Active, Disposed, or Adjourned (dropdown for new, text for edit). | Yes |
| Division | Related PWD division. | No |
| Zone | Zone information. | No |
Stale Entry Highlighting
If a court case entry has not been updated for more than 30 days, its Edit button turns red to flag it for review.
Work Documents
Stores uploaded documents against works selected from the Works Register. Only works with an agreement number and an estimated cost above ₹1,000 lakh are available.
How to File a Document
Click "Add Document"
Opens the upload form.
Enter the Hospital Name & pick an Agreement
Only eligible works (agreement no + cost above ₹1,000 lakh) appear in the dropdown.
Add details & upload the file
Attach a PDF, Word, Excel, JPG, or PNG file up to 5 MB.
Save
The entry appears in the register with the file link and filing date.
MIS Report
A dynamic reporting tool that lets you filter and sort works data to generate Management Information System reports.
How to Generate a Report
Set your filters
Choose a Division, Work Status, and Cost Range from the dropdowns.
Search (optional)
Type in the search box and click Search to narrow results further.
Sort by Estimated Cost
Click the Est. Cost column header to sort; click again to reverse the order.
Export
Print the report, or download it as PDF or Excel.
Filters
| Filter | Options |
|---|---|
| Division | All Divisions, or any specific division. |
| Work Status | All, PE Submitted, Sanctioned Yet to Start, Work in Progress, Completed Pending Final Bill, Completed Work. |
| Cost Range | All, 0–100 Lakh, 101–1000 Lakh, More than 1000 Lakh. |
Sorting
Only the Estimated Cost column is sortable. Click its header button to sort by cost, and click again to toggle between ascending and descending order. All other columns are display-only.
Export
Print, export to PDF, or download as Excel.
Arbitration Cases
Dedicated module for tracking disputes referred to arbitration proceedings.
Fields
| Field | Description |
|---|---|
| Division | Select from 13 PWD divisions. |
| Name of Work | The work under dispute. |
| Agency | Contractor or agency involved. |
| Agmt No | Agreement number. |
| Arbitration No | Arbitration case reference number. |
| Ref of Appointment | Reference details for the arbitrator's appointment. |
| Name of Arbitrator | Appointed arbitrator. |
| Counsel Name | Legal counsel. |
| Next Hearing Date | Upcoming hearing date. |
| Status of Case | Current case status (e.g. Pending, Disposed). |
| Remarks | Notes on claim or action taken. |
| Letter (PDF) | Upload related letters (PDF only, available in edit mode). |
Head Data Superadmin Only
Manage the list of budget Heads of Account used in the Bill Register's "Head" dropdown.
Actions
- Add Head: Enter a new head name and click "Add Head".
- Edit: Click the edit button on any row, modify the name, and save.
- Delete: Permanently remove a head entry. This does not retroactively affect existing bill records.
User Management Superadmin Only
Create, edit, and manage user accounts for the portal.
User Roles
| Role | Access |
|---|---|
| Super Admin | Full access to all modules, user management, database, head data, and unrestricted editing. |
| Admin | Can manage users (but not other admins). Access to assigned modules. |
| Service Person | Standard user role with access to Work Details and Arbitration modules. |
Creating a User
- Click "Add User" to open the form.
- Fill in Name, Email, Password, Department, and select a Role.
- Click "Save".
Editing a User
Only Super Admins can edit user accounts. Click the Edit button next to any user to modify their name, email, password, department, or role.
Common Features
Search
Each register page includes a search bar. Type your query and click "Search" or press Enter. The search filters entries across multiple columns in real-time.
Pagination
Tables are paginated with 10 entries per page. Use Previous and Next buttons to navigate pages. The current page and total pages are displayed.
Export Options
- PDF: Generates a downloadable PDF of the current register data using jsPDF.
- Excel: Downloads data as an .xlsx spreadsheet using SheetJS.
- Print: Opens a formatted print preview of the register.
File Attachments
- Images: Max 5 MB. Automatically compressed and resized (max 1200px, JPEG at 50% quality).
- PDFs: Max 2 MB. Used for letter attachments in arbitration cases.
- Uploaded files can be viewed via the "View" button in the table.
AI Assist (✨)
Available on Subject fields in Diary and Dispatch registers. Click the sparkle icon to send the current text to the AI for professional refinement.
Sidebar Navigation
The left sidebar contains navigation grouped into sections:
- Dashboard — Home overview.
- Admin Section (expandable) — Diary Register, Dispatch Register.
- Work Details (expandable) — Asset Register, Works Register, Bill Register, Fire Safety, MIS Report, Court Cases, Head Data.
- Arbitration Cases — Standalone link.
- Users — Super Admin only.
- Database — Super Admin only.