Ifms West Bengal Brochure 6f6k1h

Integrated Financial Management System

iFMS An e - Governance Initiative of Government of West Bengal Under Govt-to-Govt (G2G) and Govt-to-Citizen (G2C) category

Finance Department Government of West Bengal

INTEGRATED FINANCIAL MANAGEMENT SYSTEM

01

iFMS- An Overview Successfully implemented in 67 Departments, Directorates, Regional, District Offices and over 8000 Drawing & Disbursing Officers (DDOs) across the State

Brief overview of the project Integrated Financial Management System (IFMS) is a web-based application implemented for better fiscal management and efficient financial operations of the Government of West Bengal (GoWB). It integrates the entire cycle of financial activities undertaken by all the Departments, Offices, Treasuries / Pay & s Offices (PAO), Local Bodies and Drawing & Disbursing Officers (DDOs) of the GoWB. There is a citizen centricity aspect to this project through electronic payments which have enabled direct credit to respective bank s of state Government employees / pensioners; suppliers / contractors / service providers and beneficiaries of Government welfare schemes, thereby making it a pan-State coverage.

Inception and project brief The project started from 14th January 2014 and went live from 1st April 2014. It has a dedicated website / portal, available publicly at www.wbifms.gov.in. The Project Domain encomes all Departments, Directorates, Regional, District and Field Level Offices of State Government and covers all of their financial activities across the state in a single web based platform. The system allows Single Sign On (SSO) for conducting multiple activities by a by providing appropriate security across levels. It is divided into 6 integrated modules having several submodules to ensure faster and accurate processing, better monitoring and control of financial activities as well as generating and accessing various reports and queries through a robust MIS facility.

1

Project Objectives To facilitate better fiscal and financial management of the State To integrate financial activities of all Departments, Offices and Treasuries of the GoWB for better fund management

To provide a real-time MIS facility and Reporting System for all the s, stakeholders and Offices, thereby enabling them to monitor the process and performance in their offices and sub-ordinate offices on 24x7 online basis with respect to fund allotment and utilization To develop a comprehensive database comprising information on financial and human resources related details, transactions and status To enable various field level officers to monitor availability of fund and its utilisation

To ensure transparency in fund management and eliminate rent-seeking

To make it convenient for s, stakeholders and beneficiaries by reducing paper work and visits to Treasuries/ Pay & s Offices by DDOs and beneficiaries to offices of DDOs

e-Pradan: Online payment for direct

CTS: Web based CTS

Government Receipt Information Portal System (GRIPS): for online & offline receipt of all Government tax & non-tax revenues

e-Bantan: Online fund allotment platform from Departments to DDOs 2

transfer to beneficiaries’ bank s

Modules of iFMS

Human Resources Management System (HRMS): Comprehensive database to facilitate planning & management of all employees

e-Billing: Online bill preparation & submission by DDOs to Treasuries/ PAOs

KEY BENEFICIARIES & STAKEHOLDERS

SNAPSHOT OF THE IMPROVED SYSTEM

3

Centralized Treasury System

02

CTS Fully Integrated Web-based Treasury Functioning Successfully implemented at 84 Treasuries & 4 Pay & s Offices across the state of West Bengal covering about 8000 DDOs

Sub-Modules/ functionalities of CTS

  

      

4

An advanced web-based application facilitating complete treasury operations and management. Treasury functions like bill receiving, processing and ing, cheque printing & delivery and payment mandate in favour of beneficiaries are done online, and don’t involve any manual intervention. A comprehensive Pension sub-module of CTS facilitates accurate and faster processing of first as well as subsequent pension claims. Also, online payment of pensions is made into the bank of pensioner’s choice. Stamp sub-module of CTS facilitates efficient and secured inventory, process and delivery management of stamps. Facility provided for operating and managing Local Fund (LF), Personal Ledger (PL) and Provident Fund (PF) s of various Statutory, Autonomous and Local Bodies / PRI Institutions. Access Control to all s through system generated ID & . Approval and Payments only through Digital Signature Certificates (DSCs). In case of exigencies there is an arrangement for using One Time (OTP) for a temporary period. The activities in the system are secured and activity logs are made available. Dual Payment Modes, through cheque and Electronic Clearing System (ECS), are made available. Unique Reference Number (URN) enables query and tracking of each transaction in a hassle free manner.

FEATURES      

Integrated with other modules of IFMS like e-Bantan, e-Billing, e-Pradan etc. Functionalities to process the bills of works department like PWD, Forest and other work Departments after abolition of Letter of Credit (LOC) System. DDOs can access real-time status of transactions made. s sub-module enables preparation, checking and reconciliation of Monthly s and online submission of those to ant General (AG), West Bengal. Interface to AG, West Bengal for online access to monthly s of Treasuries and PAOs. Real-time of MIS and Dashboard.

All the treasuries are integrated with e-Kuber payment portal of RBI for online payment to the beneficiaries’ bank s, which is a first time initiative in India

5

IMPROVEMENT OVER THE EARLIER SYSTEM

















6

The DDOs used to submit manual bills in the Treasuries and Pay & s Offices, which used to run in standalone non-uniform applications. After receiving bills from DDOs, the Treasuries used to manually enter all the required fields for processing purpose. Now, bills are generated and submitted online on e-Billing module of IFMS and through its seamless integration with CTS, Treasuries are no longer required to enter any details of those as the submitted bills are available online for processing. This has led to substantial savings in man-hours. In the earlier system, payments used to be made through Cheques only. Introduction of the ECS mode of payment has eliminated cheque printing and delivery processes, which again has resulted in huge saving of manpower and cost. CTS allow online payment facility for LF/PL/PF operator. These authorities can now issue online advice on Treasuries for payment to any beneficiary out of their instead of Cheque. This is a major improvement which has saved at least 10 days in payment process. Earlier, in standalone systems at each Treasury, any change in application needed to be implemented in all 88 Treasuries separately which was a time consuming task and there was a fair chance of running different versions at different sites. With IFMS being a centralised system, all the changes made in the application and global master at central server is readily available to the s of all the treasuries without any delay. This has eliminated the chance of getting different format of reports/screens at different locations. Earlier, it was not possible for the authorities to know the exact amount under each Head of expenditure at any point of time. Now, the system has enabled authorities to generate real-time reports by applying different filters / parameters. Online tracking of Bills, Challans, PPO, and Stamp Indent (request) is possible. There was no facility for central monitoring of the status of pending bills at different Treasuries, which now can be monitored from The Directorate of Treasuries and s (DTA) and other levels, and necessary corrective actions can be taken. Monthly s can be prepared and finalized and closed through System and submitted to the AG, West Bengal online. Separate interface with unique ID and has been given to the office of AG using which they can Treasury s. MIS and Dashboard provides real time Reports and Queries which has ensured effective monitoring and planning of Treasury functions.

Parameters

Pre-iFMS

Post-iFMS

Technology Platform

Non-uniform standalone platforms with different versions in each Treasury

Running on uniform platform with uniform version

Bill Receiving

Complete manual entry of bill details at Treasury. Time taken: 3-8 minute

No need of details entry, capture by URN only. Time taken: less than 1 minute

Mode of Payment

Manual cheque printing and delivery which used to be about 21 lakhs in numbers per year

ECS mode of payment and mandate generation. Instantaneous payment to bank A/C Man hours savings: Approx. 3.50 lakhs per year

Allotment Entry

Manual entry of Allotment orders in the DDO . Average Time taken : 20 minutes

No need of any allotment entry due to integration with eBantan. Time taken: Nil

7

Parameters

Pre-iFMS

Post-iFMS

Scheduling of Payment & Pension

Scope of scheduling of Payment and Pension – Limited, Manual and dependent

Guaranteed Scheduling Payment and Pension

Misplacement cheques

of

Chances of expiry, loss and theft of cheques

No such occurrence due to ECS payment

Compilation

Manual entry of bank receipts and paid cheques individually. Time taken: More than 2 - 3 days

No need of manual entry due to auto updating of scrolls on same transaction date. Time taken: Nil

Probability of Error

There were chances misclassification expenditure

Elimination of misclassification expenditure

Quality information

of

of of

Not possible for the authorities to know the exact expenditure

of

the of

Authorities can know the exact expenditure anytime enabling better fund management

Receipts through e-Treasury challans in FY'16 (in Rs. crores)

5724

3873 2601 1259 508

849

2957

2665

592

467

2786

417

e-Treasury Challan

8

2944

2799

3017

3214

3185

2339

314

356

363

502

350

All Treasury(except e-Treasury)

415

Pension related benefits

+ Simple, fast, accurate & transparent. + Better utilisation of manpower. + Eliminates the reconciliation needs at different levels. + Real-time MIS regarding allotment and utilisation of funds and payments ensures better monitoring and planning of treasury functions and efficient decision making. + Huge reduction in paper based working, a giant leap towards complete paperless environment. + Highly secured payment gateway. + System based validation with the Budget Allotment before Bill Approval. + Efficient inventory management of stamps. + Vendors / individuals / Treasuries can place requisition for stamps online. + Faster and hassle free closing.

+ Earlier there was no facility of direct crediting of Pension to Pensioners’ Bank , which used to delay the process of crediting pensions. Now, about 6 lakhs pensioners receive their pension on the first day of the month through online credit to their bank s. + The 1st pension of a new pensioner is being credited to the pensioner’s on the 1st day of appearance in Treasury. Previously, it used to take about 30-45 days to get the first pension credited to the bank . + Earlier pensioners were allowed to open a pension in few selected bank branches only. Now, a pensioner can open a Pension in Branch of most of the Banks nearest to his / her residence as per his / her convenience. + In addition to Pension, all other retirement benefits like Gratuity, Arrear Pension etc.is credited to pensioner’s bank on the day of clearance by Treasury.

9

Government Receipt Information Portal System

03

Option 1

GRIPS

Mauris consectetuer ullamcorper quam. Morbi tincidunt m Online receipt of Government Tax & Non-tax Revenues ut diam ultricies non, hendrerit quis, pellentesque a, eros. non mauris quis massa varius Successfully Aenean implemented and made mandatory acrosstempus. the State of West Bengal for all kinds of revenue collection

Credentials approved by system

GRIPS: An e-service provided by the GoWB to citizens, traders, entrepreneurs, other revenue payers & depositors of West Bengal, which enables them to pay all tax & non-tax revenue of different Departments/ Directorate/ Offices of GoWB through a -friendly webbased portal. With every online payment transaction, an e-Challan bearing a GRN (Government Receipt Number) is generated from GRIPS which helps in uniquely identifying each payment made through the system.

Credentials entered in GRIPS portal by Citizen

Online payment mode

Government receives amount paid by citizen

Payment challan received by citizen which can be printed

  

Head of s selected by citizen Amount details entered against selected Head of s Selection of bank and payment mode done Offline payment mode

Citizen pays the amount to bank by showing the payment challan

Paid challan received by citizen

This helps the State authorities through:  Real-time credit of revenue into the Government exchequer  Generation of MIS facilities with real-time monitoring of revenue collection 

       

10

FEATURES

Payment of Government revenue from gateways of 23 agency banks through any of the following modesNet-Banking; Debit Card/Credit Card; Over the Counter [OTC] through GRIPS generated Challan; Departmental Officer collecting the revenue from the taxpayers can also deposit the amount to any branch of the 23 authorised Banks. Using a single challan, payment under multiple Heads of can be made. Instant generation of GRN, which is a unique identity, once e-Challan is filled. Instantaneous acknowledgement of challan receipt after online/ offline payment is made into the system. Information on revenue collection instantaneously available to the Revenue Collection Authority / Finance Department. settlement by RBI on the day succeeding the day of making payments. ‘Search Challan’ facility available to citizens for tracking processing status of deposited challans. The portals of all Departments/ Directorates are integrated through GRIPS for making payments. Revenue collection without integration of GRIPS with the Department Portal can also be done.

IMPROVEMENT OVER THE EARLIER SYSTEM  Earlier, the depositor was required to fill in the Treasury Form (TR) & get it countersigned from the concerned government office. S/he was then required to visit a particular branch of a particular bank, which was linked with the Treasury to deposit the Government revenue. It was a time-consuming process as it required making frequent visits to multiple officials & thereby resulted in inconvenience to depositors. The delays also used to encourage non- compliance. After introduction of GRIPS, the depositor can deposit the revenue at any time through any mode without physically visiting the Government offices or banks.  Present system is more accurate, transparent, secured & provides easy access over the earlier system. It has completely eliminated the scope of misclassification / incomplete classification of tax & non-tax revenues.  The process of compilation of reports on revenue collection was a tedious & time consuming task. The collected reports were often outdated & unreliable. Now the departments, directorates / offices can monitor the revenue collections, trends, performance etc. online through a well-developed MIS facility.

 Tax deposited by the citizens for various services used to be delivered to the system after a long delay, as it was difficult & time consuming to the authenticity of the deposits. Now, the service delivery office can the authenticity of the payment through GRN / Bank Reference Number (BRN) online & deliver the services quickly.  Earlier, there was scope for making fraudulent claims of deposits by providing forged challans, which has now become impossible.

+ Saving of significant time as there is no need to visit any Office/Treasury/Bank. + Process is transparent as payment record is made available 24X7 in dematerialised form. + System ensures accuracy because limited inputs are required. + friendly and less time dependent system encourages tax compliance. + The system comes with secured payment modes. + Integration and validation with bank portals possible. + Robust reporting system, which s efficient decision making. + Easy access enables a depositor to pay taxes from any place/ bank branch convenient to the depositor. + Control over the revenue system ensures real time monitoring.

11

Parameters

12

Pre-iFMS

Post- iFMS

Time Consumption

Involved a lengthy process for making payments which include filling of TR Form, getting it countersigned from the concerned office, making visits to a particular branch of a particular bank

Elimination of the time consuming and tedious process as payment can be done 24X7 online through payment gateways of 23 agency banks

Procedure for authentication

Manual verification of authenticity of deposits used to lead to delays in depositing amount paid by payee

Service delivery office can authenticity of the payment through GRN/ BRN online and services thus are delivered promptly

Probability Error

of

There were chances of misclassification/ incomplete classification of tax and nontax revenues

Elimination of instances of misclassification / incomplete classification of tax and non-tax revenues due to built-in system checks

Quality of information

Reports on revenue collection often contained outdated and unreliable information due to nonintegration of systems

Authorities can know the exact revenue collected anytime enabling better fund management

Online Fund Allotment - e-Bantan

04

Distribution of Budgeted Fund to all istrative Departments up to DDOs through Allotting & Sub-Allotting Officers Successfully implemented in 67 Departments, Directorates, Regional, District Offices and over 8000 DDOs across the State DDOs

FEATURES

 

   

  

Web-based Application Module of Integrated Financial Management System (IFMS). Funds can be allotted from Finance Department to 67 istrative Departments and subsequently sub-allotted instantaneously to over 8000 Drawing & Disbursing Officers (DDOs) through a pre-defined hierarchy of Directorates, Regional Offices, District and field offices. Allotment order can be generated online in Dematerialized Form. Electronic Allotment of the specific treasury is updated online as soon as budget is allotted to any DDO. Budget Withdrawal: Facility available for partial or full withdrawal of previously allotted fund from Budget Allotting/ Sub-allotting officer/ DDO level. Budget Re-appropriation: Funds under one Head of can be re-appropriated by the istrative departments to another Head of within their delegated powers and overall limit of Budget of the Department. DDO Management: Facility of creation of New Departments / Directorates, Offices / Establishments and DDOs. SMS alert facility to Allotting and Receiving officers. Real-time MIS facility on allotment and utilisation of funds and payments ensures better monitoring and efficient decision making.

13

Annual Budget ed by State Legislative Assembly

Approved budget ed on IFMS website by Finance Department

Fund received seamlessly by various Departments using Fund Management Guidelines

Intimation to DDOs for fund drawl & spending

Intimation to TOs/ PAOs on fund allotment

Budget Allotting & Sub-Allotting Officers allot fund to same or lower hierarchical levels depending upon the level

Departments allot fund to Budget Allotting & Sub-Allotting Officers and DDOs through the pre-defined hierarchy

IMPROVEMENT OVER THE EARLIER SYSTEM 

Government Orders (GOs) for allotment used to be sent in the paper form manually to the respective Departments, Directorates, DDOs and Treasury Officers. In many instances, even though DDOs used to receive GOs, they could not draw fund as copy of GO was not available to Treasury Officer (TO) or vice versa. This often used to lead to non-utilization of fund and delay in execution of schemes/projects. Now this has become instantaneous and real-time.



Implementation of e-Bantan module of IFMS has obviated this conventional method of preparing Allotment letter and forwarding the same manually to Departments / Directorates. Funds can now be allotted from Finance Department & istrative Departments to the field units instantaneously in dematerialized form. This online process of fund flow does not involve any manual intervention and has drastically cut down process delay which used to take around 2-3 months.



Possibility of erroneous allotments due to multi-point entries of the amount at different levels has been completely eliminated.



Due to integration in between e-Bantan & Centralised Treasury System, the fund allotment directly reflects at the Treasuries, which has enabled hassle free and faster bill processing.



Reconciliation need at different levels is completely eliminated.

14

Parameters

Pre-iFMS

Post-iFMS

Format of Allotment Order

Paper based Allotment Orders

Allotment order dematerialized Form

in

Time consumption

Time consuming fund flow process. DDOs used to receive GO but often fund could not be drawn as TOs copy was not available and vice versa Time taken: 2-3 months

Faster and instant fund flow process. Time taken: 0-3 days

Probability of error

Chances of human error duplication rampant

/

Accurate and synchronous process with least manual intervention

Withdrawal within allotted amount

Error prone manual fund withdrawal process leaving every scope to exceed budget or duplicate withdrawal

Chance of error in budget withdrawal completely eliminated

Validation

Excuses of non-receipt of orders were prevalent

Time stamped trails are available of all allotments

SMS / email facility

Earlier the Recipient Authorities were unaware of any allotment until they received the hard copy of the allotment order

Now the recipient authorities get SMS & email the moment any allotment is made in their favor.

15

+ All information regarding fund available 24x7 to all stake holders. + Real-time availability of fund status at any hierarchical level leading to informed decision making. + Easier, faster and more accurate allotment of fund to different levels through electronic medium is made available on real time basis. + Online availability of Sanction Letters for all kinds of allotments/ withdrawal/ sub-allotment. + Quicker allotment of fund, lesser time loss in allotment and communication of Sanction Orders improves utilization of fund for work of different Government Projects. This has also reduced time and cost overruns. + Optimal use of fund through easy and on time budget re-appropriation. + Available MIS reports enable higher authorities to monitor entire budget allotment and utilization up to DDO level. + Being a web based application, updated version / new features are instantly available to all the s.

16

Electronic Payment

05

e-Pradan Direct Payment to the Bank s of Employee / Non-employee/ beneficiaries of Government Offices by Treasuries / PAOs Successfully implemented in all 84 Treasuries & 4 PAOs covering over 8000 DDOs all kinds of revenue collection

Credentials approved by system

West Bengal is the first state in the country to make online payment through treasury level integration with e-Kuber Portal of RBI

Details of beneficiaries (Name, Bank Number, IFSC Code, MICR Code, PAN, Aadhar Number, Mobile Number) collected by DDO

Amount credited in the of the Beneficiary online

DDO enters / s details and approves using Digital Signature Certificates (DSCs) in the system once only

PAO/ TO processes & es received bills and generate payment mandate online on RBI

DDO raises bill against claims of Payee/ Beneficiaries to PAO/ TO

FEATURES 

      

Through e-Pradan, claims of all types of payees or beneficiaries are directly credited to their bank s electronically, once the payment is ed by Treasuries / PAOs. Payee and beneficiaries include all types of employees of any Government / Non-Government agency, pensioners, suppliers, contractors, service providers, beneficiaries of all Government schemes, recipients of stipends / scholarships etc. Payment to beneficiary can be made by one time entry of payee / beneficiary’s name, bank details, PAN, Aadhar Number, mobile number & other details into the system by DDOs. One-time approval of beneficiary details is required to be made in the system for all future payments to the payee for any number of times. However, entered details can also be modified, if required. System generated SMS is sent to the payee/ beneficiary on release of payments by PAO / Treasury Office. Rectification of the failed transaction, if any, is possible by DDO within very short span of time. Deferred / pre-scheduled (on a specific date) payments can be made through e-Pradan. “Know Your e-Payment Status” facility enables each beneficiary to get details of their claims & payments. Payment is released to Bank of payee/ beneficiaries through Reserve Bank of India’s e-Kuber portal within few hours or latest by succeeding working day from the day of processing. West Bengal is the first state in the country to integrate e-Kuber with e-Pradan. 17

IMPROVEMENT OVER THE EARLIER SYSTEM 

DDOs need not visit Treasury/ PAOs to collect cheques. The whole process has been made online.



Payee/ Beneficiaries need not visit DDO offices to know the status of his payment claim or for collection of cheques. This ensures transparency at all levels.



Convenient and friendly for DDOs, Treasury / PAOs and Payee / Beneficiaries.



Printing of huge numbers of cheques is not required. Earlier, about 21 lakhs cheques in a year used to be printed. e-Pradan has also eliminated the need for collection of cheques by DDOs, distribution to beneficiaries and further deposit to banks and saving in transport costs.



No cheques are delivered to Payee / Beneficiaries, so no

risk of expiry & loss of cheques.

18

+ Fast disposal of Payee / Beneficiaries’ claim by DDO/ Pay & s Office/ Treasury Office. + Saving of time and money since no repeated visits by the beneficiary is required. + Hassle free receipt of payment by Payees/ Beneficiaries as it is directly credited in their Bank s. + Rectification of failed transaction within very short time and subsequent successful payment. + Annual saving of 45,000 man-days approximately at treasuries only due to elimination of cheque printing and delivery.

Parameters

Pre-iFMS

Post-iFMS

Time Consumption

Payment cycle from bill receiving to actual encashment of cheques in beneficiary used to take 17 days on an average. Time taken : 10 – 60 days

Payment cycle from bill receiving to actual credit to beneficiary takes 4 days on an average. Time taken : 0 - 4 days

Mode Payment

Payment used to be through cheques thereby involving tasks of cheques printing and deliver. Average number of cheques printed and delivered in a year was 21 lakhs

ECS mode of payment has eliminated the cheque printing and delivery tasks, resulting in huge saving of manpower and cost

Audit trail was possible up to DDO level only

Drill down audit trail available up to the beneficiary level

of

Audit Trail

(in numbers) 19

Online preparation & submission of Bill

e-Billing

06

An important Step Towards Paperless Office and Record Keeping

FEATURES

20



Bill Forms available in digitised form.



System based validation with the Budget Allotment & other details before Bill Submission.



Integration with e-Bantan, CTS, e-Pradan & HRMS has eliminated instances of data inadequacies & inconsistencies.



Cross checking with other external systems like Information Management and Promotion of istration in Commercial Taxes (IMPACT), Online Salary Management System (OSMS), Integration with West Bengal Health Scheme portal (www.wbhealthscheme.gov.in), etc.



Preparation of Bill , Appropriation & TDS Statement through system. Manual preparation completely done away with.



Online withdrawal of bill by DDO at any time through system before payment mandate given by Pay & s Offices/Treasuries ensures flexibility.



Online Bill tracking through use of a Unique Reference number.



Use of Bar Code/QR Code on the bill for easy receiving at Treasury.



System generated schedules showing deductions & transfer details from bills.

DDO staff:  Selects Bill category  Selects Bill-specific T.R. Form & fills it online  Fills details in the Common Bill Entry Form

  

Unique Reference Number is generated Allotment details are automatically validated Name(s) of the beneficiary & amount is added from e-Pradan module

Credentials approved by system

 PAO/ TO es the transferred from DDOs

bills



Acknowledgement, Bill Extract, Top Sheet & relevant TR Form with schedule is generated & printed by DDO DDO submits the bill electronically using Digital Signature Certificate (DSC)

A time saving, error-free & secured utility!

IMPROVEMENT OVER THE EARLIER SYSTEM Pre-iFMS

Post-iFMS

Manual preparation of all bills & schedules involving huge data entry

Fast, simple & minimal data entry in digitized bill forms

Volume of bills

There were about 70 Bill Forms & Schedules

Rationalization has resulted in reduction in the no. of Bill Forms & Schedules which now stands at 30

friendliness

 Separate preparation of Bill was required for each & every personal claim in most of the cases  A new Bill was required to be done afresh every time

 Similar types of claims of large number of beneficiaries can now be clubbed in a single bill  Details of old bill can be used for submission of a new bill after modification

Probability of error

Instances of misclassification, miscalculation and selection of wrong bill forms prevalent

Elimination of such instances due to in-built system controls

Time Consumption

Extremely time consuming and tedious process of bill receiving

Easy and faster receiving of bills using Bar Code and QR code

Bill preservation facility

No scope of bill preservation at Treasury available for future reference. AG also used to destroy the hard copies after stipulated time period

Virtual copy of the bills are always available in dematerialized form

Parameters Mode of preparation

bill

 No entries are required to be made at Treasury/PAO end.  Pay order are not required to be written in Treasury/PAO.

21

+Allotment of DDOs is instantaneously updated. +DDOs can track the status of bills any point of time. +Error relating to TR Form Number and/or Head of is completely eliminated. +All Schedules showing deductions and transfer details from bills are system generated. +Details of old bill can be used for submission of a new bill after making minimal modification. +Virtual copy of the bills always available in dematerialized form

22

Human Resources Management System -

07

HRMS A web based solution for complete management of human resources from recruitment to retirement

Sub-Modules of HRMS FEATURES



Service records & details of all employees available in a centralised database.

•

Human Resources Planning

•

Recruitment Management

•

Training Management

•

Confirmation Management



Availability of past records / legacy data.



Comprehensive database.

•

Leave Management



Preparation Government employees.

•

Payroll Process

•

Pay Fixation

of salary bills of / Non- Government



Integration with e-Billing, CTS & ePradan.

•

Travel Allowance & Dearness Allowance Management



e-Service Book

•

Leave Travel Concession Management



e-Payslip

•

Medical Entitlements



General Provident Maintenance.

•

Transfer, Posting and ing



System based submission.

•

Deputation and Lien



Management Information System

•

Loan Management

•

Promotion Management

•

Performance Appraisal

•

Departmental Proceedings Management

•

Exit Management

Fund



personal

claims

23

IMPROVEMENT OVER THE EARLIER SYSTEM



Earlier, service records & other attributes of Human Resources were maintained local office-wise or Department-wise depending on the category of the Government employee. The quality of record maintenance was unorganised which made it difficult to retrieve information easily. Also, the information was incomplete and / or unreliable. Damage or loss of data used to make it impossible to restore the information accurately. Due to non-availability of reliable comprehensive data, it was difficult to make plans about recruitment, transfer, promotion and retirement etc. HRMS enables the Government to have a comprehensive central database for effective and efficient decision making for better utilisation of the human resources.



Manual maintenance of Service Books has been substituted by eService Books.



Pay parameters can be centrally controlled instead of office based efforts.



System based preparation of pay & other bills is made possible after due validation.

24

Unique ID for each employee

+ Advance and targeted human resource planning. + Effective, efficient and optimum utilization of human resources. + All service records of employees will be available in soft form. + The system enables accurate and real-time Human Resources Data Management. + Online availability of employee details to individuals and offices.

Parameters Quality of information

Maintenance of Service books

Control of pay parameters

Generation of pay & other bills

Pre-iFMS

Incomplete, unreliable & highly disorganized information on human resource was available due to various factors like maintenance of records in multiple locations in varied formats which often led to difficulty in retrieving information

Post-iFMS

All information will be stored comprehensively in the Central Database which will ensure effective and efficient decision making process for better utilisation of the human resources

Service Books of employees used to be maintained manually

Manual maintenance of service books has been replaced with e-Service books

Pay parameters like salaries, arears etc. were controlled manually from respective Offices/ Departments

Pay parameters of employees are now centrally controlled thereby eliminating scope of inadequacies & inconsistencies in records

Pay bills & other bills of employees used to be prepared manually

Pay bills & other bills of employees will now be generated online after due validation

25

Implementation of IFMS

08

CHALLENGES FACED IN IMPLEMENTATION OF IFMS 

Data migration from old standalone systems running on different platforms into a common integrated platform.



Shifting to web-based Centralised Treasury System with zero down time.



Providing a reliable primary & redundant connectivity to 88 Treasuries & PAOs across the State in different remote locations.



Capacity building of > 50,000 stakeholders.



Ensuring availability of DSCs to +9000 s across the State.



Inertia to change from old traditional paper-based bill preparation by DDOs & checking process and ing system by Treasuries.



Significant number of old Government rules, orders, procedures & recording systems requiring Business Process Re-engineering with respect to bill format, preparation & submission, Treasury ing and payment modalities.



Abolishing the age-old Letter of Credit System prevalent in Works Departments out of Treasury functions.



Creating interface with external agencies like RBI, ant General, Digital Signature Certificates (DSC) authorities & Intra Governmental agencies.

For a transformative initiative of this type, a gradual, wellsequenced & flexible strategy is the key!

26

CAPACITY BUILDING MEASURES



All the stakeholders were trained at different level locations.  Modes of capacity building adopted were: o Master Training to Resource persons o Class Room Training to s o Hands on Training on dedicated Training Server o Web Training o CBT (Computer Based Tutorials) o Manual and FAQs o Classroom trainings to the Master trainers/ selected s have been imparted for about 155 training days, who in turn, have imparted multiple rounds of training to their respective subordinates and other s

+ A dedicated IFMS Cell under the Finance Department created to provide domain to Technical team & train the master trainers. + Regular web based interactive sessions to train & receive from TOs/ DDOs. + Temporary help desks set-up & made operational at all 88 Treasuries to resolve queries of DDOs/ other s to facilitate roll-out of every module. + Facility to send bulk SMSs to DDOs/ TOs on urgent & key updates/instructions. + Dedicated official email IDs for officers & staff of Treasuries/ DDOs created for communicating instructions, guidelines & GOs. + All the guidelines, manuals, GOs & presentations on IFMS portal are made publicly available.

Grievance Management System 

Call Center for IFMS - Online call logging (24 x 7) by all s has been made. Unique Call Incident Number (CIN) is given to the call logger, which helps in knowing the status of logged calls at any point of time. MIS for monitoring call resolution by higher levels exists.



Help Desk telephone - Live interaction through 5 lines is provided to all s.



Call Center for leased Line (MPLS) – telephone and email based services are available to s.



In addition to above, email/mobile/ in person communication is also used for special issues.

27

INTERFACE WITH OTHER SYSTEMS & SERVICE PROVIDERS

A e-Kuber system of the Reserve Bank of India (RBI)

First State in the country to do so for electronic payment integration

B

C

D

Information Management & Promotion of

Online Salary Management System (OSMS) of the School Education / Panchayat Department

Integration with West Bengal Health Scheme portal

istration

in Commercial Taxes (IMPACT)

For VAT integration, reconciliation & validation

(www.wbhealth scheme.gov.in)

For salary database For reimbursement for payment to of medical staff of Schools, expenses to Colleges & PRI Government Institution employees

E

F

Centre for Development of Advanced Computing (C-DAC)

Digital Signature Certificates Authorities

For SMS

The only state in the country to have given DSCs to all the DDOs

INFRASTRUCTURAL ASPECTS

IFMS as an e-Governance project initiative has facilitated in creation of state-of-the-art infrastructure:

28



Central Servers at State Data Centre (SDC) and National Data Centre (NDC).



Disaster Recovery Setup with Business Continuity Plan.



Dedicated MPLS and WBSWAN (Redundant) connectivity for SDC and Treasuries throughout the state.



Internet connectivity at all Government offices.



Provision of Desktop Computers to all s in the Treasuries and DDOs.

COST EFFECTIVENESS OF THE PROJECT

Cost of paper due to availability of Allotment Orders in dematerialized format and nonprinting of about 21 lakh cheques.

02

01

Postal charges which used to be annually incurred for dispatching allotment letters to around 5 lakhs recipients.

Cost of logistics due to discontinuation of multiple visits at treasuries by the DDOs.

03

This is a Go-Green initiative.

04

Commission which used to be paid earlier to banks for disbursement of salary/ pension.

Interest due to scheduling of pension payment exactly on the scheduled date. Earlier there was a 57 days lead time between receipts of cheque by banks & subsequent credit to pensioners’ s.

06

Manpower due to elimination of certain manual processes involved earlier in the office of Treasuries & DDOs.

Manpower & logistics due to discontinuation of distribution of pension cheques to nearly 3000 different bank branches.

08

05

07

Cost due to non-maintenance of standalone servers / heavy duty printers at each treasury.

29

30

Notes

Notes

Finance Department Government of West Bengal www.wbfin.nic.in