RFP for Integrated Financial Management ... - Mptreasury.org
RFP for Integrated Financial Management ... - Mptreasury.org
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<strong>RFP</strong> <strong>for</strong> <strong>Integrated</strong> <strong>Financial</strong> <strong>Management</strong><br />
In<strong>for</strong>mation System<br />
Attachment B<br />
Functiionall Requiirement Speciifiicatiions<br />
Department of Finance<br />
Government of Madhya Pradesh<br />
Department of Finance, GoMP 1
Attachment B<br />
Functional Requirement Specifications<br />
Table of Contents<br />
1. <strong>Financial</strong> <strong>Management</strong> In<strong>for</strong>mation System............................................................... 5<br />
1.1 Plan and Budget...................................................................................................................5<br />
1.1.1 Project <strong>Management</strong>...................................................................................................5<br />
1.1.2 District Plan Preparation..........................................................................................11<br />
1.1.3 State Plan Preparation ..............................................................................................14<br />
1.1.4 Receipt Budget...........................................................................................................16<br />
1.1.5 Plan Budget Preparation ..........................................................................................17<br />
1.1.6 Plan Budget Preparation Revised Estimates.........................................................18<br />
1.1.7 Non Plan Budget Preparation.................................................................................20<br />
1.1.8 Non Plan Budget Preparation Revised Estimates................................................23<br />
1.1.9 Budget <strong>Management</strong>.................................................................................................25<br />
1.1.10 Budget Consolidation...............................................................................................30<br />
1.1.11 Payment of Advance from Contingency Fund.....................................................32<br />
1.1.12 Recoupment of Advance given from Contingency Fund...................................33<br />
1.1.13 Public Fund Account................................................................................................34<br />
1.1.14 Off –Budget Entries and Payments .......................................................................35<br />
1.2 Accounting & Bookkeeping.............................................................................................37<br />
1.2.1 Processing of Journal Vouchers and General Ledger Posting ...........................37<br />
1.2.2 Asset Account <strong>Management</strong>....................................................................................43<br />
1.2.3 Creation of Purchase Order ....................................................................................47<br />
1.2.4 Manage Receipts of Goods and Services...............................................................51<br />
1.2.5 Project/Contract Creation.......................................................................................53<br />
1.2.6 Project/Contract <strong>Management</strong> ...............................................................................57<br />
1.2.7 Contractor Bill Clearing ...........................................................................................59<br />
1.2.8 Advance Payment to Contractors...........................................................................63<br />
1.2.9 Works Contingency Expenses ................................................................................66<br />
1.3 Debt & Investment <strong>Management</strong> ...................................................................................68<br />
1.3.1 Raising Market Borrowings .....................................................................................70<br />
1.3.2 Repayment of Market Borrowing...........................................................................71<br />
1.3.3 Obtaining Loans from <strong>Financial</strong> Institutions .......................................................73<br />
1.3.4 Loan Repayment to <strong>Financial</strong> Institutions ............................................................76<br />
1.3.5 Loans from NABARD and their Repayment.......................................................78<br />
1.3.6 Obtaining Central Government Loans/Grants ...................................................81<br />
1.3.7 Central Government – Loan Repayments ............................................................82<br />
1.3.8 Loans <strong>for</strong> Externally Aided Projects ......................................................................85<br />
1.3.9 Obtaining Loans / advances from GoMP and its repayments by Corporations<br />
90<br />
1.3.10 Recording of Guarantees .........................................................................................92<br />
1.3.11 Updation of Guarantees...........................................................................................94<br />
1.3.12 Government Investments........................................................................................96<br />
1.4 State Receipts <strong>Management</strong> System................................................................................97<br />
1.4.1 State Receipts System ...............................................................................................97<br />
1.5 Treasury Disbursement System.....................................................................................102<br />
Department of Finance, GoMP 2
Attachment B<br />
Functional Requirement Specifications<br />
1.5.1 Treasury Disbursement System.............................................................................102<br />
1.5.2 <strong>Financial</strong> Sanctions .................................................................................................106<br />
1.6 Deposits............................................................................................................................108<br />
1.6.1 Sanction and Account Creation <strong>for</strong> Deposits.....................................................108<br />
1.6.2 Fund Transfer to PD/ED Account.....................................................................110<br />
1.6.3 Revenue Deposits ...................................................................................................112<br />
1.6.4 Civil Court Deposits...............................................................................................113<br />
1.6.5 Local Fund Deposits ..............................................................................................116<br />
1.6.6 Lapsed Deposits......................................................................................................117<br />
1.6.7 Refund of Lapsed Deposits...................................................................................119<br />
1.6.8 Refund of Excess Revenue Receipts & Recoveries ...........................................121<br />
1.6.9 K-Deposit.................................................................................................................122<br />
1.7 Internal & Statutory Audit .............................................................................................124<br />
1.8 Strong Room Operations...............................................................................................126<br />
1.8.1 Government Stationary Procurement..................................................................126<br />
1.8.2 Material Storage under Strong Room...................................................................130<br />
1.8.3 Stamps Selling from Treasury ...............................................................................134<br />
1.8.4 Return of stored valuables from Treasury...........................................................136<br />
2. Human Resource <strong>Management</strong> In<strong>for</strong>mation System .............................................. 137<br />
2.1 Manpower Planning........................................................................................................137<br />
2.2 Recruitment......................................................................................................................138<br />
2.3 Confirmation....................................................................................................................139<br />
2.4 Leave <strong>Management</strong> .........................................................................................................140<br />
2.4.1 Leave <strong>Management</strong> (Earned and Availed)...........................................................140<br />
2.4.2 Leave <strong>Management</strong> (Earned and Availed)-Half Pay Leave ..............................142<br />
2.4.3 Leave <strong>Management</strong> (Availed Leaves) - Commuted (Medical Ground) ..........143<br />
2.4.4 Leave <strong>Management</strong> (Availed Leaves) - Commuted (On other Ground)........144<br />
2.4.5 Leave <strong>Management</strong> (Availed Leaves & Adjustment from leave to be earned in<br />
future) - Leave not due...........................................................................................................146<br />
2.5 Per<strong>for</strong>mance <strong>Management</strong> System (PMS) ...................................................................147<br />
2.6 Training and Learning <strong>Management</strong>.............................................................................149<br />
2.6.1 Training - Planning .................................................................................................149<br />
2.6.2 Training - Implementation.....................................................................................150<br />
2.6.3 Training – Learning <strong>Management</strong>.........................................................................151<br />
2.7 Promotion.........................................................................................................................152<br />
2.7.1 Promotion ................................................................................................................152<br />
2.7.2 Time Bound Pay Scale Enhancement (Kramonati)...........................................154<br />
2.8 Payroll Processing............................................................................................................156<br />
2.9 Other Employee Entitlement........................................................................................164<br />
2.9.1 Other Employee Entitlement (Loans and Advances) .......................................164<br />
2.9.2 Other Employee Entitlement [Claims (TA & Medical Re-imbursement)].....165<br />
2.10 Transfer Posting, Joining and Deputation...................................................................166<br />
2.10.1 Transfer Posting, Joining and Deputation ..........................................................166<br />
2.10.2 Deputation ...............................................................................................................168<br />
2.11 Employee Grievance Redressal.....................................................................................169<br />
2.12 Departmental Enquiry....................................................................................................171<br />
Department of Finance, GoMP 3
Attachment B<br />
Functional Requirement Specifications<br />
2.13 Employee Exit .................................................................................................................173<br />
2.13.1 Employee Exit - Superannuation..........................................................................173<br />
2.13.2 Employee Exit: Other Exits (Death, Termination, VRS and Resignation,<br />
Compulsory retirement and Absorption/ Samvillyan)......................................................174<br />
2.14 Court Cases ......................................................................................................................175<br />
2.15 Pension <strong>Management</strong> In<strong>for</strong>mation System .................................................................177<br />
3. Citizen’s Grievance Redressal ................................................................................ 182<br />
4. General System requirements ................................................................................. 184<br />
5. Web Portal .............................................................................................................. 190<br />
Department of Finance, GoMP 4
Attachment B<br />
Functional Requirement Specifications<br />
1. <strong>Financial</strong> <strong>Management</strong> In<strong>for</strong>mation System<br />
The following section captures detailed Functional Requirements of the financial processes<br />
as envisaged by the <strong>Integrated</strong> Human Resource & Government <strong>Financial</strong> <strong>Management</strong><br />
System.<br />
1.1 Plan and Budget<br />
1.1.1 Project <strong>Management</strong><br />
Table 1: Functional Requirement Specification – Project <strong>Management</strong><br />
Business Requirement – Project <strong>Management</strong><br />
Sr. No.<br />
Requirement Description<br />
1. System should make the project planning module available to HOOs and HODs<br />
on an ongoing basis<br />
2. System should provide the option of creating new projects<br />
3. System should generate a Project ID <strong>for</strong> every new project created and system<br />
should be able to generate a unique project number after the competent<br />
authority has accorded administrative approval and/or technical sanction <strong>for</strong> it<br />
4. Should create project profile <strong>for</strong> new projects and DPRs which should include:<br />
• Location<br />
• Name of project<br />
• Type of Project<br />
• Goal & Objectives (Outcome) of the Project<br />
• Current Situation<br />
• Gap Analysis<br />
• Strategy Options<br />
• Work Plan<br />
• Mode of funding (with alternative funding options)<br />
• Funding Agency<br />
• Major milestones<br />
• Activity Sets <strong>for</strong> each strategy<br />
• Criteria and Justification <strong>for</strong> selection of the final strategy<br />
• Outputs of each activity<br />
• Cost of each Activity<br />
• Total Cost of the Project<br />
5. Should have the details of work in progress projects which includes:<br />
• Name of the Project<br />
• Outcome of the project<br />
• Activity Detail<br />
Department of Finance, GoMP 5
Attachment B<br />
Functional Requirement Specifications<br />
• Output of each activity<br />
• Milestones completed<br />
• Cost Incurred<br />
6. System should allow creation of a new activity and generate an activity ID<br />
7. System should allow breaking the strategy options into activity sets and provide<br />
the following details<br />
• Activity Name<br />
• Activity Description<br />
• Duration<br />
8. System should allow estimation of resources corresponding to each activity of<br />
the activity set<br />
9. System should be able to calculate the cost specific to each activity with the help<br />
of cost tables<br />
10. System should allow consolidation of cost specific to each activity set<br />
11. System should calculate the cost of the entire project<br />
12. Should create online cost-table<br />
13. Should allow Finance/Works Department to enter latest costs in the cost tables<br />
& SORs<br />
14. Should allow prioritization of strategy options based on least cost of the project<br />
15. Should identify projects with priority and outcome <strong>for</strong> each year, <strong>for</strong> each<br />
department<br />
16. Should maintain vendors database and standard rates in the <strong>for</strong>m of a cost tables<br />
17. Should create and link projects, sub projects, activities and tasks<br />
18. Should create an Ad hoc project, where a work break down structure is not<br />
required<br />
19. Should be able to enter milestones , milestone dates and Key Per<strong>for</strong>mance<br />
Indicators in the system<br />
20. Should be able to enter monitoring Schedule<br />
21. Should assign project owner, project manager, accountable person and key<br />
stakeholders<br />
22. Should support <strong>for</strong> template based DPR/Draft project plan<br />
23. System should allow customizing the DPR <strong>for</strong>mat in the system which includes<br />
the outlines/<strong>for</strong>mats/directives as given in the Government order<br />
Project Approvals/Execution<br />
24. System should have <strong>for</strong>mats available <strong>for</strong> Administrative/Technical Sanctions<br />
<strong>for</strong> the projects<br />
Department of Finance, GoMP 6
Attachment B<br />
Functional Requirement Specifications<br />
25. Should capture approvals (Administrative and/or Technical Sanctions)<br />
26. System should allow the stakeholders to apply <strong>for</strong> Administrative sanctions by<br />
Competent Authority <strong>for</strong> any project which is due <strong>for</strong> implementation<br />
27. System should allow stakeholders to seek technical sanction from a competent<br />
authority <strong>for</strong> the details & cost estimate of the project<br />
28. System should generate a Administrative and Technical sanction number <strong>for</strong><br />
sanction issued <strong>for</strong> a project<br />
29. System should allow AS/TS <strong>for</strong> projects included in a plan i.e. approved by State<br />
Planning Commission<br />
30. System should allow AS/TS <strong>for</strong> projects which have to be initiated on an ad hoc<br />
basis and have not been approved in a plan<br />
31. System should allow issuing revised AS/TS in cases the expenditure goes<br />
beyond the approved estimates<br />
32. Should allow relevant stakeholders to monitor the projects and update physical<br />
and financial progress<br />
33. Should track completion of each module/activity, leading to the overall<br />
commissioning of project<br />
34. Should track changes made to the project plan & budgets<br />
35. Should allow HODs/HOOs to review the approved project plan submitted by<br />
the department from Project Plan module<br />
36. Should allow HODs/HOOs to review the activities line items of each approved<br />
Project /Programme provided under the Planned Budget of the current<br />
<strong>Financial</strong> Year<br />
37. Should allow project estimate to be maintained so that revised estimates can be<br />
computed in combination with the actual to date expenditure<br />
38. Should provide a view of projects/plans to HODs/HOOs on the basis of the<br />
priority of the project<br />
39. Should be able to provide the following details of the Work In Progress project<br />
• Project ID<br />
• Activity ID<br />
• Activity List<br />
• Current Status of activity<br />
• Milestones achieved<br />
• Pending activities<br />
• Budgeted Estimate<br />
• Cost Incurred<br />
40. Should allow HODs/HOOs to enter the following data corresponding to<br />
pending activities<br />
• Activities to be completed in the current <strong>Financial</strong> Year<br />
• Probable End Date<br />
41. Should be able to input the following details of approved projects but not<br />
started<br />
Department of Finance, GoMP 7
Attachment B<br />
Functional Requirement Specifications<br />
• Probable Start Date<br />
• Activities to be completed in the current <strong>Financial</strong> Year<br />
• Cost associated with each activity<br />
42. Should allow HODs/HOOs to refer to the cost tables <strong>for</strong> probable cost of each<br />
activity <strong>for</strong> work-in-progress and uninitiated projects<br />
43. Should allow administrative department to access/modify the projects available<br />
in the project management module<br />
44. Should make the revised estimate <strong>for</strong>ms available online<br />
45. Should keep a track of the revisions done to the project plan<br />
Project Scheduling<br />
46. Should allow activity scheduling using PERT/CPM<br />
47. Should support <strong>for</strong> attachments such as drawings, specs, instructions etc., in<br />
<strong>for</strong>mats such as PDF, CAD, Visio, text/flat files, PPT, XLS, DOC, RTF, TIF,<br />
GIF, JPEG etc.,<br />
Project Monitoring<br />
48. Should monitor each activity/task in the project<br />
49. Should allow HODs/HOOs to review the approved project plan submitted by<br />
the department<br />
50. Should allow HODs/HOOs to review the activities line items of each approved<br />
Project /Programme provided under the Planned Budget of the current<br />
<strong>Financial</strong> Year<br />
51. Should allow project estimate to be maintained so that revised estimates can be<br />
computed in combination with the actual to date expenditure<br />
52. Should provide a view of projects/plans to HODs/HOOs on the basis of the<br />
priority of the project<br />
53. Should be able to assist in project monitoring by providing the following details<br />
of the Work In Progress project<br />
• Project ID<br />
• Activity ID<br />
• Activity List<br />
• Current Status of activity<br />
• Pending activities<br />
• Milestones<br />
• Budgeted Estimate<br />
• Cost Incurred<br />
54. Should allow HODs/HOOs to enter the following data corresponding to<br />
pending activities<br />
• Activities to be completed in the current <strong>Financial</strong> Year<br />
Department of Finance, GoMP 8
Attachment B<br />
Functional Requirement Specifications<br />
• Probable End Date<br />
55. Should be able to input the following details of approved projects but not<br />
started<br />
• Probable Start Date<br />
• Activities to be completed in the current <strong>Financial</strong> Year<br />
• Cost associated with each activity<br />
56. Should allow HODs/HOOs to refer to the cost tables <strong>for</strong> probable cost of each<br />
activity <strong>for</strong> work-in-progress and uninitiated projects<br />
57. Should make the revised estimate <strong>for</strong>ms available online<br />
58. Should keep a track of the revisions done to the project plan<br />
59. Should monitor variations from schedules and send alerts<br />
60. Should generate alerts <strong>for</strong> delay in starting/completion major<br />
activities/milestones<br />
61. Should monitor estimates versus actual : money amounts, services, labor, time<br />
span, vehicles used etc.,<br />
62. Should monitor all projects consolidated, individual projects and individual tasks<br />
63. Should store baseline and revised plans<br />
64. Should display project total, accumulated costs in terms of actual, revenue,<br />
capitalization costs, future commitments etc.,<br />
65. Should maintain project percentage completed status -based on work to date.<br />
66. System should link the project plan module with the office accounting system<br />
<strong>for</strong> creation of asset in asset register<br />
General Requirements<br />
67. Should capture the data pertaining to all aspects of projects<br />
68. Should track resource across projects<br />
69. Should enable what-if modeling scenarios<br />
70. Should record the costs <strong>for</strong> each major project or a set of activities under<br />
investigation<br />
71. Should do analysis of resources used on a project compared to the estimates <strong>for</strong><br />
different categories, i.e., money, time, materials, overheads etc.<br />
72. Should maintain the records <strong>for</strong> the duration of the project;<br />
73. Should generate management reports.<br />
74. Should reflect inflation in project costs, highlight and correct errors, if detected<br />
in project management with proper notifications and authorization controls<br />
Department of Finance, GoMP 9
Attachment B<br />
Functional Requirement Specifications<br />
75. Should maintain complete data on any project must be kept throughout the life<br />
of a project and must be able to be printed out and/or reviewed on screen at any<br />
time.<br />
76. Should capture documentation related to execution of various projects (existing<br />
& old) <strong>for</strong> retrospective analysis in future.<br />
77. Should enable online project management process by enabling team members to<br />
easily manage, track, and report on their project activities through familiar tools,<br />
like the Web.<br />
78. Should incorporate security measures, to limit changes by project owners to only<br />
their respective projects and simulations<br />
79. Should track changes, with reasons<br />
80. Should establish security measures to ensure that the personnel are allowed to<br />
review/edit projects they are involved with.<br />
81. Should be able to re-open closed projects<br />
82. Should notify all appropriate personnel, that a project is closed<br />
83. Should provide security measures, to ensure that the project closure is done by<br />
authorized personnel only<br />
84. Should print project reports at summary level and detailed level<br />
Department of Finance, GoMP 10
Attachment B<br />
Functional Requirement Specifications<br />
1.1.2 District Plan Preparation<br />
Table 2: Functional Requirement Specification - District Plan Preparation<br />
Business Requirement – District Plan Preparation<br />
Sr. No.<br />
Requirement Description<br />
1. Should allow HOOs to prepare district plan after identifying projects based on<br />
priority and outcome from planning module<br />
2. Should allow HOOs to view the consolidated yearly resources requirements <strong>for</strong><br />
new projects<br />
3. Should allow HOOs to view the consolidated yearly resources requirements <strong>for</strong><br />
ongoing projects<br />
4. Should allow HOOs to consolidate the yearly resources requirements <strong>for</strong> new<br />
and existing projects<br />
5. Should compile the draft plan <strong>for</strong> new and ongoing projects having following<br />
details<br />
• Locations<br />
• Project Name<br />
• Outcomes<br />
• Duration<br />
• Cost Estimates<br />
• Justification<br />
• Combined Priority<br />
• Implementation details of on-going projects<br />
6. Should enable HOOs to submit the draft plan to the District Planning<br />
Committee<br />
7. Should send the listed details of the district project plan to District Planning<br />
Committee<br />
• Locations<br />
• Project List<br />
• Outcomes<br />
• Cost Estimates<br />
• Justification<br />
• Combined Priority including MTEF requirements<br />
• Implementation details of on-going projects<br />
8. Should provide an option to DPC to drill down to the complete details of each<br />
project<br />
• Project List<br />
• New or Rolling Project<br />
• Cost associated with new Project<br />
• Cost associated with ongoing projects<br />
• Priority of Project<br />
Department of Finance, GoMP 11
Attachment B<br />
Functional Requirement Specifications<br />
• Probable start date<br />
• Outcome of Project<br />
• Activity List<br />
• Cost Breakdown of activities<br />
• Brief Description<br />
• Duration of project<br />
• Start Date<br />
• End Date<br />
• Implementation details of on-going projects<br />
9. System should generate alerts in the <strong>for</strong>m of notifications sent to DPCs as a<br />
confirmation of submission of project charter (proposed plan)<br />
10. System should provide a consolidated view of the draft district plan submitted<br />
by all the HOOs<br />
11. Should allow DPC to review the draft district plan and provide<br />
approval/rejection/modification<br />
12. Should allow HOOs to make changes in the project if revisions have been asked<br />
to be made by DPC<br />
13. System should allow DPC to enter the remarks of discussions with the Tribal<br />
and Welfare Department (TWD) in the system against the district plan prepared<br />
14. System should allow DPC to enter the percentage of district plan to be reserved<br />
<strong>for</strong> the tribal welfare (TSP)<br />
15. Should notify State Planning Commission of the submission of Proposed<br />
District Plan by DPC<br />
16. Should allow State Planning Commission to view the important details of the<br />
submitted plan<br />
• Project List<br />
• Impact/Outcome of Project<br />
• Cost associated with the project<br />
17. Should enable State Planning Commission to pull the complete details of the<br />
project if required<br />
18. Should give an option to State Planning Commission to approve/reject<br />
components/Items of the proposed District plan.<br />
19. Should allow field <strong>for</strong> providing relevant comments<br />
20. Should send a notification to the respective HODs and Administrative<br />
Department Head about the approval of the district component of the<br />
departmental plan<br />
21. System should allow the head of Administrative department to view the district<br />
component approved by the DPC and State Planning Commission<br />
22. Should provide an option to Head of Administrative Department, HODs and<br />
HOOs to search and sort a project/activity on the listed criteria<br />
• District Name (ID)<br />
• Project ID<br />
Department of Finance, GoMP 12
Attachment B<br />
Functional Requirement Specifications<br />
• Activity ID<br />
• Desired output<br />
• Lowest cost<br />
Department of Finance, GoMP 13
Attachment B<br />
Functional Requirement Specifications<br />
1.1.3 State Plan Preparation<br />
Table 3: Functional Requirement Specification - Sate Plan Preparation<br />
Business Requirement – State Plan Preparation<br />
Sr. No.<br />
Requirement Description<br />
1. Should allow HODs to prepare draft state plan after identifying projects based<br />
on priority and outcome from project management module<br />
2. Should port and copy required fields’ in<strong>for</strong>mation from project management<br />
module onto the <strong>for</strong>mat of state plan proposal<br />
3. Should allow HODs to view the consolidated yearly requirements <strong>for</strong> new<br />
projects including district plan<br />
4. Should allow HODs to view the consolidated yearly requirements <strong>for</strong> ongoing<br />
projects including district plan<br />
5. Should allow HODs to consolidate the yearly requirements <strong>for</strong> new and existing<br />
projects including district plan<br />
6. Should compile the draft state plan having following details<br />
• Locations<br />
• Project Name<br />
• Duration<br />
• Outcomes<br />
• Cost Estimates<br />
• Justification<br />
• Combined Priority including MTEF requirements<br />
• Implementation details of on-going projects<br />
7. System should provide the option to HODs <strong>for</strong> consolidating the yearly budget<br />
requirements <strong>for</strong> state focus projects and district plan<br />
8. System should allow HODs to submit the department project plan to State<br />
Planning Commission<br />
9. Should provide notification to State Planning Commission <strong>for</strong> submission of<br />
Draft plan by HODs<br />
10. System will provide the notification in the <strong>for</strong>m of an email in the customized<br />
mail box <strong>for</strong> each login<br />
11. Should provide a consolidated view to State Planning Commission <strong>for</strong> plan of<br />
each department<br />
12. Should allow State Planning Commission to view the important details of the<br />
submitted plan<br />
• Project List<br />
• Priority<br />
• Impact/Outcome of Projects<br />
• Cost associated with the project<br />
• Projects under implementation<br />
Department of Finance, GoMP 14
Attachment B<br />
Functional Requirement Specifications<br />
13. Should allow HOD to prepare PPT <strong>for</strong> presentation of state plan and access<br />
detail (DPR) of any project during discussions<br />
14. Should allow State Planning Commission to provide<br />
approval/modifications/rejection <strong>for</strong> item/components with appropriate<br />
remarks of the consolidated department plan<br />
15. System should allow State Planning Commission to enter the remarks of<br />
discussions with the Tribal and Welfare Department (TWD) in the system<br />
against the plan prepared <strong>for</strong> state focus projects<br />
16. System should allow State Planning Commission to enter the percentage of plan<br />
<strong>for</strong> state focus projects to be reserved <strong>for</strong> the tribal welfare (TSP)<br />
17. Should allow State Planning Commission to modify the priority of the project as<br />
specified by HODs/HOOs<br />
18. Should provide HODs the option of modifying the project plans in case of any<br />
revisions are asked by State Planning Commission<br />
19. Should allow Head of Administrative Department to view and review the<br />
consolidated departmental plan in the system<br />
20. Should allow State Planning Commission the option of drilling down and<br />
analyzing the cost associated with each activity<br />
21. Should allow State Planning Commission the option to consolidate State Plan<br />
(using defined parameters/criteria) <strong>for</strong> submission to Planning Commission<br />
22. Should allow State Planning Commission the option to access any level of<br />
available details during discussions with Planning Commission<br />
23. Should allow State Planning Commission to update the state and department<br />
ceiling in the system as provided by Planning Commission<br />
24. Should send a notification to the HODs, Finance Department and Head of<br />
Administrative Department <strong>for</strong> the ceiling entered in the system<br />
25. Should allow the Finance Department to override the ceiling provided by State<br />
Planning Commission and provide a new ceiling <strong>for</strong> the departments in the<br />
system depending on the resources available<br />
26. Should allow HODs to re-allocate the ceiling into the system to HOOs<br />
27. Should send notifications to HOOs <strong>for</strong> the ceiling entered in the system<br />
28. System should make the project plan editable to introduce any changes that are<br />
required to ensure compliance with the state/district plan ceiling<br />
Department of Finance, GoMP 15
Attachment B<br />
Functional Requirement Specifications<br />
1.1.4 Receipt Budget<br />
Table 4: Functional Requirement Specification – Receipt Budget<br />
Business Requirement – Receipt Budget<br />
Sr. No.<br />
Requirement Description<br />
1. System should have <strong>for</strong>mats <strong>for</strong> preparing the receipt budget<br />
2. System should allow HOO/HODs to access the receipt budget <strong>for</strong>mats and<br />
prepare receipt budget estimates<br />
3. System should allow integration of the budget <strong>for</strong>mats with receipt system and<br />
debt management system<br />
4. System should allow extracting the following data from the receipt system<br />
• Tax revenue<br />
• Non-Tax revenue<br />
• Fees & Grants<br />
• Etc.<br />
5. System should allow integration of the receipt budget <strong>for</strong>mats with debt<br />
management module <strong>for</strong> the following data<br />
• Loans and Advances<br />
• Interest Payment<br />
• Write off bad debts<br />
• Etc.<br />
6. System should allow <strong>for</strong>ecasts/estimates on the basis of trend analysis using<br />
receipt database<br />
7. System should allow submission of the budget estimates <strong>for</strong> receipts by<br />
HOO/HODs to Head of Administrative Department<br />
8. System should allow Head of Administrative Departments to view and<br />
consolidate the receipt budget<br />
9. System should allow Head of Department to submit the estimates to Finance<br />
Department<br />
10. System should allow Department of Finance to view and consolidate the<br />
estimates<br />
11. System should allow Department of Finance to <strong>for</strong>ecasts/estimates in other<br />
receipt heads and consolidate the receipt budget <strong>for</strong> the entire state<br />
12. System should project actual collections month by month against each item of<br />
<strong>for</strong>ecasted/estimated/projected receipt <strong>for</strong> each HOO/HOD/Administrative<br />
Department<br />
Department of Finance, GoMP 16
Attachment B<br />
Functional Requirement Specifications<br />
1.1.5 Plan Budget Preparation<br />
Table 5: Functional Requirement Specification – Plan Budget Preparation<br />
Business Requirement – Plan Budget Preparation<br />
Sr. No.<br />
Requirement Description<br />
1. Should provide a functionality in the Project plan module to prepare the budget<br />
<strong>for</strong> the approved department projects and schemes on the basis of cost estimates<br />
2. Should allow HOOs/HODs to capture the cost estimates and other details in<br />
the Plan budget <strong>for</strong>m which include<br />
• Location<br />
• Object Head<br />
• Project Name<br />
• Cost of Project<br />
• Implementation details of rollout projects<br />
3. Should allow HODs to prepare the department plan budget based on the<br />
requirements of the new and rollover projects created in the project plan module<br />
4. Should allow HODs to consolidate the budget prepared by HOOs with the state<br />
plan budget<br />
5. Should allow the HODs to submit the plan budget estimates to the Head of<br />
Administrative Department<br />
6. Should allow Head of Administrative Department to view the consolidated<br />
budget estimates <strong>for</strong> the department<br />
7. Should allow HODs/Head of Administrative Department to compare plan<br />
budget with MTEF requirements<br />
8. Should allow Head of Administrative Department to submit the approved<br />
consolidated budget to the Finance Department<br />
9. Should provide an option to allocate a part of the plan budget to priority sector<br />
(Tribal & SC)<br />
Department of Finance, GoMP 17
Attachment B<br />
Functional Requirement Specifications<br />
1.1.6 Plan Budget Preparation Revised Estimates<br />
Table 6: Functional Requirement Specification – Plan Budget Preparation Revised Estimates<br />
Business Requirement –Plan Budget Preparation Revised Estimates<br />
Sr. No.<br />
Requirement Description<br />
1. System should allow HOOs/HODs to review the project management module<br />
to check the status of the approved new and rollover (long/short term) projects<br />
under implementation<br />
2. System should give a list of all the projects (new and rollover) that have been<br />
included <strong>for</strong> the current financial year plan<br />
3. Should allow HOOs/HODs to consider activities line items of each approved<br />
Project /Programme Provided under the Planned Budget of the FY<br />
4. System should allow HOOs/HODs to review financial and physical progress<br />
(activities & milestones) of the projects<br />
5. System should consider the extent to which the activities/ of a plan/programme<br />
under implementation have been completed so far and are planned/ likely to be<br />
completed in remaining months of the FY<br />
6. System should give the detail of expenditure incurred till date and the milestones<br />
achieved corresponding to the expenditure<br />
7. System should allow to finalize the likely start date <strong>for</strong> the activities remaining<br />
<strong>for</strong> the balance months of current financial year<br />
8. System should allow compilation of cost <strong>for</strong> each activity head wise which are<br />
expected to be incurred in the remaining months of current financial year<br />
9. System should allow apportioning budget from one project, with likely savings,<br />
to another, with likely excesses, within the same head of account to<br />
HOO/HOD<br />
10. System should allow re-appropriation of budget from one project, with likely<br />
savings, to another, with likely excesses, within the same major head of account<br />
to HOD within delegation of powers<br />
11. System should allow <strong>for</strong>mulation of proposals <strong>for</strong> re-appropriation of budget<br />
from one project, with likely savings, to another, with likely excesses, outside the<br />
powers of HOO/DOD, <strong>for</strong> submission to Administrative Department<br />
12. System should allow preparation of proposal <strong>for</strong> additional grant or surrender of<br />
budget as the case may be <strong>for</strong>/from individual project/head of account<br />
13. While considering re-appropriation of saving or additional grants to another<br />
project, MTEF level <strong>for</strong> the year (including backlog if any) <strong>for</strong> the heads of<br />
accounts affected<br />
14. System should allow accessing the revised budget estimate <strong>for</strong>m in the system<br />
15. System should pull the budgeted estimate in the <strong>for</strong>m <strong>for</strong> the current financial<br />
year<br />
16. System should populate the re-appropriation, re-allocations, surrenders, revised<br />
requirements <strong>for</strong> the remaining months etc. done as on the date <strong>for</strong> preparation<br />
Department of Finance, GoMP 18
Attachment B<br />
Functional Requirement Specifications<br />
of revised estimates<br />
17. System should cumulate the re-appropriation, re-allocations, surrenders etc. with<br />
the budgeted estimates to arrive at the revised budget estimates<br />
18. System should allow HOOs to submit the budget to their HODs<br />
19. System should allow HODs to compile the revised estimates <strong>for</strong> district and<br />
state focus plans<br />
20. System should allow HODs to submit the revised estimates <strong>for</strong> the department<br />
to Head of Administrative Department<br />
21. System should allow Head Of Administrative Department to submit the revised<br />
estimates of the department to DoF<br />
Department of Finance, GoMP 19
Attachment B<br />
Functional Requirement Specifications<br />
1.1.7 Non Plan Budget Preparation<br />
Table 7: Functional Requirement Specifications – Non Plan Budget Preparation<br />
Business Requirement – Non Plan Budget Preparation<br />
Sr. No.<br />
Requirement Description<br />
1. Should allow initiation of the budget preparation activity on a specific date<br />
2. Should also allow changes to be made in the date <strong>for</strong> availability of the budget<br />
program by Finance Department only<br />
3. Should allow the stakeholders access to the system <strong>for</strong> accessing the non-plan<br />
budget program<br />
4. Should allow authorized stakeholders to modify the fields in a budget program<br />
5. Should send notification to all the relevant stakeholders <strong>for</strong> initiation of budget<br />
activity in the system<br />
6. System provides the ability to lock out budget changes after specified date which<br />
can be reversed by BCO/DoF<br />
7. System should provide the facility to allow multi-level appropriation structure inline<br />
with State’s budgeting requirements<br />
8. System should provide the aggregation of budget data such that each level is a<br />
summary of the level beneath it<br />
9. System provides the following in<strong>for</strong>mation on budget <strong>for</strong>ms<br />
• Five year historical budget and actual expenditure data<br />
• Monthly and Year-to-date Actual<br />
• Current Year Budget<br />
10. Should provide the option to enter the details in the budget program <strong>for</strong>m as<br />
major heads, minor heads etc.<br />
11. Should be able to pull data from HR module <strong>for</strong> HR related expenses and Office<br />
accounting module to get the expense <strong>for</strong> non-HR activities.<br />
Data fields to be pulled from HR & Pension Database:<br />
• Salary Increments/Deductions<br />
• Training & Development Costs<br />
• Cost associated with People Retiring<br />
• Cost associated with recruitment<br />
• Allowances etc.<br />
Data fields to be pulled from office accounting database:<br />
• Actual expenditure<br />
• Deduction/Receipts etc.<br />
12. System should capture the expenditure data from the IFMIS/AGMP’s database<br />
13. System should compute last 8 Months Expenditure of last FY <strong>for</strong> each<br />
expenditure head<br />
Department of Finance, GoMP 20
Attachment B<br />
Functional Requirement Specifications<br />
14. Should allow addition of first 4 months expenditure of current financial year in<br />
the expenditure head to last 8 months<br />
15. Should have incorporated budget <strong>for</strong>mula including the contingency factor<br />
which will give the budget estimate based on last 8 months of last financial year<br />
and first 4 months of current financial year<br />
16. System should allow DDO/HOOs to undertake trend analysis of expenditure<br />
and revenue to compare the budget estimates with the trends identified to make<br />
the budget estimates more realistic<br />
17. System provides <strong>for</strong> application of percentage increases or decrease to a<br />
budgeted category<br />
18. Should enable enhancement of amount against MTEF designated heads to meet<br />
the minimum funding requirements<br />
19. System should allow a field to provide expenditure remarks at the time of budget<br />
preparation<br />
20. System should allow maximum of 1000 words to be entered in the field <strong>for</strong><br />
providing the remarks<br />
21. System should allow Finance Department to modify the budget preparation<br />
<strong>for</strong>mat <strong>for</strong> specifying the structure <strong>for</strong> calculation of HR expenses<br />
22. Should pull salary requirement projection and other HR expenses <strong>for</strong> next year<br />
from the HR database<br />
23. Should provide option to fill the details of the expenditure which are not pulled<br />
from HR, Office Accounting database<br />
24. Should allow users to add the budget requirement <strong>for</strong> new items<br />
25. Should consolidate HR , non-HR and new item expenditure<br />
26. Should provide the functionality of submitting the budget<br />
27. Should generate a notification and send it to relevant stakeholders <strong>for</strong> taking the<br />
necessary action<br />
28. Should send BCOs a notification <strong>for</strong> the budget submitted by DDO/HOOs. A<br />
notification should be generated <strong>for</strong> every DDO/HOO and sent to BCO<br />
29. Should be able to consolidate the budget submitted <strong>for</strong> all DDO/HOOs under a<br />
BCO<br />
30. Should allow BCOs to Approve/Reject/Modify the budget prepared by<br />
DDO/HOOs<br />
31. Should provide a drop down menu to select a DDO/HOO and view details of<br />
the proposed budget <strong>for</strong> a specific DDO/HOO<br />
32. Should generate a Budget ID <strong>for</strong> budget program submitted by every office<br />
33. System should allow drill-down capabilities from budgeted summary categories<br />
to line item detail justification<br />
34. System should not allow overwriting any budget request in case of any edits<br />
made.<br />
35. System should generate an audit log <strong>for</strong> all modifications made after final<br />
submission of budget at different levels<br />
Department of Finance, GoMP 21
Attachment B<br />
Functional Requirement Specifications<br />
submission of budget at different levels<br />
36. System should allow BCOs to make relevant changes to the proposed budget as<br />
suggested by Finance Department<br />
37. System should allow Finance Department to have a consolidated view of the<br />
budget proposed by BCOs<br />
38. System should allow version control in case of any edits done to the budget<br />
request<br />
39. System should allow Finance Department to view the budget submitted by<br />
BCOs<br />
Department of Finance, GoMP 22
Attachment B<br />
Functional Requirement Specifications<br />
1.1.8 Non Plan Budget Preparation Revised Estimates<br />
Table 8: Functional Requirement Specification - Non Plan Budget Preparation Revised Estimates<br />
Business Requirement –Non Plan Budget Preparation Revised Estimates<br />
Sr. No.<br />
Requirement Description<br />
1. System should make the e-<strong>for</strong>m available <strong>for</strong> entering the revised budget<br />
estimates<br />
2. Should allow copying details from existing budget into the revised budget<br />
estimate <strong>for</strong>m<br />
3. Should populate the projected expenditure level (articulated by MTEF) in the<br />
revised estimates <strong>for</strong>m to compare the level of expenditure achieved<br />
4. Should be able to capture HR Expenditure <strong>for</strong> last 4 months of current <strong>Financial</strong><br />
Year <strong>for</strong> each expense head<br />
5. Should allow comparison of the projected expenses <strong>for</strong> next 8 months with the<br />
budget allocated<br />
6. Should have budget <strong>for</strong>mula incorporated <strong>for</strong> revised budget calculation details<br />
related to statistical in<strong>for</strong>mation/account, budget rules incorporated<br />
7. Should be able to pull the data <strong>for</strong> HR related expenditure <strong>for</strong> next 8 months<br />
from the HR database<br />
8. Should allow addition <strong>for</strong> any new services and filling up of required Per<strong>for</strong>ma<br />
<strong>for</strong> each new item of services<br />
9. Should allow justifications to be provided <strong>for</strong> including any new services<br />
10. Should allow compilation of the revised budget <strong>for</strong> HR and non-HR expenses<br />
head wise by incorporating re-appropriations and additional grants and<br />
subtracting surrenders<br />
11. System should allow accessing the revised budget estimate <strong>for</strong>m in the system<br />
12. System should pull the budgeted estimate in the <strong>for</strong>m <strong>for</strong> the current financial<br />
year<br />
13. System should populate the re-appropriation, re-allocations, surrenders, revised<br />
requirements <strong>for</strong> the remaining months etc. as on the date of preparation of<br />
revised estimates<br />
14. System should cumulate the re-appropriation, re-allocations, surrenders etc. with<br />
the budgeted estimates to arrive at the revised budget estimates<br />
15. Should allow BCOs to review the revised non plan budget estimates submitted<br />
by DDO/HOOs<br />
16. Should allow BCOs to submit the revised estimates to the Head of<br />
Administrative Department<br />
17. Should allow Head of Administrative Department to view and approve revised<br />
estimates received from HODs<br />
Department of Finance, GoMP 23
Attachment B<br />
Functional Requirement Specifications<br />
18. Should allow Head of Administrative Department to consolidate revised<br />
estimates received from HODs and submit departmental revised estimates to the<br />
Finance Department<br />
19. System should allow the Finance Department to review the revised non plan<br />
budgets estimates received from each Head of Administrative Department<br />
20. System should allow the Finance Department to review and revise the revised<br />
non plan budgets estimates of each HOD in joint consultation<br />
21. Should enable enhancement of amount against MTEF designated heads to meet<br />
the minimum funding requirements by additional grants/re-appropriations<br />
22. System should allow the Finance Department to consolidate revised non plan<br />
budget proposals with budget estimates<br />
Department of Finance, GoMP 24
Attachment B<br />
Functional Requirement Specifications<br />
1.1.9 Budget <strong>Management</strong><br />
Table 9: Functional Requirement Specification – Budget <strong>Management</strong><br />
Business Requirement – Budget <strong>Management</strong><br />
Sr. No.<br />
Requirement Description<br />
1. Should allow creation of expenditure programme <strong>for</strong> non-plan budget, based on<br />
rules of expenditure <strong>for</strong>:<br />
• Recurring expenditure items proportionate over the year @ of 1/12<br />
• Recurring expenditure items not proportionate over the year e.g.<br />
maintenance<br />
Non recurring expenditure item to be planned over the year e.g. office furniture<br />
& equipment<br />
2. Should allow DDO/HOO to review progress of expenditure vis-à-vis<br />
expenditure programme<br />
3. Should enable DDO/HOO/HOO & BCO/HOD to undertake expenditure<br />
monitoring/ reviews using system tools and utilities.<br />
4. Comparison of expenditure with project implementation schedule in plan budget<br />
(mile stone/end of activity stage) periodically(at least quarterly <strong>for</strong> first three<br />
quarters and monthly in last quarter, by 15th of last month of FY)<br />
5. Comparison of expenditure with expenditure program using trend analysis <strong>for</strong><br />
recurring non plan expenditure periodically (at least quarterly <strong>for</strong> first three<br />
quarters and monthly in last quarter, by 15th of last month of FY)<br />
6. Comparison of expenditure with expenditure program using <strong>for</strong> non-recurring<br />
non plan expenditure periodically (at least quarterly <strong>for</strong> first three quarters and<br />
monthly in last quarter, by 15th of last month of FY)<br />
7. As a result of expenditure reviews should identify likely savings/excesses<br />
8. Should allow users to choose from following options<br />
• No Requirement<br />
• Additional Requirement<br />
• Budget Savings<br />
9. System should per<strong>for</strong>m following action on selecting No requirement option<br />
• Update the system <strong>for</strong> no additional budget requirement<br />
10. System should per<strong>for</strong>m following action on selecting Budget Savings option<br />
• Make available the proposal <strong>for</strong> Re-appropriation/Surrender<br />
11. Should allow DDO/HOOs & BCO to fill the surrender proposal and submit<br />
the proposal to Finance Department<br />
12. Should provide the following fields in budget surrender <strong>for</strong>m<br />
• Planned/Non-Planned Budget<br />
• Grant<br />
• Account Head (Major/Minor)<br />
• Amount to Surrender<br />
Department of Finance, GoMP 25
Attachment B<br />
Functional Requirement Specifications<br />
13. System should per<strong>for</strong>m following action on selecting Additional Requirement<br />
option<br />
• Send a notification to BCO/HODs <strong>for</strong> additional budget requirement<br />
• Notification should have the details of Grant, Account Head and<br />
additional requirement<br />
14. System should retain and allow access to narrative justification <strong>for</strong> budget<br />
Adjustments(re-appropriation) by DDO/HOOs/HODs<br />
15. Should allow relevant stakeholders to transfer budget within various account<br />
heads within a major head<br />
16. Should allow BCO/HODs to view the budget surrendered by various<br />
DDO/HOOs of the department<br />
17. System allows users to per<strong>for</strong>m on-line appropriation budget adjustments with<br />
appropriate security authority within the <strong>Financial</strong> powers<br />
18. System allows users to inquire as to the status of budget adjustment on-line.<br />
19. Should allow BCOs/HODs to re-appropriate if additional budget exists within a<br />
major head within own powers<br />
20. Should allow BCOs/HODs to send request to Administrative<br />
Department/Finance Department <strong>for</strong><br />
• Re-appropriation beyond own power<br />
• Additional Requirement/Grant<br />
21. Should provide Administrative Department/Finance Department a consolidated<br />
view of<br />
• Surrenders by BCOs/HODs of various departments (Head Wise)<br />
• Surrenders by a Department (Head Wise)<br />
22. Should allow Admin/Finance Department to re-appropriate within own powers<br />
if additional budget exits in the following conditions<br />
Between various Major Heads of a Grant<br />
23. Should allow Finance Department to enter general across the board (economy)<br />
cuts <strong>for</strong> a specific expense head e.g. Travel<br />
24. System should deduct the budgeted amount <strong>for</strong> all the DDO/HOOs <strong>for</strong> specific<br />
across the board (economy) cuts<br />
25. Should allow DDOs to reallocate budget to other DDOs within its powers and<br />
by BCOs to other BCOs within its powers<br />
26. Should allow Finance Department to send a notification to HODs/BCOs in<br />
case of unavailability of budget <strong>for</strong> re-appropriation<br />
27. Should send HODs/BCOs alerts <strong>for</strong> unavailability of budget <strong>for</strong> reappropriation<br />
28. Should allow HODs/BCOs to prepare a supplementary grant proposal and<br />
submit it to Finance Department in case there is no excess budget available <strong>for</strong><br />
re-appropriation<br />
29. Should have the required listed fields in the supplementary grant proposal<br />
• Account Head<br />
• Additional Budget requirement<br />
Department of Finance, GoMP 26
Attachment B<br />
Functional Requirement Specifications<br />
• Justification<br />
• Surrenders in heads having savings<br />
30. System should allow preparation of supplementary budget on the basis of<br />
supplementary proposals received from the Head of Administrative<br />
Departments.<br />
31. Should copy details from existing budget into the revised estimate budget <strong>for</strong>m<br />
32. Should allow DDO/HOOs/BCOs and HOOs/HODs to compare budgeted<br />
estimate and revised estimates<br />
33. Should copy details from re-appropriation/additional grants/surrendered budget<br />
to modify original budget estimates as revised estimates<br />
34. Ability to view own actual budget by each DDO/HOO spending to date and<br />
also project the expected expenditures <strong>for</strong> the rest of the period.<br />
35. Should allow BCOs to enter budget <strong>for</strong> DDO/HOOs to spread over different<br />
periods<br />
36. Should provide Finance Department to upload the approved budget by<br />
legislative assembly in the system<br />
37. System processes and maintains all budget iterations, from DDO/HOOs to<br />
Budget uploaded in the system by Finance Department<br />
38. System should provide the listed fields <strong>for</strong> uploading the budget<br />
• Department Code<br />
• BCO Code<br />
• Budget allocated<br />
39. Should send alerts to Head of Administrative Department <strong>for</strong> the budget<br />
uploaded by Finance Department BCO wise<br />
40. Should allow Head of Administrative Department to release the budget in the<br />
system to its BCOs<br />
41. Should allow BCOs to re-allocate budget to DDO/HOOs<br />
42. Should allow BCOs to allocate budget partially to its DDO/HOOs<br />
43. System should allow Finance Department to lock any budget head <strong>for</strong> any<br />
period of time in case of issues with resource availability<br />
44. System should allow specifying a lower limit of expenditure to be done under a<br />
particular budget head<br />
45. System should send alerts to the Finance Department in case of low or no<br />
expenditure being done by a department <strong>for</strong> any particular head<br />
46. System should allow the relevant stakeholders to capture the budget approved<br />
by legislature to be withdrawn from the consolidated fund with regards to Vote<br />
of accounts<br />
47. System should allow the approved budget to be reflected against the budgeted<br />
estimates when the budget is passed in the legislative assembly<br />
48. System should update the system with the balance amount to be withdrawn<br />
from the consolidated fund. The balance should be calculated by subtracting the<br />
Department of Finance, GoMP 27
Attachment B<br />
Functional Requirement Specifications<br />
budgeted estimates and the expenditure incurred from the consolidated fund in<br />
case of vote of accounts.<br />
49. System should allow Finance Department to prepare appropriation bill in the<br />
system after the budget is passed by the legislative assembly<br />
50. System should capture the following details in the appropriation bill<br />
• Schedule showing the specific services<br />
• Purposes and the limits up to which expenditure can be incurred as per<br />
budget passed by the Legislature<br />
• Expenditure charged on the Fund in two separate columns<br />
51. System should allow Finance Department to capture the assent accorded by the<br />
Governor and change the status of “Appropriation Bill” to “Appropriation<br />
Act”.<br />
52. System should not allow any changes to be done to the Appropriation bill after<br />
the consent from the Governor has been received<br />
53. System should have <strong>for</strong>mats to compile/prepare budget books in various<br />
volumes to be presented to legislative assembly<br />
54. Should have <strong>for</strong>mats ready to compile/prepare a budget speech to be presented<br />
to the assembly <strong>for</strong> various sectors<br />
55. Should allow Finance Department to compile/prepare Finance Secretary Memo<br />
which includes<br />
• Budget at a glance<br />
• <strong>Financial</strong> Statement from last 5years<br />
• Graphs<br />
• Provisions <strong>for</strong> Plan Schemes <strong>for</strong> Revised Estimate<br />
• Provision <strong>for</strong> Plan Schemes in the Revised Estimates under different<br />
Revenue and Capital Heads<br />
• Provisions <strong>for</strong> Plan Schemes <strong>for</strong> Budget Estimate<br />
• Provision <strong>for</strong> Plan Schemes in the Budget Estimates under different<br />
Revenue and Capital Heads<br />
• Object wise Expenditure<br />
56. System should allow flagging all the budget heads in which re-appropriation has<br />
been done<br />
57. System should allow extracting the details of re-appropriations done across<br />
various budget heads by various DDOs/HODs/Administrative Department<br />
Head/DoF<br />
58. System should provide <strong>for</strong>mats <strong>for</strong> preparing the outcome budget <strong>for</strong> various<br />
departments<br />
59. System should provide <strong>for</strong>mats <strong>for</strong> preparing the gender budget <strong>for</strong> various<br />
departments<br />
60. System should have an option which captures the off-budget grants received<br />
from the center<br />
61. System should allow Finance Department to capture the off-budget grant <strong>for</strong><br />
each department parallel to the Budget estimates. The system should capture the<br />
Department of Finance, GoMP 28
Attachment B<br />
Functional Requirement Specifications<br />
following fields <strong>for</strong> capturing the off-budget grants<br />
• Department<br />
• Programme/Scheme<br />
• Budget Estimates <strong>for</strong> the financial year<br />
• Revised Estimates <strong>for</strong> the financial year<br />
62. System should allow generation of a report <strong>for</strong> any kind of re-appropriations,<br />
surrenders and additional grant requirements <strong>for</strong> a particular budget head at state<br />
level at the time of budget preparation<br />
63. System should allow a demand <strong>for</strong> grant to be compiled/generated <strong>for</strong> each<br />
department<br />
64. System should generate the unique demand number <strong>for</strong> each demand<br />
65. System should provide specific <strong>for</strong>mats <strong>for</strong> preparing the demand <strong>for</strong> grants<br />
which includes<br />
• Account Head<br />
• Plan Component<br />
• Non Plan component<br />
• Budget Estimates<br />
• Revised Estimates<br />
• Revenue/Capital Section<br />
Department of Finance, GoMP 29
Attachment B<br />
Functional Requirement Specifications<br />
1.1.10 Budget Consolidation<br />
Table 10: Functional Requirement Specification – Budget Consolidation<br />
Business Requirement – Budget Consolidation<br />
Sr. No.<br />
Requirement Description<br />
1. Should allow BCOs to compile the budget estimates <strong>for</strong> plan and non-plan<br />
component head wise <strong>for</strong> all DDO/HOOs<br />
2. Should allow BCOs to compile the revised budget estimates <strong>for</strong> plan and nonplan<br />
component head wise <strong>for</strong> all DDO/HOOs<br />
3. Should allow BCOs to compile the budget requirements and revised budget<br />
requirements <strong>for</strong> all the DDO/HOOs <strong>for</strong> plan and non-plan activities<br />
4. Should allow consolidation of budget estimates <strong>for</strong> plan and non-plan Budget<br />
<strong>for</strong> a department head wise<br />
5. Should allow consolidation of revised budget estimates <strong>for</strong> plan and non-plan<br />
budget <strong>for</strong> a department head wise<br />
6. Should allow Department of Finance to view the surrenders, re-appropriations,<br />
reallocation <strong>for</strong> various account heads parallel to the budget estimates as<br />
prepared by various departments<br />
7. Should allow Finance Department to consolidate budget proposals received<br />
from BCOs, incorporate DoF level estimates (e.g. pension, interest payments,<br />
loans/market borrowing repayments) and review consolidated budget <strong>for</strong> plan<br />
and non-plan (Budget Estimates and Revise Budget estimates) <strong>for</strong> the state<br />
8. System should allow maintaining the confidentiality of the budget estimates after<br />
it has been finalized by cabinet approval and is due to be presented in the<br />
assembly<br />
9. System should allow only relevant stakeholders to access the budget after it has<br />
been approved by cabinet and still to be approved by legislative assembly<br />
10. Should allow Finance Department to make the consolidated state budget<br />
available online after final approval with links to required details/justifications<br />
11. Should allow the Ministers/MLAs/Legislative Assembly to access the<br />
consolidated budget online<br />
12. Should allow Ministers/MLAs/Legislative assembly to drill down to the details<br />
of the budget till BCO level<br />
13. Should allow Ministers/MLAs/Legislative Assembly to view and drill down to<br />
the details of the budget till DDO/HOO level<br />
14. Should allow Ministers/MLAs/Legislative assembly to view the justification <strong>for</strong><br />
budget requirement<br />
15. Should display MTEF requirements (amount) against proposals in each related<br />
head<br />
16. Should link <strong>for</strong> the justification <strong>for</strong>mats with the budget requirement <strong>for</strong> new<br />
items<br />
17. Should display links to plan outputs which are basis of outcome budgets<br />
Department of Finance, GoMP 30
Attachment B<br />
Functional Requirement Specifications<br />
18. Should display links to provision details which are basis of gender budgets<br />
Department of Finance, GoMP 31
Attachment B<br />
Functional Requirement Specifications<br />
1.1.11 Payment of Advance from Contingency Fund<br />
Table 11: Functional Requirement Specification – Contingency Account<br />
Business Requirement – Contingency Account<br />
Sr. No.<br />
Requirement Description<br />
1. System should allow HOD/Admin. Dept./DoF to access Budget <strong>Management</strong><br />
Module to identify savings or otherwise, in various budget heads, <strong>for</strong> meeting<br />
additional budget requirements<br />
2. System should have <strong>for</strong>mats <strong>for</strong> application to be submitted <strong>for</strong> seeking advance<br />
from contingency fund<br />
3. System should necessarily have following text fields in the application:<br />
• Circumstances in which provision was not included in the budget<br />
• Reason why delay is not possible<br />
• Amount required to be advanced from the contingency fund<br />
• Grant or appropriation in which budget provision has to be made from<br />
dropdown menu<br />
4. System should allow Head of Administrative Department to access the<br />
application in the system <strong>for</strong> applying online <strong>for</strong> advance from contingency fund<br />
5. System should allow Head of Administrative Department to submit the<br />
application to Department of Finance online<br />
6. System should generate alerts <strong>for</strong> DoF on receipt of the application<br />
7. System should allow DoF to review the application and provide its approval or<br />
rejection in the system<br />
8. System should generate a standard sanction order on providing the approval <strong>for</strong><br />
transfer of funds<br />
9. System should have following details in the sanction order:<br />
• Amount<br />
• Grant or Re-appropriation <strong>for</strong> expenditure provision<br />
• Description of sub-heads and appropriation units<br />
10. System should generate a notification on issuing the order and send it to the<br />
respective Head of Administrative Department and AGMP<br />
11. System should generate a unique ID <strong>for</strong> each sanction order<br />
12. System should allow DoF to make the funds-transfer entry from Contingency<br />
fund to the corresponding budget head<br />
13. System should flag the budget head in which provision <strong>for</strong> budget has been<br />
provided through contingency fund<br />
14. System should give alerts or notifications to Department of Finance on a<br />
monthly basis <strong>for</strong> all the account heads where advance paid from contingency<br />
fund has to be recouped<br />
Department of Finance, GoMP 32
Attachment B<br />
Functional Requirement Specifications<br />
1.1.12 Recoupment of Advance given from Contingency Fund<br />
Table 12: Functional Requirement Specification – Recoupment of Advance from Contingency<br />
Account<br />
Business Requirement – Recoupment of Advance from Contingency Account<br />
Sr. No.<br />
Requirement Description<br />
1. System should populate list of all outstanding CF advances<br />
2. System should generate alert when supplementary grant proposal uploaded <strong>for</strong><br />
recoupment of outstanding CF advances<br />
3. System should allow DoF to issue an order through the system <strong>for</strong> recouping<br />
amount of advance to contingency fund<br />
4. System should prompt DoF to check the following be<strong>for</strong>e issuing the order<br />
• Appropriation Act has been passed<br />
• Sanction ID generated at the time of advance payment is linked<br />
5. System should allow DoF to transfer funds from the related budget head to<br />
contingency fund<br />
6. System should send a notification to AGMP <strong>for</strong> order issued <strong>for</strong> recouping<br />
funds against contingency advance account<br />
7. System should provide all above functionalities under the Budget <strong>Management</strong><br />
Module<br />
Department of Finance, GoMP 33
Attachment B<br />
Functional Requirement Specifications<br />
1.1.13 Public Fund Account<br />
Table 13: Functional Requirement Specification – Public Fund Account<br />
Business Requirement – Public Fund Account<br />
Sr. No.<br />
Requirement Description<br />
1. System should have <strong>for</strong>mats available <strong>for</strong> preparation of Public Fund Account to<br />
be presented at the time of budget preparation<br />
2. System should allow DoF to prepare a public fund account statement which<br />
includes all the receipts which are a liability to the state<br />
3. System should allow linkage of <strong>for</strong>mats to human resource database <strong>for</strong><br />
collations of receipts in the Public Fund Account through deductions of GPF,<br />
DPF, NPS, GIS etc. from the employee payroll<br />
4. System should allow linkage of <strong>for</strong>mats to human resource database <strong>for</strong><br />
expenditure in Public Fund Account on a/c of payments of GPF, NPS, DPF,<br />
DIS etc. to employees<br />
5. System should allow linkage with deposit module to have an input <strong>for</strong> the<br />
estimations of receipts and expenditure in the Public Fund Account on a/c of<br />
various types of deposits and the payments done against those deposits<br />
6. System should provide the utility <strong>for</strong> trend analysis of expenditure from Public<br />
Fund Account<br />
7. System should allow preparation of revised and budgeted estimates <strong>for</strong> the<br />
public fund account<br />
Department of Finance, GoMP 34
Attachment B<br />
Functional Requirement Specifications<br />
1.1.14 Off –Budget Entries and Payments<br />
Table 14: Functional Requirement Specifications – Off Budget Entries & Payments<br />
Business Requirement – Off Budget Entries & Payments<br />
Sr. No.<br />
Requirement Description – Off Budget Entries<br />
1. Should allow the DDOs to enter the details of the payments received under the<br />
OFF BUDGET category over the IFMIS application. The DDO should be allowed<br />
to enter the following details:<br />
• DDO Code<br />
• Departments / Agency from which Off Budget Amount has been received<br />
• Scheme Name<br />
• Scheme id<br />
• Amount Received from Agency 1<br />
• Amount Received from Agency 2<br />
• ………………………………….<br />
• Amount Received from Agency n<br />
• Bank’s Name & Branch in which amount has been received<br />
• Bank’s Account in which amount has been received<br />
• Budget Head / Line (Which would be a alphanumeric code just like the 16<br />
digit code providing details of Major Head Minor Head Project Details<br />
Scheme Details and other payment details that would be used to identify the<br />
kind of payment)<br />
2. Should generate alerts <strong>for</strong> DoF over the updation once the DDO has entered the<br />
above details<br />
3. Should allow the DoF official to re validate the entered details with the actual<br />
amount received in the Particular Bank Accounts<br />
4. Should allow the DoF official to make the payments of the state’s contribution<br />
directly in designated account after verifying that the contribution from central /<br />
external agency has already been received<br />
Sr. No. Requirement Description – Off Budget Payments<br />
1. Should allow the DDO to check whether the amount details uploaded by him/her<br />
have been updated over the IFMIS application<br />
2. Once the DDO has checked that the amount received under the Off Budget Head<br />
has been updated over the IFMIS application then only s/he should be allowed to<br />
raise claim over the IFMIS application<br />
3. Should allow the DDO of the local bodies receiving the Off Budget Payments to<br />
raise claims over the IFMIS application<br />
4. Should be allowed to make payments using the Treasury Disbursement System as<br />
mentioned in the TDS module of FRS<br />
5. Should update the Off Budget balances once the disbursement has been made and<br />
should also update the IFMIS application <strong>for</strong> balance amount in the account head<br />
Department of Finance, GoMP 35
Attachment B<br />
Functional Requirement Specifications<br />
6. Should generate alerts <strong>for</strong> DoF each time any transaction is made from this account<br />
head<br />
Department of Finance, GoMP 36
Attachment B<br />
Functional Requirement Specifications<br />
1.2 Accounting & Bookkeeping<br />
1.2.1 Processing of Journal Vouchers and General Ledger Posting<br />
Table 15: Business Requirement: Processing of Journal Vouchers and General Ledger Posting<br />
Business Requirement – Processing of Journal Vouchers and General Ledger Posting<br />
Sr. No.<br />
General Ledger<br />
Requirement Description<br />
1. Should create and maintain unlimited number of ledgers/registers in general<br />
Ledger (GL) with an option to include or exclude any of the ledgers <strong>for</strong> one or<br />
multiple consolidations.<br />
2. Should maintain multiple accounting structures. (Cash, modified cash, modified<br />
accrual, accrual)<br />
3. Should define accounting periods with at least fiscal periods, per year with<br />
cumulative figures<br />
4. Should define User definable start and end dates <strong>for</strong> the period<br />
5. The system shall provide functionality to automatically reconcile bank activity<br />
entered in the system with bank transactions received from the State's bank<br />
Accounts (e-scrolls).<br />
6. The system shall provide functionality to accommodate multiple banks and bank<br />
accounts in the automated bank reconciliation process<br />
7. Should set up security by various user groups to restrict access <strong>for</strong> those account<br />
ranges.<br />
8. Should define Account level security by user e.g.: The system should restrict user<br />
entering or reviewing balances <strong>for</strong> certain accounts.<br />
9. Should maintain minimum ten years on-line history<br />
10. The system shall provide functionality to provide a manual and automatic<br />
reconciliation process of bank activity that can be used at the user's discretion<br />
11. The system shall provide functionality <strong>for</strong> users to make correction during the<br />
reconciliation process<br />
12. The system shall provide functionality to automatically receive and store electronic<br />
deposit in<strong>for</strong>mation in various <strong>for</strong>mats as well as generate in<strong>for</strong>mation to identify<br />
and approve the deposits<br />
13. The system shall provide functionality to automatically adjust cash held in an<br />
agency’s fund ledger and the associated revenue <strong>for</strong> each returned cheques or<br />
unsuccessful transaction (payment)<br />
14. The system shall provide functionality to automatically update the general ledger<br />
with contract transaction and documents<br />
15. The system shall provide functionality to define accounting rules such that both<br />
full accrual and modified accrual postings are captured, as well as cash basis <strong>for</strong><br />
Department of Finance, GoMP 37
Attachment B<br />
Functional Requirement Specifications<br />
the following items including, but not limited to:<br />
• Fixed and Current assets<br />
• Liabilities<br />
• Loans receivables and payable<br />
• Investments<br />
• Deposits<br />
• Advances to Contractors<br />
• AR and payable<br />
• Disbursement and Receipts (taxation)<br />
• Non tax revenue receipts<br />
16. The system shall provide functionality to support an unlimited number of<br />
subsidiary ledgers including both statistical and financial ledgers<br />
17. The system shall provide functionality to support a centralized ledger <strong>for</strong> each<br />
fund<br />
18. The system shall provide functionality to prevent the posting of a transaction<br />
unless all components of that transaction pass data and funding<br />
edits/validations<br />
19. The system shall provide functionality to simultaneously support the following<br />
basis of accounting <strong>for</strong> appropriate fund types, but not limited to:<br />
• Cash basis<br />
• Accrual basis<br />
• Modified accrual basis<br />
20. The system shall provide functionality to support multi-fund accounting with the<br />
capacity to segregate funds by type and by regulatory requirements<br />
21. The system shall provide functionality to automatically create due to/due from<br />
entries to balance transaction entries by fund based on pre-defined rules<br />
22. The system shall provide functionality to configure a journal voucher <strong>for</strong>mat<br />
23. The system shall provide functionality <strong>for</strong> the user to set-up standard journal<br />
voucher templates that can be recycled to enable the creation of like kind<br />
vouchers<br />
24. The system shall provide functionality to generate a unique journal Id <strong>for</strong> each<br />
journal voucher transaction and transaction line entered<br />
25. The system shall provide functionality to define multiple types of journal vouchers<br />
to handle multiple transaction types including, but not limited to:<br />
• Manual<br />
• Recurring<br />
• Interfaced<br />
26. The system shall provide functionality to reverse manual, recurring, and interfaced<br />
journal vouchers<br />
27. The system shall provide functionality to create unique journal voucher types to<br />
be identified to each journal voucher created within the system. Unique<br />
Department of Finance, GoMP 38
Attachment B<br />
Functional Requirement Specifications<br />
journal voucher types will be used as a means to easily identify the purpose of the<br />
entry, the originating source, and its contents<br />
28. The system shall provide functionality to store valid journal types in a repository<br />
29. The system shall provide functionality to support both automatic and manual<br />
identification of document numbers<br />
30. The system shall provide functionality <strong>for</strong> a user to edit the accounting<br />
distribution from the default distribution <strong>for</strong> interfaced journal vouchers<br />
31. The system shall provide functionality to post transactions from integrated<br />
functional areas to the general ledger interactively (near-real time)<br />
32. The system shall Provide functionality <strong>for</strong> users to enter audit adjustments<br />
33. The system shall provide functionality <strong>for</strong> users to enter adjustments that<br />
automatically generate subsequent general ledger postings, such as a reversal in<br />
a future period<br />
34. The system shall provide functionality to generate recurring entries on a schedule<br />
(e.g., monthly, quarterly, annually) so users may edit or approve entries prior to<br />
posting<br />
35. The system shall provide functionality to process standard/recurring journal<br />
entries or fixed and variable amounts that are posted at scheduled intervals<br />
36. The system shall provide functionality <strong>for</strong> users to modify a recurring journal<br />
voucher at the header and line levels<br />
37. The system shall provide functionality to reverse journal vouchers with user<br />
control over the period in which the reversal occurs<br />
38. The system shall provide functionality to establish accruals (e.g., payroll) on a<br />
monthly basis<br />
39. The system shall provide functionality to automatically reverse accrual transactions<br />
in either the period immediately following the fiscal month to which the<br />
transactions are posted or the current period<br />
40. The system shall provide functionality <strong>for</strong> users to add comments to pending<br />
transactions or documents<br />
41. The system shall provide functionality to automate reconciliation controls<br />
between general ledger and sub-ledger balances<br />
42. The system shall provide functionality to identify goods or services received in the<br />
prior year that were paid <strong>for</strong> in the current year<br />
43. The system shall provide functionality <strong>for</strong> the user to create and use separate<br />
concentration funds to document cash receipts, cash holdings, and cash<br />
disbursements within a single checking/banking account<br />
44. The system shall provide functionality <strong>for</strong> the user to retrieve data <strong>for</strong> reversing or<br />
making adjustments, based on search criteria (e.g., batch number, batch<br />
and group identifier, receipt, debit memo identifier)<br />
45. The system shall provide functionality to assign approval routes to journal<br />
voucher transactions<br />
Department of Finance, GoMP 39
Attachment B<br />
Functional Requirement Specifications<br />
46. The system shall provide the functionality <strong>for</strong> appropriation and re-appropriation<br />
of funds between various budget heads at various levels (BCO, HOO, HOD,<br />
DDO)<br />
47. The system shall provide functionality to create approval routes <strong>for</strong> inter-fund or<br />
inter-agency<br />
48. The system shall provide functionality to automatically balance inter-fund and<br />
inter-agency transactions<br />
49. The system shall provide the functionality to post transactions in the past or<br />
future period as long as the period is open<br />
50. The system shall provide the functionality to permit prior year adjustments to be<br />
entered in the current fiscal year and reported as a prior year adjustment <strong>for</strong><br />
financial reporting and entered as a current year adjustment <strong>for</strong> budgetary<br />
purposes<br />
51. The system shall provide functionality <strong>for</strong> users to access to current period<br />
in<strong>for</strong>mation during the previous period's close (e.g., no restrictions on January<br />
while December is being closed)<br />
52. The system shall provide functionality to run multiple periods and fiscal years<br />
concurrently, which will allow users to enter transactions, based on effective<br />
dates, in any periods that have not been closed<br />
53. The system shall provide functionality to automate fiscal year end close process<br />
54. The system shall provide functionality to soft close a fiscal year end to prevent<br />
state agencies from posting in the prior fiscal year after a designated date<br />
55. The system shall provide functionality to maintain open and close periods <strong>for</strong><br />
other modules (e.g. AR, AP, Disbursement, Receipts, Project, Debt management)<br />
independent from the general ledger<br />
56. The system shall provide functionality to allow multiple preliminary year-end<br />
closings to occur while maintaining the ability to post data to current and prior<br />
periods<br />
57. The system shall provide functionality to per<strong>for</strong>m an automated year-end rollover<br />
of appropriate financial in<strong>for</strong>mation into the new fiscal year<br />
58. The system shall provide functionality to prevent interferences with the<br />
processing of current year transactions during the year-end closing process<br />
59. The system shall provide functionality to report revenue and expenditure activity<br />
on a cash basis (budgetary compliance and reporting) and accrual basis<br />
within the same fund and shall provide reconciling transaction reports as needed,<br />
including the transactions that may end up in different fiscal years based on the<br />
method of reporting<br />
60. The system shall provide functionality <strong>for</strong> users to trace summarized transactions<br />
in the general ledger back to detail source documents in other system modules or<br />
subsystems. If the in<strong>for</strong>mation must be retrieved from these modules or<br />
subsystems, it should be transparent to users<br />
61. The system shall provide functionality <strong>for</strong> users to define standard general ledger<br />
inquiries with parameter options<br />
Department of Finance, GoMP 40
Attachment B<br />
Functional Requirement Specifications<br />
62. The system shall provide functionality <strong>for</strong> users to per<strong>for</strong>m on-line drill-downs<br />
from the general ledger summary balance to the original source document(s)<br />
63. The system shall provide functionality to generate bank reports as and when<br />
required along with the monthly, quarterly and annual bank statement<br />
64. The System shall provide the functionality to prevent creation of duplicate<br />
transactions with system controls<br />
65. Should provide functionality <strong>for</strong> users to identify specific transactions that are<br />
exempt from appropriation budget and/or cash edits/validation<br />
66. Should provide functionality to permit cross-validation rules across all element of<br />
the data classification structure<br />
67. Should provide functionality <strong>for</strong> users to edit transactions to ensure that each<br />
entry to a fund is complete based on specified fields<br />
68. Should provide functionality to ensure that journal entries are in balance prior to<br />
posting<br />
69. Should provide functionality <strong>for</strong> users to define an d maintain standard rules that<br />
control general ledger account posting <strong>for</strong> all accounting events across integrated<br />
functional areas (e.g., AP and Purchasing)<br />
70. Should provide functionality to develop routines, reports, and inquiries that<br />
compare subsidiary ledger balances (e.g., any integrated functional area) with the<br />
respective general ledger balance <strong>for</strong> integrity controls<br />
71. Should provide functionality to prevent the creation of duplicate transactions with<br />
system controls<br />
72. Should have centralized account maintenance capability in order to ensure that<br />
any addition or change in the account code in the master chart of account will be<br />
available automatically in all<br />
Period Closing<br />
73. Should maintain more than one open period at a time<br />
74. Should generate period closing reports that ensures consistency check with the<br />
sub ledgers<br />
75. Should have separate period closing capability by sub ledger<br />
76. Should selectively close or open periods <strong>for</strong> posting (with adequate security )<br />
Year End Closing<br />
77. Should close and open the year automatically<br />
78. Should keep adjusting period <strong>for</strong> audit adjustments and other financial<br />
transactions after the year closing<br />
79. Should generate closing exception reports<br />
80. Should ensure at year end close all entries are in balance and all periods have been<br />
closed<br />
Department of Finance, GoMP 41
Attachment B<br />
Functional Requirement Specifications<br />
81. Should carry <strong>for</strong>ward prior year end Balance Sheet account balances to new fiscal<br />
year as beginning balances during year-end close.<br />
Inquiry & Reporting<br />
Inquiry<br />
82. Should per<strong>for</strong>m on-line transaction inquiries <strong>for</strong> Individual Chart of Accounts,<br />
Summarized at various levels of parents, range of periods, Actual or budget or<br />
both with variance, Period to date, year to date and project to date<br />
83. Should per<strong>for</strong>m budget (Initial, revised)vs. actual with variance inquiry with the<br />
option to change budget ID<br />
84. Should per<strong>for</strong>m budget vs. actual inquiry on summary account & detailed account<br />
balances<br />
85. Should inquire account balances <strong>for</strong> net change and period balances<br />
86. Should per<strong>for</strong>m cross module drill down<br />
87. Should capture the following in<strong>for</strong>mation(Transaction date , Invoice number or<br />
cheques number as applicable, Source document reference, Invoice detail<br />
description, Original transaction currency INR, Original transaction amount¸<br />
Functional transaction amount equivalent, etc.) from the general ledger related to<br />
transactions posted from accounts payable module<br />
Reporting<br />
88. Should generate trial balance summarized by account segment and in detail<br />
89. Should print journal vouchers from the system be<strong>for</strong>e and after posting with the<br />
status shown separately<br />
90. Should produce general ledger reports <strong>for</strong> users elected accounts and periods<br />
91. Should generate the following financial reports in user defined <strong>for</strong>mat Balance<br />
sheet, Income and Expenditure Account, Cash flow statement, Budget status<br />
report ( budget vs. actual by selected accounts/groups of accounts)<br />
92. Should generate Balance Sheet and Income and Expenditure by Units, analyzed by<br />
account heads<br />
93. Should include no decimal digits <strong>for</strong> Indian currency on all <strong>Financial</strong> reports<br />
94. Should have all Online transactions registers<br />
95. Should generate required consolidated monthly treasury accounts <strong>for</strong> AGMP<br />
96. Should generated required consolidated monthly state accounts out of treasury<br />
transactions<br />
97. Should allow AGMP utility <strong>for</strong> compiling statutory state accounts <strong>for</strong> defined<br />
period<br />
Department of Finance, GoMP 42
Attachment B<br />
Functional Requirement Specifications<br />
1.2.2 Asset Account <strong>Management</strong><br />
Table 16: Business Requirement - Asset Accounts <strong>Management</strong><br />
Business Requirement – Asset Account <strong>Management</strong><br />
Sr. No.<br />
Requirement Description<br />
1. The system shall provide functionality to maintain inventory in the assets<br />
module. Additional data fields would include, but are not limited to the<br />
following:<br />
• Asset Name<br />
• Asset version<br />
• Manufacturer (i.e. licensor)<br />
• Order number<br />
• Order date<br />
• Quantity<br />
• Supplier<br />
• License term<br />
• License type<br />
• Product category/class (e.g., PC, mainframe, or server)<br />
2. For the new assets created the system should have the functionality to record<br />
in<strong>for</strong>mation including, but not limited to<br />
• Date of Completion<br />
• Last date of per<strong>for</strong>mance guarantee<br />
• Details of amount withheld, deposit, bank guarantee etc<br />
3. The system shall provide functionality to track in process asset which are under<br />
creation/development/manufacturing, through works/manufacturing<br />
accounting module<br />
4. The system shall provide functionality <strong>for</strong> users to directly enter asset<br />
in<strong>for</strong>mation when the asset is acquired outside of integrated system modules like<br />
disbursement, works accounting (Contractor procures on behalf of the State,<br />
gift, donation)<br />
5. The system shall provide functionality to assign unique identification number to<br />
all assets<br />
6. The system shall provide functionality to integrate the disbursement, works<br />
accounting and Asset <strong>Management</strong> modules to identify expenditure transactions<br />
or input against an asset<br />
7. The system shall provide functionality to be integrated with existing purchase<br />
modules <strong>for</strong> various line departments.<br />
8. The system shall provide functionality to be integrated with new procurement<br />
systems (e-procurement) (department level and state level) as and when<br />
dept/state decides to implement them<br />
9. The system shall provide functionality <strong>for</strong> a free-<strong>for</strong>m narrative description field<br />
(text box) <strong>for</strong> entry of an asset item<br />
Department of Finance, GoMP 43
Attachment B<br />
Functional Requirement Specifications<br />
Business Requirement – Asset Account <strong>Management</strong><br />
Sr. No.<br />
(text box) <strong>for</strong> entry of an asset item<br />
Requirement Description<br />
10. The system shall provide functionality to track different types (class/category) of<br />
assets including, but not limited to:<br />
• Equipment<br />
• Buildings<br />
• Infrastructure<br />
• Land<br />
11. The system should provide functionality to track the budget head or project<br />
under which the asset is acquired or created<br />
12. The system shall provide functionality <strong>for</strong> users to copy asset record entries <strong>for</strong><br />
identical items and then assign separate asset tag/inventory control<br />
/identification numbers (e.g., purchase of 20 identical personal computers)<br />
13. The system shall provide functionality to maintain detailed real estate<br />
in<strong>for</strong>mation required to identify and account <strong>for</strong> State lands including, but not<br />
limited to:<br />
• Legal description<br />
• District<br />
• Acquisition in<strong>for</strong>mation<br />
• Number of acres<br />
• Value per acre<br />
• Fair market value<br />
• Geographic In<strong>for</strong>mation, Location (latitude and longitude)<br />
14. The system shall provide functionality to record all capitalizable costs associated<br />
with the construction or purchase/acquisition of an asset and when<br />
applicable, link the asset to the project, sub-project or grant/head that resulted<br />
in acquisition of the asset<br />
15. The system shall provide functionality <strong>for</strong> users to record and maintain<br />
in<strong>for</strong>mation on construction work in progress and provide a mechanism to<br />
transfer accumulated work in progress costs to an asset record if needed or<br />
generate report on cost of work in progress<br />
16. The system shall provide functionality <strong>for</strong> users to create, edit, or delete<br />
parent/child relationships between assets<br />
17. The system shall provide functionality <strong>for</strong> users to change an asset's useful life,<br />
salvage value, and depreciation method when necessary<br />
18. The system shall provide functionality to track (e.g., identify, record, inquire,<br />
report) regular/preventative maintenance per<strong>for</strong>med on selected assets<br />
19. The system shall provide functionality <strong>for</strong> user inquiries by any element of the<br />
asset master record (e.g., asset number, asset description, location)<br />
20. The system shall provide functionality to maintain in<strong>for</strong>mation on building<br />
assets including but not limited to the following:<br />
Department of Finance, GoMP 44
Attachment B<br />
Functional Requirement Specifications<br />
Business Requirement – Asset Account <strong>Management</strong><br />
Sr. No.<br />
Requirement Description<br />
• Location (region, district)<br />
• Building age or date constructed<br />
• Number of stories - Construction type<br />
• Department using the asset<br />
• Square footage (land /built-up)<br />
• Valuation<br />
• Insurance in<strong>for</strong>mation if any (company, policy, coverage amount, etc.)<br />
• Geographic location (Latitude and Longitude)<br />
• History (fire, construction, major maintenance activity)<br />
21. The system shall provide functionality to accommodate multiple depreciation<br />
schedules that could be applied to an asset<br />
22. The system shall provide functionality <strong>for</strong> users to maintain detailed asset<br />
in<strong>for</strong>mation required to identify and properly account <strong>for</strong> all assets including, but<br />
not limited to:<br />
• Asset ID<br />
• Description<br />
• Condition<br />
• Acquisition date<br />
• In service date<br />
• Asset category<br />
• Asset class<br />
• Department<br />
• Office<br />
• Model number<br />
• Serial number<br />
• Location<br />
• Procurement method<br />
• Expenditure Head of Account up to Object code<br />
• Cost<br />
• Disposal date<br />
• Disposal reference<br />
• Disposal costs<br />
• Amount collected (to be required if the method of disposition is sale)<br />
• Profit/Loss on disposal of assets and its recording in account records.<br />
23. The system shall provide functionality <strong>for</strong> users to modify or remove the link<br />
between a child and the parent asset. (e.g. large equipments are typically<br />
accompanied which are recorded as separated asset by there is parent child<br />
relationship that exists)<br />
Department of Finance, GoMP 45
Attachment B<br />
Functional Requirement Specifications<br />
Business Requirement – Asset Account <strong>Management</strong><br />
Sr. No.<br />
Requirement Description<br />
24. The system shall provide functionality to automatically update the general ledger<br />
(GL) to capitalize any asset acquired through the disbursement module<br />
25. The system shall provide functionality to automatically update the general ledger<br />
to capitalize any completed project that is added to fixed assets<br />
26. The system shall provide functionality to post accounting entries to the general<br />
ledger when additions, deletions, and changes to the asset values occurs<br />
27. The system shall provide functionality <strong>for</strong> users to drill down from asset<br />
summary reports to any source document stored in the system<br />
28. The system shall provide functionality to track the usage of a child asset<br />
independently of the parent asset to which it is linked so that if the child moved<br />
from one parent asset to another parent asset, all data is maintained and<br />
transferred physical counts that<br />
29. The system shall provide functionality <strong>for</strong> an equipment type to pre-populate<br />
useful life <strong>for</strong> an asset<br />
30. The system shall provide functionality <strong>for</strong> each department to define the useful<br />
life of each equipment type (e.g., Dept. A has a useful live of 5 years <strong>for</strong> asset<br />
type copiers and Dept. B has a useful life of 7 years <strong>for</strong> copiers<br />
31. The system shall provide functionality to amortize the cost of equipments to the<br />
assets it was used in creating on predefined <strong>for</strong>mula.<br />
32. The system shall provide functionality to create an asset record <strong>for</strong> a leased asset<br />
(State as lessee)<br />
33. The system shall provide functionality to maintain repair and preventative<br />
maintenance history data <strong>for</strong> each equipment unit, including online access to<br />
both summary in<strong>for</strong>mation<br />
34. The system shall provide functionality to generate reports detailing the cost of<br />
new assets acquired to replace an asset lost, missing, stolen, or destroyed<br />
35. The system shall provide functionality to record capital assets that were<br />
originally captured as construction in progress in another module (e.g., Works<br />
Accounting)<br />
36. The system shall provide functionality to create reports to be used <strong>for</strong> are<br />
<strong>org</strong>anized and sorted by physical asset location and by sub-location codes<br />
specified by the agency<br />
37. The system shall provide functionality to track and report by each asset record if<br />
the equipment custodian (assigned responsible employee) is authorized to<br />
take his or her assigned assets offsite from the State facility and identify the<br />
person who authorized the State employee the privileges or right to take his or<br />
her assets offsite<br />
38. The system shall provide functionality to create asset master records with no<br />
corresponding cost <strong>for</strong> manual transactions (e.g., donated, gifts)<br />
Department of Finance, GoMP 46
Attachment B<br />
Functional Requirement Specifications<br />
1.2.3 Creation of Purchase Order<br />
Table 17: Business Requirement Specification - Create Purchase Order<br />
Business Requirement – Creation of Purchase Order<br />
Sr. No.<br />
Requirement Description<br />
1. The system shall provide functionality to select the vendors name alphabetically<br />
by name, by vendor number <strong>for</strong> entry into purchase order when required <strong>for</strong><br />
single/limited tender cases<br />
2. The system shall provide functionality to port commodity ID from<br />
Asset/Inventory database<br />
3. The system shall provide functionality to provide the ability to users to per<strong>for</strong>m<br />
the following functions on a purchase order, including but not limited to<br />
• Inquire<br />
• Add<br />
• Change<br />
• Cancel<br />
• Delete<br />
4. The system shall provide functionality to provide the following in<strong>for</strong>mation on<br />
the purchase order, including but not limited<br />
• Vendor name<br />
• Vendor Number<br />
• Buyer name<br />
• Buyer number<br />
• Ship to address<br />
• Order from address<br />
• Commodity code<br />
• Description<br />
• Unit of measurement<br />
• Unit price<br />
• Quantity<br />
• Total amount<br />
• Account code (major, minor, object head etc)<br />
• Project code (if any)<br />
• Contract number<br />
• Method of purchase<br />
• Payment terms<br />
• Item master reference or description<br />
• Discount percent (if any offered)<br />
5. The system shall provide functionality to save incomplete purchase orders<br />
Department of Finance, GoMP 47
Attachment B<br />
Functional Requirement Specifications<br />
Business Requirement – Creation of Purchase Order<br />
Sr. No.<br />
Requirement Description<br />
6. The system shall provide functionality to access and select stock items from item<br />
master <strong>for</strong> purchase order<br />
7. The system shall provide functionality to create rate contract <strong>for</strong> the inventoried<br />
supplies needed throughout the year<br />
8. The system shall provide functionality to automatically create the purchase order<br />
<strong>for</strong> the inventoried supplies when the supplies reach a specified order level <strong>for</strong><br />
items under rate contract However PO can only be issued if condition of budget<br />
& sanction is met<br />
9. The system shall provide functionality to enter zero rupees purchase order<br />
10. The system shall provide functionality to assign a buyer number or id either <strong>for</strong><br />
entire requisition or by specific line items<br />
11. The system shall provide functionality to automatically validate some of the<br />
purchase order fields at the time of creation including, but not limited to<br />
• Commodity code<br />
• Project id<br />
• Account code<br />
12. The system shall provide functionality to identify multiple delivery dates and<br />
ship to locations on a line item basis <strong>for</strong> purchase orders<br />
13. The system shall provide functionality to associate multiple account codes to<br />
single line item on a purchase order<br />
14. The system shall provide functionality to enable a percentage based distribution<br />
of cost <strong>for</strong> a line item across multiple account codes in purchase order<br />
15. The system shall provide functionality to automatically populate the ship to<br />
address with capabilities to over ride as and when required<br />
16. The system shall provide functionality to automatically assign unique purchase<br />
order number<br />
17. The system shall provide functionality to enable no les then 2 places of decimal<br />
<strong>for</strong> price per units of measure<br />
18. The system shall provide functionality to per<strong>for</strong>m an automated check <strong>for</strong><br />
budget availability<br />
19. The system shall provide functionality to allow the user to modify the purchase<br />
order after it has initially been saved<br />
20. The system shall provide functionality to backdate the purchase orders<br />
21. The system shall provide functionality to enter % term conditions, net days and<br />
date and month if the vendor offers prompt payment or any discount<br />
22. The system shall provide functionality to aggregate multiple manual requisitions<br />
to a single purchase order<br />
23. The system shall provide functionality to enable the addition of comments on<br />
purchase order<br />
Department of Finance, GoMP 48
Attachment B<br />
Functional Requirement Specifications<br />
Business Requirement – Creation of Purchase Order<br />
Sr. No.<br />
Requirement Description<br />
24. The system shall provide functionality to create change orders to existing<br />
purchase orders<br />
25. The system shall provide functionality to create recurring purchase orders in case<br />
of rate contract<br />
26. The system shall provide functionality to require the tax id numbers of vendor<br />
be<strong>for</strong>e awarding purchase order or contract<br />
27. The system shall provide functionality to create multiple purchase order <strong>for</strong> one<br />
manual requisition<br />
28. The system shall provide functionality to set quality and price tolerance by line<br />
item on the purchase order<br />
29. The system shall provide functionality to copy existing purchase order<br />
in<strong>for</strong>mation to a new or modified purchase order<br />
30. The system shall provide functionality to identify the line items in the purchase<br />
order which will generate an asset record<br />
31. The system shall provide functionality to provide a mechanism to send purchase<br />
order / contract via multiple <strong>for</strong>mats based on vendor profile (email, XML, hard<br />
copy etc)<br />
32. The system shall provide functionality to use purchase order <strong>for</strong> goods and<br />
services ordered from an internal department (e.g. purchase of furniture and<br />
other fixtures from other state government agencies)<br />
33. The system shall provide functionality to match Supply Challans, receipts and<br />
Invoices (quantities, price and receipt date) against purchase order line items and<br />
report discrepancies<br />
34. The system shall provide functionality to run enquiries on line item in<strong>for</strong>mation<br />
on purchase orders on any combination of following fields<br />
• Ship to address<br />
• Order from address<br />
• Commodity code<br />
• Description<br />
• Account code (major, minor, object head etc)<br />
• Project code (if any)<br />
35. The system shall provide functionality to enable orders with staggered delivery<br />
schedules on a line item basis<br />
36. The system shall provide functionality to update purchase order with<br />
acknowledgements received electronically from the vendor<br />
37. The system shall provide functionality to administrator to create, modify and<br />
customize templates <strong>for</strong> purchase orders<br />
38. The system shall provide functionality <strong>for</strong> users to enquire <strong>for</strong> purchase orders<br />
39. The system shall provide functionality to provide fright and payment terms<br />
fields as a part of the purchase order/contractor<br />
Department of Finance, GoMP 49
Attachment B<br />
Functional Requirement Specifications<br />
Business Requirement – Creation of Purchase Order<br />
Sr. No.<br />
Requirement Description<br />
40. The system shall provide functionality to provide detailed purchasing history by<br />
vendor via enquiry<br />
41. The system shall provide functionality to per<strong>for</strong>m various slicing and dicing of<br />
in<strong>for</strong>mation and generate custom reports from purchase order data<br />
42. The system shall provide functionality to provide inquiries of outstanding<br />
purchase orders by office and department<br />
Department of Finance, GoMP 50
Attachment B<br />
Functional Requirement Specifications<br />
1.2.4 Manage Receipts of Goods and Services<br />
Table 18: Business Requirement Specification - Manage Receipts of Goods and Services<br />
Business Requirement –Manage Receipts of Goods and Services<br />
Sr. No.<br />
Requirement Description<br />
1. The system shall provide functionality to receive multiple transactions from<br />
multiple vendor locations on a purchase order<br />
2. The system shall provide functionality to save the date and time stamp <strong>for</strong> the<br />
receipt of goods purchase functions<br />
3. The system shall provide functionality to allow various types of transactions<br />
relating to the receipt of goods/services including, but not limited to:<br />
• Completes - Back Order<br />
• Rescheduled<br />
• Balance Cancelled<br />
• Partial receipts<br />
• Material disposition<br />
• Return goods <strong>for</strong> credit<br />
• Return goods <strong>for</strong> damage<br />
• Return goods <strong>for</strong> over-shipments<br />
• Trade-ins (a line item rather than deducting from the actual cost)<br />
4. The system shall provide functionality to record receipt of no cost items<br />
5. The system shall provide functionality to create unique receiving number at the<br />
time of entry of receipt of goods and services<br />
6. The system shall provide functionality to enable receipt of goods and services<br />
without a purchase order<br />
7. The system shall provide functionality to track (e.g., identify, save, inquire,<br />
report) the reason <strong>for</strong> the rejection of goods by receiver (individual)<br />
8. The system shall provide functionality to purchasing and the inventory system to<br />
share a common receiving function and item commodity file (inventory system<br />
not a part of first phase)<br />
9. The system shall provide functionality to automatically update inventory onhand<br />
and on-order when items are received into inventory off a purchase<br />
Order<br />
10. The system shall provide functionality <strong>for</strong> the receipt of goods and not payment<br />
of goods, to update inventory<br />
11. The system shall provide functionality to process three ways match transaction<br />
(purchase order, receipt of goods and payment bill or voucher)<br />
12. The system shall provide functionality to transfer items between agencies and<br />
departments using inter agency/department transfers<br />
13. The system shall provide functionality to authorize designated receivers <strong>for</strong> a<br />
department<br />
Department of Finance, GoMP 51
Attachment B<br />
Functional Requirement Specifications<br />
Business Requirement –Manage Receipts of Goods and Services<br />
Sr. No.<br />
Requirement Description<br />
14. The system shall provide functionality to automatically notify users via email of<br />
purchase orders that are past its delivery dates and have not been fully received<br />
15. The system shall provide functionality to automatically update purchase order<br />
status and balances based on receipt of goods<br />
16. The system shall provide functionality to reverse a receiving transaction against a<br />
purchase order<br />
17. The system shall provide functionality to create reminder notices to vendors <strong>for</strong><br />
shipments due based on defined thresholds<br />
18. The system shall provide functionality to have receiving create Accounts Payable<br />
(AP) liability in General Ledger<br />
19. The system shall provide functionality to process two way matches (purchase<br />
order and voucher) <strong>for</strong> payment<br />
20. The system shall provide functionality to establish receiving tolerances by<br />
commodity classification code<br />
21. The system shall provide functionality to automatically create required vouchers<br />
upon the receipt of goods against a purchase order<br />
22. The system shall provide functionality <strong>for</strong> users to correct data entered in the<br />
receiving system<br />
23. The system shall provide functionality to receive against multiple ship to<br />
addresses in a purchase order<br />
24. The system shall provide all required <strong>for</strong>ms and <strong>for</strong>mats (in Hindi and English)<br />
<strong>for</strong> books of accounts and make them available online<br />
25. The system shall provide functionality to create all other entries in relevant<br />
books of accounts (asset/inventory/service registers, Journal. and Ledgers)<br />
through auto escalation<br />
26. System shall provide <strong>for</strong> compilation of store & stock accounts and viewing it<br />
both in double entry accrual based, as well as, in single entry cash based<br />
accounting system<br />
Department of Finance, GoMP 52
Attachment B<br />
Functional Requirement Specifications<br />
1.2.5 Project/Contract Creation<br />
Table 19: Functional Requirement Specification – Project creation and Updation<br />
Business Requirement – Project /Contract Creation<br />
Sr. No.<br />
Requirement Description<br />
1. System should make the project planning module available to HOOs and HODs<br />
on an ongoing basis<br />
2. The system should provide the functionality to enable creation of a new contract<br />
<strong>for</strong> implementation<br />
3. The system should provide the functionality to provide a contract creation utility<br />
by capturing AS/TS/Tender Approval Order <strong>for</strong> the project<br />
4. The system should provide the functionality to provide interface with related e-<br />
procurement system to capture details of the finalised tender (current or future)<br />
5. The system should provide the functionality to provide utility to define/capture<br />
terms and conditions of the contract as per agreement between the department<br />
and the contractor<br />
6. The system should provide the functionality to enable creation of the Unique<br />
Scheme ID <strong>for</strong> implementation of the project through execution of the contract<br />
in Project management module<br />
7. The system should provide the functionality to enable creation of more than one<br />
contract <strong>for</strong> the same Unique Scheme ID<br />
8. The system should provide the functionality to enable creation of a contract <strong>for</strong><br />
the more than one Unique Scheme ID<br />
9. The system should provide the functionality to provide utility to redefine the<br />
contract as per need after revised AS/TS received in the system<br />
10. The system should provide the functionality to provide all required <strong>for</strong>ms and<br />
<strong>for</strong>mats (in Hindi and English) made available online<br />
11. The system should provide the functionality to defining overall % limit <strong>for</strong> work<br />
charge contingencies with maximum % limit of each broad item of contingency<br />
expenditure<br />
12. The system should provide the functionality to allocating/distributing scheme<br />
budget over the FY as per needs of construction programme (month wise)<br />
13. The system should provide the functionality to allow reallocating/redistributing<br />
scheme budget over the FY as per needs of the revised construction programme<br />
(month wise)<br />
14. The system should provide the functionality to enable uploading of detailed<br />
construction programme against the contract defined<br />
15. The system should provide the functionality to define contract and construction<br />
programme reach (sub-engineer or section) wise<br />
16. The system should provide the functionality to customize online MB reach-wise<br />
17. The system should provide the functionality to define reach slice/quantities and<br />
milestones of the contract in section’s online MB enabling capture of<br />
Department of Finance, GoMP 53
Attachment B<br />
Functional Requirement Specifications<br />
measurements and milestone in the MB<br />
18. Scheme budget will have to be distributed (month-wise) over the financial year<br />
to be able to draw moneys with regard to contractor’s bills and related work<br />
contingency expenditure<br />
19. The system should provide the functionality to raise alerts if slice/quantities<br />
exceeds predefined limits<br />
20. The system should provide the functionality to enable consolidation of<br />
measurement SDO/EE (Division)-wise as also inter division consolidation of<br />
Item-wise quantities and milepost in<strong>for</strong>mation.<br />
21. The system should provide the functionality to enable computation of quantities<br />
<strong>for</strong> approval of contractor’s bill/invoice of quantities<br />
22. The system should provide the functionality to enable creation of contract bill as<br />
per verified/measured quantities less what is paid earlier (Process: Contractor<br />
Bill Clearing)<br />
23. The system should provide the functionality to enable adjustments of deductions<br />
on account of advances, security, penalty, taxes, etc from created bill (Process:<br />
Contractor Bill Clearing)<br />
24. The system should provide the functionality to enable uploading of contractor’s<br />
bill in IFMIS Disbursement system (Process: Contractor Bill Clearing)<br />
25. The system should provide the functionality to enable Updation of<br />
project/scheme expenditure/output accounts after each disbursement<br />
26. The system should provide the functionality to enable audit logs <strong>for</strong> all<br />
changes/modifications and copied in the contract/project management<br />
utility/system<br />
27. The system should provide the functionality to enable closure of contract when<br />
completed/abandoned/ terminated<br />
28. The system should provide the functionality to enable consolidation of all<br />
in<strong>for</strong>mation/data of all the contracts of a particular project/scheme in project<br />
management module<br />
29. The system should provide the functionality to create and link contracts, sub<br />
contracts, activities and tasks<br />
30. The system should provide the functionality to create an Ad hoc contracts,<br />
where a work break down structure is not required<br />
31. The system should provide the functionality to be able to enter milestones ,<br />
milestone dates and Key Per<strong>for</strong>mance Indicators in the system <strong>for</strong> specific the<br />
contracts<br />
32. The system should provide the functionality to assign contracts owner, contracts<br />
manager, accountable person and key stakeholders, System updating authority,<br />
reviewing authority<br />
33. The system should provide the functionality to support <strong>for</strong> template based<br />
DPR/Draft contracts plan<br />
34. The system should provide the functionality to capture the data pertaining to all<br />
aspects of contracts<br />
Department of Finance, GoMP 54
Attachment B<br />
Functional Requirement Specifications<br />
35. The system should provide the functionality to track resource across contracts<br />
36. The system should provide the functionality to enable what-if modeling<br />
scenarios<br />
37. The system should provide the functionality to record the costs <strong>for</strong> each major<br />
contracts or a set of activities under investigation<br />
38. The system should provide the functionality to do analysis of resources used on<br />
a contracts compared to the estimates <strong>for</strong> different categories, i.e., money, time,<br />
materials, overheads etc.<br />
39. The system should provide the functionality to maintain the records <strong>for</strong> the<br />
duration of the contracts;<br />
40. The system should provide the functionality to generate management reports <strong>for</strong><br />
each contract.<br />
41. The system should provide the functionality to reflect inflation in contract costs,<br />
highlight and correct errors, if detected in contract management with proper<br />
notifications and authorization controls<br />
42. The system should provide the functionality to maintain complete data on any<br />
contracts must be kept throughout the life of a contract and must be able to be<br />
printed out and/or reviewed on screen at any time.<br />
43. The system should provide the functionality to capture documentation related to<br />
execution of various contracts (existing & old) <strong>for</strong> retrospective analysis on a<br />
future date.<br />
44. The system should provide the functionality to enable online contract<br />
management process by enabling team members to easily manage, track, and<br />
report on their contract activities through familiar tools, like the Web.<br />
45. The system should provide the functionality to incorporate security measures, to<br />
limit changes by contracts owners to only their respective contracts and<br />
simulations<br />
46. The system should provide the functionality to track changes, with reasons<br />
47. The system should provide the functionality to establish security measures to<br />
ensure that the personnel are allowed to review/edit contracts they are involved<br />
with.<br />
48. The system should provide the functionality to be able to re-open closed<br />
contracts<br />
49. The system should provide the functionality to notify all appropriate personnel,<br />
that a contract is closed<br />
50. The system should provide the functionality to provide security measures, to<br />
ensure that the project closure is done by authorized personnel only<br />
51. The system should provide the functionality to print contracts reports at<br />
summary level and detailed level<br />
52. The system should provide the functionality that at the time of inclusion of<br />
contract in budget, there should be a limit beyond which no provision can be<br />
made<br />
Department of Finance, GoMP 55
Attachment B<br />
Functional Requirement Specifications<br />
53. The system should provide the functionality to keep the provision indicated in<br />
the budget should be the limit <strong>for</strong> that work, which can be drawn in that<br />
financial year with a facility <strong>for</strong> amendment<br />
54. The system should provide the functionality to incorporate different of models<br />
payment including but not limited to,<br />
• PPP (BOT) with 100% private funding<br />
• PPP with viability gap funding<br />
• Annuity based model with variable concession periods<br />
55. The system should provide the functionality to provide availability of<br />
• List of registered contractors/firms<br />
• List of Blacklisted firms<br />
• List of partners of such blacklisted firms<br />
56. The System should have the functionality to provide in<strong>for</strong>mation of the<br />
contracts and its per<strong>for</strong>mance, present status etc undertaken by any contractor<br />
to whom contract is being awarded in last 5 years or more<br />
Department of Finance, GoMP 56
Attachment B<br />
Functional Requirement Specifications<br />
1.2.6 Project/Contract <strong>Management</strong><br />
Table 20 : Business Requirement Specification - Project/Contract <strong>Management</strong><br />
Business Requirement – Project <strong>Management</strong><br />
Sr. No.<br />
Requirement Description<br />
1. Should allow the application to interact and obtain inputs from project creation<br />
module<br />
2. Should allow the system updating authority (sub engineer in the case of Works<br />
Department) to access the project management module of the application<br />
3. Should allow the system updating authority to view the terms and conditions, the ser<br />
milestones and other project related in<strong>for</strong>mation over the system<br />
4. Should allow the system updating authority to update the project with the following<br />
in<strong>for</strong>mation:<br />
o Project Name (Drop Down)<br />
o Project Id (self generated)<br />
o Project duration ( to be selected by authority)<br />
• Activity Detail<br />
• Output of each activity<br />
o Milestones set (self generated from)<br />
o Milestones Pending (self Generated by the system)<br />
o Milestones achieved (to be filled in by authority)<br />
o Activities set under the milestone<br />
o Activities achieved<br />
o Activities pending<br />
o Cost Incurred<br />
o Material Used (<strong>for</strong> works)<br />
o Remarks by the sub engineer<br />
5. Should generate an alert <strong>for</strong> the next higher authority / approving authority (SDO in<br />
case of works dept.) to as soon as the EE / Project Upload authority updates the<br />
project management module<br />
6. Should allow the approving authority to view the updated project update module<br />
7. Should allow the approving authority to view the details of updates made by the<br />
project updates made by system updating authority<br />
8. Should allow the approving authority to approve / reject / raise objections / make<br />
minor changes at his own end to the updation<br />
9. Should generate alerts <strong>for</strong> the system updating authority to view the rejections/<br />
observations made by the approving authority<br />
10. Should mark the project updated once the approving authority has approved the<br />
updates made by the system updating authority<br />
11. Should monitor each activity/task in the project<br />
Department of Finance, GoMP 57
Attachment B<br />
Functional Requirement Specifications<br />
12. Should make the revised estimate <strong>for</strong>ms available online<br />
13. Should keep a track of the revisions done to the project plan<br />
14. Should allow the relevant authorities to make revisions to the project<br />
15. Should allow the authorities to seek online sanctions <strong>for</strong> project plan revision<br />
16. Should monitor variations from schedules and send alerts to the concerned<br />
authorities<br />
17. Should monitor estimates versus actual : money amounts, services, labor, time span,<br />
vehicles used etc.,<br />
18. Should monitor all projects consolidated, individual projects and individual tasks<br />
19. Should store baseline and revised plans<br />
20. Should display project total, accumulated costs in terms of actual, revenue,<br />
capitalization costs, future commitments etc.,<br />
21. Should maintain project percentage completed status -based on work to date.<br />
22. System should link the project plan module with the office accounting system <strong>for</strong><br />
creation of asset in asset register<br />
23. Should reflect inflation in project costs, highlight and correct errors, if detected in<br />
project management with proper notifications and authorization controls<br />
24. Should maintain complete data on any project must be kept throughout the life of a<br />
project and must be able to be printed out and/or reviewed on screen at any time.<br />
25. Should capture documentation related to execution of various projects (existing &<br />
old) <strong>for</strong> retrospective analysis in future.<br />
26. Should enable online project management process by enabling team members to<br />
easily manage, track, and report on their project activities through familiar tools, like<br />
the Web.<br />
27. Should incorporate security measures, to limit changes by project owners to only<br />
their respective projects and simulations<br />
28. Should track changes, with reasons<br />
29. Should establish security measures to ensure that the personnel are allowed to<br />
review/edit projects they are involved with.<br />
30. Should be able to re-open closed projects<br />
31. Should notify all appropriate personnel, that a project is closed<br />
32. Should provide security measures, to ensure that the project closure is done by<br />
authorized personnel only<br />
33. Should print project reports at summary level and detailed level<br />
Department of Finance, GoMP 58
Attachment B<br />
Functional Requirement Specifications<br />
1.2.7 Contractor Bill Clearing<br />
Table 21: Business Requirement Specifications- Contractor Bill Clearing<br />
Business Requirement – Contractor Bill Clearing<br />
Sr. No.<br />
Requirement Description<br />
1. Should provide required electronic <strong>for</strong>mats of invoices (e.g. Abstract of<br />
quantities executed as per running bill <strong>for</strong>mat given in CPWA Code) online<br />
along with a generic invoice <strong>for</strong>mat which can be customized by the project<br />
authority <strong>for</strong> the project use.<br />
2. Allow authorized contractors to access online invoice <strong>for</strong>ms and submit invoice<br />
online.<br />
3. For every invoice submitted and entered into the system, system should create a<br />
unique Invoice/bill id. Any further communication and tracking should be based<br />
on that.<br />
4. Should allow the contractors to track the status of their application. The points<br />
at which the status can be tracked would be:<br />
• Invoice processed at sub engineer level<br />
• Submitted to SDO <strong>for</strong> clearing<br />
• Invoice processed at SDO level, bill created<br />
• Submitted to EE <strong>for</strong> clearing<br />
• Invoice accepted / rejected at EE level<br />
• Queued in Ways & Means <strong>Management</strong><br />
• Bill cleared<br />
The application could be tracked through the IFMIS website, IVRS , SMS<br />
5. System should generate notifications <strong>for</strong> the contractor (through SMS / email /<br />
voice message etc.) at each of the following stages:<br />
• Invoice processed at sub engineer level (measurements verified) in MB<br />
• MB submitted to SDO <strong>for</strong> clearing<br />
• Invoice accepted / rejected at SDO level. Bill created<br />
• Submitted to EE <strong>for</strong> clearing<br />
• Invoice accepted / rejected at EE level. Bill passed & uploaded <strong>for</strong><br />
payment.<br />
• Queued in Ways & Means <strong>Management</strong><br />
• Bill cleared and amount credited to the contractor’s account<br />
6. Should allow all the registered users i.e. sub engineer, sub divisional officer, DA,<br />
executive engineer and others to access the system based on their level of<br />
authentication<br />
7. The system should require a two level (EE & DA) authentication <strong>for</strong> processing<br />
and clearing of any invoice/bill<br />
Department of Finance, GoMP 59
Attachment B<br />
Functional Requirement Specifications<br />
and clearing of any invoice/bill<br />
8. Should provide a search option to contractors to check the status of their<br />
application. The search should provide the results based on following search<br />
criteria<br />
• Contractor ID<br />
• Contractor Name<br />
• Invoice Date/ID<br />
9. Should not allow the EE office to enter same invoice numbers/ID <strong>for</strong> two<br />
different invoices<br />
10. On receiving the invoice should allow the office to enter the project ID. As soon<br />
as the project ID is entered into the system the system should populate the<br />
project plan, terms of reference, original contract and online measurement book.<br />
11. Should allow the sub engineer / SDO to enter the following bill details over the<br />
bill submission page. (The fields marked as self filled should generate<br />
automatically)<br />
• Invoice No. (to be filled by sub engineer)<br />
• Bill no. (token leaf bills)<br />
• Head details (to be filled by sub engineer)<br />
• Contractor’s name (self filled)<br />
• Contractor’s ID (self filled)<br />
• TAN & CIN Number of the company (self filled)<br />
• Contractor’s bank account number (self filled)<br />
• Bank branch name, location and code (self filled)<br />
• Address of the company (self filled)<br />
• Contact details of the contractor (self filled)<br />
• Milestone Achieved or not (to be filled by sub engineer) – Yes or No<br />
• Claimed amount (to be filled by office) – Rs…<br />
• Passed amount (to be filled by DA/EE) – Rs…<br />
• Penalties to levy on contractor - if any (to be filled by relevant authorities<br />
(SA/SDO/DA/EE) – Rs…<br />
• Deductions (to be filled by DA/Auditor) – Rs…<br />
• Sub Engineer’s/SDO/EE Remarks (to be filled by sub<br />
engineer/SDO/EE)<br />
• Digital signature of the EE<br />
12. Should allow the EE to upload the bills only if they are appended by his digital<br />
signature<br />
13. Should generate alerts <strong>for</strong> the sub divisional officer once the sub engineer has<br />
submitted the MB to SDO’s<br />
14. Should change the status of application from invoice submitted to MB<br />
<strong>for</strong>warded to SDO<br />
Department of Finance, GoMP 60
Attachment B<br />
Functional Requirement Specifications<br />
15. Should generate an alert <strong>for</strong> the SDO if the sub engineer does not upload MB<br />
within specified (SLA) days of invoice submission, as per the auto escalation<br />
matrix<br />
16. Should allow the office to enter the invoice number, as soon as the office enters<br />
the invoice number the invoice details should be populated the system<br />
17. Should allow the office to enter the project ID into the application, as soon as<br />
the office enters the project ID the project plan, online measurement book,<br />
corresponding terms of reference, original contract document and budget<br />
availability statement should open up automatically<br />
18. Should allow the SDO to accept / reject / edit the MB at his own end.<br />
19. Should allow the SDO to seek clarification or mark <strong>for</strong> action to sub engineer<br />
20. Should allow the SDO to enter the reasons <strong>for</strong> the rejection of the MB or the<br />
part there of<br />
21. Should allow the SDO to edit the MB at his own end <strong>for</strong> certain minor changes<br />
22. Should allow the SDO to approve quantities (partially) as per his/her own<br />
verification<br />
23. In case of an approval (including partial approval) should allow the EE/PIU<br />
staff to raise a bill in the IFMIS.<br />
24. Should generate an alert <strong>for</strong> EE if the SDO does not act upon the received MB<br />
within specified Days (as per SLA) of receiving the MB as per the auto escalation<br />
matrix<br />
25. Should generate an alert <strong>for</strong> the EE as soon as the SDO updates the<br />
measurements/ at his own end <strong>for</strong> submission of bills<br />
26. Should show DA/EE the invoice number, remarks made by the Sub-engineer/<br />
SDO as soon as he views the bill request<br />
27. Should allow the DA/EE to enter the invoice number over the system, as soon<br />
as the DA/EE enters the invoice number the invoice details should be<br />
populated over his end<br />
28. Should allow the DA/EE to view the project ID in the bi, as soon as the SDO<br />
creates/uploads the bill. The project ID the project plan, online measurement<br />
book, corresponding terms of reference, original contract document and budget<br />
availability statement should open up automatically<br />
29. Should allow the DAEE to accept / reject / edit the bill at his end<br />
30. Should allow the EE to seek clarification or mark <strong>for</strong> action to sub engineer<br />
through SDO<br />
31. Should allow the Treasury Disbursement System to transfer the bill amount to<br />
the contractor’s bank account directly though direct debit facility (ECS, etc.).<br />
The alerts can be sent through the following options:<br />
• Email<br />
• SMS<br />
• Updation over the application ID<br />
Department of Finance, GoMP 61
Attachment B<br />
Functional Requirement Specifications<br />
32. Should generate alerts <strong>for</strong> the relevant users that the payment of given ………<br />
amount has been made in the account of contractor on such and such date<br />
33. Should generate auto alerts <strong>for</strong> Superintendent Engineer and Chief engineer if<br />
the Executive Engineer does not process the bill without an appropriate reason<br />
within predefined time days<br />
34. Should system generate notifications (through SMS / email / voice message etc.)<br />
at each of the following stages:<br />
• Measurements taken/verified at sub engineer level<br />
• Submitted to SDO <strong>for</strong> clearing<br />
• Bill created at SDO level<br />
• Submitted to EE <strong>for</strong> clearing<br />
• Bill accepted / rejected at EE level<br />
• Submitted to treasury disbursement system<br />
• Bill cleared by Ways & Means system and contractor’s account credited.<br />
Department of Finance, GoMP 62
Attachment B<br />
Functional Requirement Specifications<br />
1.2.8 Advance Payment to Contractors<br />
Table 22: Functional Requirement Specifications – Advance Payment<br />
Business Requirement – Advance Payment to Contractors<br />
Sr. No.<br />
Requirement Description<br />
1. Should allow the EE/PIU staff to enter all the invoices <strong>for</strong> advance received at the<br />
front desk from the contractor/supplier/service provider <strong>for</strong> advance payments.<br />
The bill clerk will make the following entries while accepting the invoices <strong>for</strong><br />
advance payment:<br />
• Claim ID (System Generated)<br />
• Claim date<br />
• Contractor’s name<br />
• Contractor’s ID<br />
• Invoice number<br />
• Contractor’s bank account details (already registered in the system)<br />
• Particulars of security received (e.g. bank guarantee, etc)<br />
2. Should provide the facility to EE/PIU to accept or reject the advance payment<br />
claim made by the contractor<br />
3. Should generate a rejection ID in case the contractor/supplier/service provider<br />
request has been rejected. The EE’s staff will enter the following details over the<br />
system:<br />
• Claim id (System generated)<br />
• Rejection ID (System Generated)<br />
• Rejection Date (System Generated)<br />
• Rejection Code ((System Generated)<br />
• Reason <strong>for</strong> rejection (standard reasons from dropdown menu or to be filled<br />
in)<br />
4. Should allow the bill clerk to accept the request and upload it over the system, the<br />
bill clerk will update the following entries in the pre defined <strong>for</strong>m:<br />
• Claim id (System Generated)<br />
• New / Resubmitted<br />
• Invoice Date<br />
• Invoice Type (Drop Down Menu)<br />
• Head Details (To be system generated based on the bill type – From drop<br />
down menu)<br />
• Budget Flag<br />
• Sanction details<br />
• Gross Amount<br />
• Net Amount<br />
• Payee Department<br />
Department of Finance, GoMP 63
Attachment B<br />
Functional Requirement Specifications<br />
• Balance Budget available in the HOA<br />
5. Should generate an alert <strong>for</strong> the Executive Engineer/PIU as soon as the bill clerk<br />
raises a bill <strong>for</strong> advance payments<br />
6. Should allow the EE/PIU to view the bill raised by the bill clerk over his system<br />
7. Should provide the facility to EE/PIU to review the Measurement Book if required,<br />
Bank Guarantee details contract uploaded over the system<br />
8. Should provide the EE/PIU the following options:<br />
• Accept<br />
• Reject<br />
• Object and resend to bill clerk<br />
• For processing the raised bill<br />
9. Should allow the EE/PIU to enter the following <strong>for</strong>mat in case of a rejection:<br />
Claim id (System generated)<br />
• Rejection ID (System Generated)<br />
• Rejection Date (System Generated)<br />
• Rejection Code ((System Generated)<br />
• Reason <strong>for</strong> rejection (description to be filled in by bill clerk)<br />
10. Should allow the EE to fill in the following details in case of an objection<br />
• Claim id (System generated)<br />
• Objection ID (System Generated)<br />
• Objection Date (System Generated)<br />
• Objection # 1: (Standard objection filled from dropdown menu other to be<br />
recorded)…………………………..<br />
• Objection # 2: (Description to be filled)…………………………..<br />
• Objection # n: (Description to be filled)…………………………..<br />
11. Should generate an alert <strong>for</strong> the designated staff in case EE/PIU has raised any<br />
objections over the raised bill<br />
12. Should allow the designated staff to respond to the raised objections in a serial wise<br />
manner:<br />
• Claim id (System generated)<br />
• Objection ID (System Generated)<br />
• Objection Date (System Generated)<br />
• Objection # 1: (Filled by EE/PIU)…………………………..<br />
• Actions taken over the Objection # 1 (Filled by Bill Clerk)………………<br />
• Objection # n: (Filled by EE/PIU)…………………………..<br />
• Actions taken over the Objection # n (Filled by Bill Clerk)………………<br />
13. Should generate an alert <strong>for</strong> the Executive Engineer/PIU as soon as the bill clerk<br />
uploads the report over the actions taken at his end<br />
14. Should allow the Executive engineer/PIU to accept the request <strong>for</strong> payment<br />
Department of Finance, GoMP 64
Attachment B<br />
Functional Requirement Specifications<br />
15. Should allow the EE to view the bank guarantee details while clearing the advance<br />
payments to the contractor/supplier/service provider<br />
16. Should present EE record of all the past payments made to the contractor/<br />
supplier/service provider<br />
17. Should allow the EE to register all the requests <strong>for</strong> advance payment<br />
18. Both in the case or approval / rejection, EE’s approval / rejection should be made<br />
visible to all the relevant stakeholders over the application<br />
19. In case of an approval should allow the EE/PIU staff to raise a bill in the IFMIS.<br />
20. Should allow the EE/PIU to make payment directly to the contractor’s bank<br />
account<br />
21. Should generate an alert on amount transfer from EE to contractor’s account<br />
22. Should maintain a database of all the advance payments<br />
23. Should account <strong>for</strong> recovery/adjustment of advance payment while making the next<br />
payments to the contractor<br />
24. Should provide details of the advances that have been paid till date to the<br />
contractor/supplier/service provider be<strong>for</strong>e any new payments<br />
Department of Finance, GoMP 65
Attachment B<br />
Functional Requirement Specifications<br />
1.2.9 Works Contingency Expenses<br />
Table 23: Functional Requirement Specifications – Works Contingency Establishment Expenses<br />
Business Requirement – Works Contingency Establishment Expenses<br />
Sr. No.<br />
Requirement Description<br />
1. The system should provide the functionality to defining overall limit (%) and limits<br />
(%) of various individual items in work contingency in the system<br />
2. The system should provide the functionality to define maximum % of work<br />
contingency in different stages of project implementation<br />
3. The system should provide the functionality to allocate work charge establishment<br />
expenditure over different ongoing projects within limits defined<br />
4. The system should provide the functionality to allocate work contingency<br />
expenditure over different ongoing projects within limits defined<br />
5. The system should provide the functionality to restrict allocation of work<br />
contingency amount at various stages of project implementation as per pre-defined<br />
limits <strong>for</strong> the particular stage.<br />
6. The system should provide the functionality to enter & book work contingency in<br />
related works accounts registers and ledgers as per received vouchers<br />
(invoices/bills/hand receipts)<br />
7. The system should provide the functionality to raise the bill <strong>for</strong> works contingency<br />
establishment expenses<br />
8. The system should provide the functionality to book/allocate work contingency<br />
expenditure against only an active project<br />
9. The system should provide the functionality to only raise a bill against a specific<br />
work contingency head or account<br />
10. The system should provide the functionality to do a pre audit of the received<br />
vouchers (invoices/bills/hand receipts) <strong>for</strong> the availability of budget against a<br />
particular work contingency head<br />
11. The system should provide the functionality to populate the salary details from<br />
work-charge contingency employee database<br />
12. The system should provide the functionality to the bill clerk to add comments or<br />
remarks against every expenditure line entry<br />
13. The system should provide the functionality to move the vouchers<br />
(invoices/bills/hand receipts) entry to Divisional accountants work flow once the<br />
entered in related records and submitted by Bill clerk<br />
14. The system should provide the functionality to bill clerk to move vouchers<br />
(invoices/bills/hand receipts) in office records in office file to DA/EE <strong>for</strong><br />
verification of entry.<br />
15. The system should provide the functionality to bill clerk to modify or delete the<br />
vouchers (invoices/bills/hand receipts) entry in the system be<strong>for</strong>e the divisional<br />
accountant approves or reject it<br />
16. The system should provide the functionality to Divisional accountant to either<br />
approve or reject the vouchers (invoices/bills/hand receipts) entry<br />
Department of Finance, GoMP 66
Attachment B<br />
Functional Requirement Specifications<br />
approve or reject the vouchers (invoices/bills/hand receipts) entry<br />
17. The system should provide the functionality to DA to add comments or remarks<br />
(dropdown menu or text box) in case the voucher is rejected or returned. This field<br />
should be mandatory on non acceptance of entry/voucher<br />
18. The system should provide the functionality to bill clerk to make modification in the<br />
rejected entry/voucher and resubmit or raise a fresh new entry/voucher and delete<br />
the existing entry/voucher.<br />
19. The system should provide the functionality to transfer the entry/voucher from<br />
DA’s workflow to Executive Engineer’ workflow once it is approved.<br />
20. The system should provide the functionality <strong>for</strong> EE to approve or reject the<br />
entry/voucher.<br />
21. The system should provide the functionality to EE to add comments (dropdown<br />
menu or text box) in case the entry/voucher is rejected. This should be a mandatory<br />
field<br />
22. The system should provide the functionality to transfer the entry/voucher to<br />
treasury disbursement system <strong>for</strong> creating bill <strong>for</strong> disbursement<br />
23. The system should provide <strong>for</strong> the purpose of bill creation <strong>for</strong> disbursement the<br />
budget against each item of work expenditure (work-charge establishment & workcharge<br />
contingency) be made available by aggregating scheme budgets under all<br />
scheme IDs and within overall limit (%) and limits (%) of various individual items as<br />
per defined in work contingency in the system<br />
24. The system should provide <strong>for</strong> check <strong>for</strong> financial powers/sanction as in other cases<br />
of disbursement<br />
25. The system should provide <strong>for</strong> treatment of work contingency expenditure within<br />
the framework of normal office contingency rules and regulations<br />
Department of Finance, GoMP 67
Attachment B<br />
Functional Requirement Specifications<br />
1.3 Debt & Investment <strong>Management</strong><br />
Table 24: Functional Requirement Specifications – Overall Debt <strong>Management</strong> System<br />
Business Requirement – Overall Debt <strong>Management</strong> System<br />
Sr. No.<br />
Requirement Description<br />
1. DMS should have the facility <strong>for</strong> reporting on:<br />
• Debt sustainability analysis.<br />
• Status of aid allotment.<br />
• Strategic framework <strong>for</strong> borrowing.<br />
• Reserves and exchange risk management.<br />
• Statistical compilations such as overall effect on balance of payments etc<br />
2. The DMS should provide the relevant report writer facilities. It should also<br />
provide facilities <strong>for</strong> retrieving user-specified in<strong>for</strong>mation from the database<br />
Whenever required.<br />
3. The DMS should have the capability to interface with the accounts payables system<br />
and reconcile/post the in<strong>for</strong>mation of payments pertaining to debt servicing and<br />
repayment of loans<br />
4. The DMS should be able to transfer in<strong>for</strong>mation of due but not paid amount of<br />
interest/loan installments of various loans and market borrowings to the accounts<br />
payable system and update current liability account also<br />
5. The DMS should be able to record the actual billing in<strong>for</strong>mation either from paperbased<br />
documents or from electronic files sent by the lender. The DMS should have<br />
the facility of calculating billing in<strong>for</strong>mation and comparing it with the actual billing<br />
in<strong>for</strong>mation received from the lender. It should also have the capability of<br />
generating <strong>for</strong>ecasted payment schedules automatically or entering these manually. It<br />
should have the facility of interfacing with the Accounts payable module to submit<br />
the <strong>RFP</strong>s electronically and to transfer in<strong>for</strong>mation about the <strong>for</strong>ecasted payment<br />
schedules<br />
6. The DMS should have the capability of setting up special accounts <strong>for</strong> loans. It<br />
should be able to interface with the Accounting system and retrieve in<strong>for</strong>mation<br />
about the movement of funds in these special accounts which should be subaccounts<br />
within the Treasury Single Account<br />
7. The DMS should be able to interact with the ACCOUNTING SYSTEM to transfer<br />
details about the disbursement schedule of monetary aid received from the donors<br />
8. The DMS should interact with the fixed asset module of the ACCOUNTING<br />
SYSTEM to reconcile the acquisition/ creation of assets out of aid money, as<br />
reported by the beneficiary budget entity, with the aid recorded in the DMS<br />
9. The DMS should have the facility of automatically generating the requisite invoices<br />
<strong>for</strong> payment of loan tranches <strong>for</strong> loans given by government. The system should also<br />
be able to interact with the ACCOUNTING SYSTEM to transfer the <strong>RFP</strong>s<br />
electronically.<br />
Department of Finance, GoMP 68
Attachment B<br />
Functional Requirement Specifications<br />
10. The DMS should interface with the ACCOUNTING SYSTEM to receive<br />
in<strong>for</strong>mation about the actual disbursement of loans and should be able to register<br />
the payments into the loan accounts of the agency who has taken the loan<br />
11. DMS should have the capability of generating the invoices in accordance with the<br />
repayment dates in the loan agreement. The system should interface with the<br />
ACCOUNTING SYSTEM to register the corresponding receivables<br />
12. The DMS should be able to transfer in<strong>for</strong>mation to the accounts receivable system<br />
regarding the disbursement schedules of loans<br />
13. The DMS should provide a facility <strong>for</strong> entering the repayment advice received<br />
through the bank<br />
14. It should also have the capability of posting these repayment details in the individual<br />
loan ledgers<br />
15. The DMS should be able to interface with the ACCOUNTING SYSTEM to<br />
retrieve the in<strong>for</strong>mation on receipts pertaining to repayment of debt and should<br />
print reconciliation reports<br />
Department of Finance, GoMP 69
Attachment B<br />
Functional Requirement Specifications<br />
1.3.1 Raising Market Borrowings<br />
Table 25: Functional Requirement Specifications – Raising Market Borrowings<br />
Business Requirement – Raising Market Borrowings<br />
Sr. No.<br />
Requirement Description<br />
1. Should be able to generate a resource chart with the help of the system *<br />
2. Should have a separate debt management section with the following login options:<br />
• Market Borrowing<br />
• Loans from <strong>Financial</strong> Institutions<br />
• Central Government Loans and Grants<br />
3. Should allow the user to choose the option of market borrowing<br />
4. Should provide two options under this section:<br />
• Capturing of Market Borrowings details (raising & repayment)<br />
• Should allow the user to choose any of the above options<br />
5. On choosing the option, should generate a unique Borrowing ID <strong>for</strong> each new<br />
borrowing<br />
6. Should show the borrowing ID whenever any transaction related to a particular<br />
borrowing is carried out<br />
7. Should capture the following details related to each new loan (bearing a unique<br />
borrowing id):<br />
• Amount Borrowed<br />
• Source of Borrowing<br />
• Date of Borrowing<br />
• Details of Borrowing (coupon rate, discount offered, rate of interest, face<br />
value etc.)<br />
• Terms of Reference of borrowing<br />
• Duration of borrowing<br />
• Repayment Schedule<br />
8. Should have a feature of importing the details recorded in the CS DRMS application<br />
to IFMIS and vice versa<br />
9. Should update the states receipt and liability account as soon as a new borrowing is<br />
taken by the state<br />
10. Should enable updation of relevant accounts on market borrowings by the AG’s<br />
11. Should enable DoF to use DSS <strong>for</strong> most economic market borrowing decisions<br />
Department of Finance, GoMP 70
Attachment B<br />
Functional Requirement Specifications<br />
1.3.2 Repayment of Market Borrowing<br />
Table 26: Functional Requirement Specifications – Repayment of Market Borrowings<br />
Business Requirement – Repayment of Market Borrowings<br />
Sr. No.<br />
Requirement Description<br />
1. (In case RBI sends FLAT FILE to Finance Department regarding the repayment)<br />
2. Should be able to convert the Flat File received from RBI into a usable <strong>for</strong>mat in<br />
IFMIS<br />
3. Should update the IFMIS automatically based on the in<strong>for</strong>mation received from the<br />
RBI<br />
4. Should update the State Disbursements Account based on the updation done in the<br />
IFMIS – Market Borrowings Module<br />
5. Should update the State Liabilities Account based on the updation done in the<br />
IFMIS – Borrowings Module<br />
6. (In case RBI does not sends FLAT FILE to Finance Department and sends the<br />
details of repayment manually or through *.PDF or any non usable <strong>for</strong>mats)<br />
7. Should allow the user to click the option of Repayment of Market Borrowings<br />
8. Should open the Repayment of Borrowings section <strong>for</strong> the concerned user after<br />
checking his credentials as per the login component.<br />
9. Should allow the concerned user to update the following details over the Repayment<br />
of Borrowing Section:<br />
• Borrowing ID (against which the repayment was done)<br />
• Amount repaid<br />
• Distribution of Repayment (Principle & Interest)<br />
• Date of Repayment<br />
• Total Amount Repaid<br />
• Remaining Amount<br />
• Amount of next repayment<br />
10. Should update the related module as soon as the repayment is made<br />
11. Should update the State Disbursement Account & State Liabilities Account on the<br />
repayment<br />
12. Should allow DoF to assess resources requirements <strong>for</strong> repayment of each market<br />
borrowing over give period of time<br />
13. Should link loan and market repayments with the budget module<br />
14. Should keep track of any wrong payments made by the state government<br />
15. Should capture the details of the market borrowings that have not been claimed after<br />
the maturity period also. The system should generate alerts over such borrowings to<br />
the buyer and if they are still not claimed should transfer them as revenue to the<br />
Department of Finance, GoMP 71
Attachment B<br />
Functional Requirement Specifications<br />
state.<br />
Department of Finance, GoMP 72
Attachment B<br />
Functional Requirement Specifications<br />
1.3.3 Obtaining Loans from <strong>Financial</strong> Institutions<br />
Table 27: Functional Requirement Specifications – Obtaining Loans from <strong>Financial</strong> Institutions<br />
Business Requirement – Obtaining Loans from <strong>Financial</strong> Institutions<br />
Sr. No.<br />
Requirement Description<br />
1. System should have separate loans module in the IFMIS<br />
2. Should allow the Finance Department Representative to access the loan module as<br />
per the login component<br />
3. Should allow the user to select the type of loan, from the following options:<br />
• Loans / Grants from centre<br />
• Loans from <strong>Financial</strong> Institutions<br />
4. Should present the Finance Department following options, when he logs in to the<br />
Loans Module:<br />
• Fresh Loans<br />
• Updation / Editing of Loan Details<br />
• Repayment of Loans<br />
5. Should allow the Finance Department Representative any of the above option<br />
6. Should be able to generate a resource chart with the help of the system *<br />
Fresh Loans<br />
1. Should open the Fresh Loans Page whenever the Finance Department<br />
Representative elects the Fresh Loans option<br />
2. Should throw up an option to the user whether he wants to register a new loan take<br />
by the state government or he wants to quit the fresh loans system<br />
3. Should allow the user to select any of the above options<br />
4. Should take the user to the main page in case the DoF selects quit the fresh loans<br />
section<br />
5. Should generate a Unique Loan ID if the user selects a Fresh Loans option<br />
6. Should present the DoF Representative the following blank fields, which he should<br />
be allowed to fill and upload:<br />
• Loan ID(self generated)<br />
• Name of <strong>Financial</strong> Institution from which the loan has been taken<br />
• Principle Amount<br />
• Interest Rate (as on date of loan receiving)<br />
• Loan Duration<br />
• Loan Installment Period (Monthly, Quarterly, Half Yearly, Yearly)<br />
• Other Terms & Conditions<br />
Department of Finance, GoMP 73
Attachment B<br />
Functional Requirement Specifications<br />
• Account Details of <strong>Financial</strong> Agency <strong>for</strong> loan repayment<br />
7. Should allow the DoF representative to upload the above in<strong>for</strong>mation over the<br />
Loans module of IFMIS<br />
8. Should generate a message on both successful / unsuccessful uploading of guarantee<br />
details<br />
9. Should allow the DoF’s representative to capture the following details pertaining to<br />
the received loan amount:<br />
• Mode of Loan Transfer<br />
o Cheque<br />
o Online transfer to state’s receipt account<br />
• For cheque entries DoF’s representative will make the following entries:<br />
o Loan ID<br />
o Cheque Number<br />
o Name of <strong>Financial</strong> Institution<br />
o Branch<br />
o Cheque Number<br />
o Cheque Amount<br />
o Loan Amount<br />
o Received Amount<br />
o Balance amount<br />
o Cheque issuance date<br />
o Cheque credit details (Amount credited, Receipt Head, e-Challan No<br />
& date)<br />
10. For online transfer to the state’s receipt account the system would capture the<br />
following details on its own from receipt module:<br />
• Loan ID<br />
• Transaction ID<br />
• Name of <strong>Financial</strong> Institution<br />
• Branch<br />
• Account number from which amount is received<br />
• Receipt amount<br />
• Requested amount<br />
• Balance amount s<br />
• Credit details (Amount credited, Receipt Head, e-Challan No & date)<br />
11. Should update the State Liabilities Account as soon as a new loan amount is received<br />
in government account<br />
12. Should allow the Finance Department Representative – Loan <strong>Management</strong> Officer<br />
to edit the incorrect loan entries in the IFMIS<br />
13. Should allow him to the changes only in the following Sections:<br />
• Name of <strong>Financial</strong> Institution from which the loan has been taken<br />
• Principle Amount<br />
• Interest Rate<br />
• Loan Duration<br />
Department of Finance, GoMP 74
Attachment B<br />
Functional Requirement Specifications<br />
• Loan Installment Period<br />
• Other Terms & Conditions<br />
• Account Details of <strong>Financial</strong> Agency <strong>for</strong> loan repayment<br />
14. Should create an audit log <strong>for</strong> above & send web mail to all concerned (DoF,<br />
<strong>Financial</strong> Institution)<br />
15. Should show the DoF representative a success message on successful updation of<br />
the details<br />
Department of Finance, GoMP 75
Attachment B<br />
Functional Requirement Specifications<br />
1.3.4 Loan Repayment to <strong>Financial</strong> Institutions<br />
Table 28: Functional Requirement Specifications – Loan Repayment to <strong>Financial</strong> Institutions<br />
Business Requirement – Loan Repayment to <strong>Financial</strong> Institutions<br />
Sr. No.<br />
Requirement Description<br />
1. Should generate alerts (through mail / SMS) …… days in advance on the fixed date<br />
of loan repayment installment and payment of interest <strong>for</strong> the DoF – Representative<br />
– Loan Officer<br />
2. Should allow the DoF Representative to create and upload the payment of interest<br />
and loan repayment requisition (e-sanctions) over the IFMIS. The Loan Repayment<br />
Requisition would contain the following details:<br />
• Loan ID<br />
• Name of <strong>Financial</strong> Institution from which the loan has been taken<br />
• Principle Amount<br />
• Interest Rate (as on date of loan receiving)<br />
• Loan Duration<br />
• Loan Installment Period (Monthly, Quarterly, Half Yearly, Yearly)<br />
• Loan installment Amount (Principle & Interest)<br />
• Installment Period<br />
• Account details of <strong>Financial</strong> Institution<br />
• Amount of payment of interest and/or loan repayment<br />
• Date on which due to be paid by credit to FI bank account<br />
• Budget Heads of Account<br />
• Available Budget Amounts<br />
3. Should generate an alert <strong>for</strong> the DDO of Finance Department / Chief Accounts<br />
Officer (CAO) over the uploading of loan repayment requisition<br />
4. Should allow the DoF’s DDO / CAO to view the requisition (e-Sanction) uploaded<br />
by the Loan Officer<br />
5. Should allow the DDO / CAO to create the bill <strong>for</strong> loan installment over the<br />
IFMIS. Should allow the DDO / CAO to enter the following details:<br />
• Head details (through drop down menu):<br />
• Loan ID (to be selected by DDO from loan database) :<br />
• Principle Installment Amount (Auto Generated through requisition) or<br />
• Interest Installment Amount (Auto Generated through requisition)<br />
• Account Details of the <strong>Financial</strong> Institution (Auto Generated)<br />
6. Should allow the DDO / CAO to have an access to DoF’s budget be<strong>for</strong>e the bill<br />
preparation and submission over the IFMIS<br />
7. Should allow the DDO / CAO to transfer the interest/loan installment amount<br />
directly into <strong>Financial</strong> Institution’s account through the State Disbursement System<br />
8. Should update the States Disbursement Account<br />
Department of Finance, GoMP 76
Attachment B<br />
Functional Requirement Specifications<br />
9. Should update the loan account automatically<br />
10. Should update the State Liabilities Account<br />
11. Should link loan and market repayments with the budget module<br />
12. Should keep track of any wrong payments made by the state government<br />
Department of Finance, GoMP 77
Attachment B<br />
Functional Requirement Specifications<br />
1.3.5 Loans from NABARD and their Repayment<br />
Table 29: Functional Requirement Specifications – Loans from NABARD and their Repayment<br />
Business Requirement – Obtaining Loans from NABARD<br />
Sr. No.<br />
Requirement Description<br />
1. Should keep track of all previous loans taken from NABARD<br />
2. Should allow the application to interact with the planned budget and project<br />
management modules of the system<br />
3. Should be able to input details of the various projects from the project management<br />
module<br />
4. Should allow the DoF to make sufficient budgetary allocation to particular head as<br />
per the Budget <strong>Management</strong> module<br />
5. Should allow the DDO to view the amount under the particular heads of accounts<br />
under the NABARD head<br />
6. Should allow the DDO to withdraw money from the particular HOA as the<br />
Disbursement module<br />
7. Should allow the DDO of the concerned department to enter the details of<br />
expenditure claim over the system<br />
8. Should generate an alert <strong>for</strong> Department of Finance and NABARD over the<br />
submission of claim details by the DDO<br />
9. Should aloe the DoF / NABARD officials to view the expenditure details online<br />
10. Should allow the NABARD officials to make online payments <strong>for</strong> mobilization<br />
advance as well as <strong>for</strong> the expenditure claim OR should allow the Department of<br />
Finance to enter the received amount details over the state receipt system (If<br />
NABARD does not agrees on online transfer of funds)<br />
11. Should provide an interface between the loans received from NABARD and State<br />
Receipt System<br />
12. Should allow NABARD to issue the promissory note online (If NABARD agrees)<br />
13. Should allow the DoF to issue the guarantee over the receipt of promissory note<br />
online (If NABARD agrees)<br />
14. Should allow the DoF to enter the loan conditions as fixed by NABARD over the<br />
system<br />
15. Should open the Fresh Loans Page whenever the Finance Department<br />
Representative elects the Fresh Loans option<br />
16. Should take the user to the main page in case the DoF selects quit the fresh loans<br />
section<br />
17. Should generate a Unique Loan ID if the user selects a Fresh Loans option<br />
18. Should present the DoF Representative the following blank fields, which he should<br />
be allowed to fill and upload:<br />
Department of Finance, GoMP 78
Attachment B<br />
Functional Requirement Specifications<br />
be allowed to fill and upload:<br />
• Loan number as provided by NABARD<br />
• Loan ID(self generated)<br />
• Project name<br />
• Scheme name<br />
• Project id<br />
• Scheme id<br />
• Principle Amount<br />
• Interest Rate (as on date of loan receiving)<br />
• Loan Duration (generally 5 years)<br />
• Loan Installment frequency (Monthly, Quarterly, Half Yearly, Yearly)<br />
• Loan repayment start date<br />
• Moratorium period (generally 2 years)<br />
• % of Loan amount under the moratorium period<br />
• Moratorium period start date<br />
• Other Terms & Conditions<br />
• Account Details of NABARD <strong>for</strong> loan repayment<br />
19. Should allow the DoF representative to upload the above in<strong>for</strong>mation over the<br />
Loans module of IFMIS<br />
20. Should update the State Liabilities Account as soon as a new loan amount is received<br />
in government account<br />
21. Should allow the Finance Department Representative – Loan <strong>Management</strong> Officer<br />
to edit the incorrect loan entries in the IFMIS<br />
22. Should allow him to the changes only in the following Sections:<br />
• Name of <strong>Financial</strong> Institution from which the loan has been taken<br />
• Principle Amount<br />
• Interest Rate<br />
• Loan Duration<br />
• Loan Installment Period<br />
• Other Terms & Conditions<br />
• Account Details of <strong>Financial</strong> Agency <strong>for</strong> loan repayment<br />
23. Should create an audit log <strong>for</strong> above & send web mail to all concerned (DoF,<br />
<strong>Financial</strong> Institution)<br />
24. Should show the DoF representative a success message on successful updation of<br />
the details<br />
Loan Repayment to NABARD<br />
1. Should generate alerts <strong>for</strong> the loan officer – DoF <strong>for</strong> repayment of loans starting one<br />
month in advance to the actual repayment date<br />
2. Should<br />
3. Should allow the DoF Representative to create and upload the payment of interest<br />
and loan repayment requisition (e-sanctions) over the IFMIS. The Loan Repayment<br />
Department of Finance, GoMP 79
Attachment B<br />
Functional Requirement Specifications<br />
Requisition would contain the following details:<br />
• Loan ID<br />
• Principle Amount<br />
• Interest Rate (as on date of loan receiving)<br />
• Loan Duration<br />
• Loan Installment frequency (Monthly, Quarterly, Half Yearly, Yearly)<br />
• Loan installment Amount (Principle & Interest)<br />
• Installment Period<br />
• Account details of <strong>Financial</strong> Institution<br />
• Amount of payment of interest and/or loan repayment<br />
• Repayment under normal condition / moratorium period<br />
• Date on which due to be paid by credit to FI bank account<br />
• Budget Heads of Account<br />
• Available Budget Amounts<br />
4. Should generate an alert <strong>for</strong> the DDO of Finance Department / Chief Accounts<br />
Officer (CAO) over the uploading of loan repayment requisition<br />
5. Should allow the DoF’s DDO / CAO to view the requisition (e-Sanction) uploaded<br />
by the Loan Officer<br />
6. Should allow the DDO / CAO to create the bill <strong>for</strong> loan installment over the<br />
IFMIS. Should allow the DDO / CAO to enter the following details:<br />
• Head details (through drop down menu):<br />
• Loan ID (to be selected by DDO from loan database) :<br />
• Principle Installment Amount (Auto Generated through requisition) or<br />
• Interest Installment Amount (Auto Generated through requisition)<br />
• Account Details of the <strong>Financial</strong> Institution (Auto Generated)<br />
7. Should allow the DDO / CAO to have an access to DoF’s budget be<strong>for</strong>e the bill<br />
preparation and submission over the IFMIS<br />
8. Should allow the DDO / CAO to transfer the interest/loan installment amount<br />
directly into <strong>Financial</strong> Institution’s account through the State Disbursement System<br />
9. Should update the States Disbursement Account<br />
10. Should update the loan account automatically<br />
11. Should update the State Liabilities Account<br />
12. Should link the loan repayments with the budget module, so that enough provisions<br />
can be made in the budget <strong>for</strong> loan repayments<br />
13. Should keep track of any wrong repayments made to GoI<br />
14. Should keep track of any wrong payments made by the state government<br />
Department of Finance, GoMP 80
Attachment B<br />
Functional Requirement Specifications<br />
1.3.6 Obtaining Central Government Loans/Grants<br />
Table 30: Functional Requirement Specifications – Obtaining Central Government Loans / Grants<br />
Business Requirement – Central Government Loans / Grants<br />
Sr. No.<br />
Requirement Description<br />
1. System should have separate loans module in the IFMIS<br />
2. Should allow the user to access the loan module as per the login component<br />
3. Should allow the user to select the type of loan, from the following options:<br />
• Loans / Grants from centre<br />
• Loans from <strong>Financial</strong> Institutions<br />
4. Should present the user to choose from the following options, when he logs in to<br />
the Loans Module:<br />
• Fresh Loans<br />
• Updation / Editing of Loan Details<br />
• Repayment of Loans<br />
5. Should be able to generate a resource chart with the help of the system *<br />
6. Should allow the DoF – Representative to enter the details of sanction order over<br />
the system in a pre defined <strong>for</strong>mat<br />
7. Should generate alerts <strong>for</strong> the relevant parties over the uploading of sanction order<br />
both by the DOF as well as AGMP<br />
8. Should allow the AGMP to enter the loan details over the system on receipt of<br />
credit advice from RBI<br />
9. Should allow the AGMP to import the flat file (if any) sent by the RBI – CAS into<br />
the system<br />
10. Should allow the AGMP to enter the details of the clearance memo over the system<br />
11. Should generate alerts <strong>for</strong> DoF on the submission of clearance memo by AGMP<br />
12. Should automatically update the State’s Receipt Account<br />
13. Should update the State Liabilities Account<br />
14. Should link loan and market repayments with the budget module<br />
Department of Finance, GoMP 81
Attachment B<br />
Functional Requirement Specifications<br />
1.3.7 Central Government – Loan Repayments<br />
Table 31: Functional Requirement Specifications - Central Government Loan Repayments<br />
Business Requirement – Central Government Loan Repayments<br />
Sr. No.<br />
Requirement Description<br />
1. Should provide projections of resources requirements <strong>for</strong> payment of interests and<br />
repayment of loans over a defined period (<strong>for</strong> input to MTFF and estimating budget<br />
requirements, i.e. BE/RE)<br />
2. Should generate alerts <strong>for</strong> the AGMP / DoF <strong>for</strong> interests payments and/or loan<br />
repayment<br />
3. Should generate a loan repayment schedule on its own based on the defined terms &<br />
conditions of loan in the system<br />
4. Should allow the AGMP to create and upload the loan repayment requisition over<br />
the IFMIS. The Loan Requisition page would contain the following details:<br />
• Loan ID<br />
• Name of Central Ministry from which the loan has been taken<br />
• Principle Amount<br />
• Interest Rate (as on date of loan receiving)<br />
• Loan Duration<br />
• Loan/Interests Installment Period (Monthly, Quarterly, Half Yearly, Yearly)<br />
• Loan installment Amount (Principle & Interest)<br />
• Details of budget heads <strong>for</strong> disbursement<br />
5. Should generate an alert <strong>for</strong> the Loan <strong>Management</strong> Officer of the Finance<br />
Department over the uploading of loan repayment requisition<br />
6. Should allow the DoF’s to view the requisition uploaded by the AGMP<br />
7. Should allow the Loan <strong>Management</strong> Officer of the Finance Department to provide<br />
online approval <strong>for</strong> loan repayment to AGMP<br />
8. Should allow the AGMP to have an access to DoF’s budget be<strong>for</strong>e the advice is sent<br />
to CAS Nagpur<br />
9. Should allow the AGMP to view DoF’s approval<br />
10. Should allow the AGMP to generate a loan repayment advice through the system. A<br />
soft copy of the advice should be stored in the system itself.<br />
11. Should <strong>for</strong>ward soft copy of the loan repayment advise <strong>for</strong> DoF also<br />
12. Should allow the AGMP to update the system as soon as it gets in<strong>for</strong>mation from<br />
CAS – RBI of the actual money transfer.<br />
13. Should generate alerts <strong>for</strong> the DoF whenever AGMP updates the system with actual<br />
disbursement details from RBI/AGMP.<br />
14. Should automatically update the State’s Disbursement Account<br />
Department of Finance, GoMP 82
Attachment B<br />
Functional Requirement Specifications<br />
15. Should update the DMS and the State Liabilities Account<br />
16. Should link loan and market repayments with the budget module<br />
17. Should keep track of any wrong payments made by the state government<br />
Department of Finance, GoMP 83
Attachment B<br />
Functional Requirement Specifications<br />
* Resource Chart Preparation<br />
Table 32: Functional Requirement Specification: Resource Chart Preparation<br />
Business Requirement – Resource Chart Preparation<br />
Sr. No.<br />
Requirement Description<br />
1. Should allow the State Government to assess its own resource projections from<br />
Revenue Forecast Models inbuilt in the system<br />
2. Should provide access to in<strong>for</strong>mation over projected central government taxes<br />
devolution<br />
3. Should provide in<strong>for</strong>mation over repayment of various kinds of loans and<br />
interests thereon by the State Government<br />
4. Should be able to access in<strong>for</strong>mation on committed expenditures <strong>for</strong> non<br />
planned budget module<br />
5. Should be able to assess plan budget requests and resource gaps<br />
6. Should be able to analyze options available <strong>for</strong> bridging the resource gaps<br />
7. Should be able to compare the resources projections with the MTFF projections<br />
8. Should be able to develop the most economic mix <strong>for</strong> bridging the resource gap<br />
(through loans and market borrowings)<br />
9. Should be able to compile and generate the resource chart on its own<br />
Department of Finance, GoMP 84
Attachment B<br />
Functional Requirement Specifications<br />
1.3.8 Loans <strong>for</strong> Externally Aided Projects<br />
Table 33: Functional Requirement Specifications – Loans / grants <strong>for</strong> Externally Aided Projects<br />
Business Requirement – Loans / Grants <strong>for</strong> Externally Aided Projects<br />
Obtaining Loans / Grants<br />
Sr. No.<br />
Requirement Description<br />
1. Should allow to select between three options:<br />
• 70 / 30 loan<br />
• Back to back loan<br />
• Grant<br />
2. Should provide the following options once an option <strong>for</strong> any of the loans is selected:<br />
• Fresh loan / grant entry<br />
• Editing of current entries<br />
• Amount of advance/reimbursements received<br />
• Loan repayments<br />
• Viewing the current in<strong>for</strong>mation<br />
3. Should be able to capture the details of the sanction letter issued by GoI and RBI in<br />
the following way:<br />
• Sanction order number<br />
• Date<br />
• Loan number ( as provided by GoI)<br />
• Loan Account Number<br />
• Loan id as generated by the system<br />
• Scheme / project name<br />
• External Agency’s name :<br />
• Type of funding (70 / 30, back to back or grant)<br />
• Amount released/reimbursed<br />
• If 70 / 30 chosen then:<br />
o Loan id<br />
o Loan amount (in INR)<br />
o Loan amount (in <strong>for</strong>eign currency)<br />
o Grant Demand no. and other head details<br />
o Interest rate<br />
o Repayment period (generally 20 years)<br />
o Repayment conditions<br />
o Repayment period start date<br />
o Repayment frequency (monthly mostly)<br />
o Number of yearly payments (10 currently)<br />
o Repayment installment (from dd/ mm / yyyy ……. To dd/ mm /<br />
yyyy ………..) – exclusive of moratorium period payments<br />
o Moratorium conditions (duration of moratorium period, start/end of<br />
Department of Finance, GoMP 85
Attachment B<br />
Functional Requirement Specifications<br />
moratorium period etc.)<br />
o Repayment installment (from dd/ mm / yyyy ……. To dd/ mm /<br />
yyyy ………..) – inclusive of moratorium period payments<br />
o Penal interest rate<br />
o Heads of accounts from which repayment of loan amount would be<br />
made<br />
o Other terms and conditions <strong>for</strong> the loan<br />
• In case of back to back loans<br />
o Loan Number ( as provided by GoI)<br />
o Loan id<br />
o Scheme / project name<br />
o Loan amount (in <strong>for</strong>eign currency)<br />
o Loan equivalent in Indian currency<br />
o Interest rate <strong>for</strong> first 6 months<br />
o Penal interest rate<br />
o Repayment period<br />
o Repayment conditions in words<br />
o Repayment period start date<br />
o Repayment frequency<br />
o Number of yearly payments<br />
o Other terms and conditions <strong>for</strong> the loan laid by the funding agency<br />
o Heads of account under which the loan amount would be captured<br />
o Charges levied by the external agency<br />
Processing (upfront) fees<br />
Commitment charges<br />
Other charges levied by the funding agency<br />
• In case of grants<br />
o Grant number ( as provided by GoI)<br />
o Grant id<br />
o Scheme / project name<br />
o Grant amount (in <strong>for</strong>eign currency)<br />
o Grant equivalent in Indian currency<br />
o External agency’s contribution (in %)<br />
o State government’s contribution (in %)<br />
o Other terms and conditions <strong>for</strong> the loan laid by the funding agency<br />
4. Should maintain a scanned / soft copy of the sanction order in the system<br />
5. Should allow one term settlement of loans<br />
6. Should generate a unique loan / grant id as soon as a new loan or grant is registered<br />
over the system<br />
7. Should always link the unique loan / grant id with the loan or grant number received<br />
from Funding Agency/GoI / RBI<br />
8. Should allow the competent authority to edit the repayment conditions / criteria at<br />
any point of time e.g. in case of back to back loans should be allowed to change the<br />
Department of Finance, GoMP 86
Attachment B<br />
Functional Requirement Specifications<br />
interest rates on a periodic (generally six monthly) basis<br />
9. Should display the various <strong>for</strong>eign exchange currency rates over the system on the<br />
given day<br />
Reimbursement Claims<br />
1. Should provide various types of reimbursement claim <strong>for</strong>m with due dates<br />
2. Should provide linkages between budget/expenditure HOA and disbursement<br />
categories<br />
3. Should port expenditure incurred under various HOA to related disbursement<br />
category<br />
4. Should allow spending (implementing) units to select required claim <strong>for</strong>m and<br />
compile unit-wise Reimbursement Claims <strong>for</strong> given period including ‘nil’ claims<br />
5. Should provide claims to be compiled disbursement category-wise<br />
6. Should allow spending unit to view and edit compiled Reimbursement Claims to<br />
adjust <strong>for</strong> non reimbursable advances (expenditure) or shifting amounts from within<br />
various disbursement categories if wrongly compiled<br />
7. Should provide list of vouchers to be attached<br />
8. Should provide hyperlink of an expenditure item to its scanned copy of voucher<br />
9. Should allow spending unit to upload reimbursement claim to its PMU<br />
10. Should allow PMU to view and edit reimbursement claim received from spending<br />
11. Should generate alerts <strong>for</strong> spending units who have not uploaded (submitted)<br />
reimbursement claims by due date including ‘nil’ claims<br />
12. Should allow PMU to consolidate all reimbursement claims received from various<br />
spending units<br />
13. Should provide interface with the system of CAAA <strong>for</strong> uploading claims<br />
14. Should allow PMU to upload consolidated reimbursement claims to CAAA in their<br />
system<br />
15. Should capture in<strong>for</strong>mation coming from CAAA about claims<br />
clearances/acceptance position<br />
16. Should generate reports of all uploaded (submitted) reimbursement claims, claims<br />
cleared, claims returned under objections, claims rejected and pending claims, etc<br />
17. Should integrate with DMS <strong>for</strong> updation of amounts of loans (SCA) received as<br />
either advance or reimbursement claims collating CAAA in<strong>for</strong>mation with RBI<br />
credits in<strong>for</strong>mation.<br />
Loan Repayments<br />
1. Should generate alerts (through mail / SMS) …… days in advance on the fixed date<br />
of loan repayment installment and payment of interest <strong>for</strong> the DoF – Representative<br />
– Loan Officer<br />
Department of Finance, GoMP 87
Attachment B<br />
Functional Requirement Specifications<br />
2. Should be able to enter the loan repayment details received from GoI/AGMP/ RBI<br />
over the system<br />
3. In case of back to back loans, should generate alerts every 5th month that the<br />
interest/conversion rates have to be revised and should generate continuous alerts<br />
every day till the loan rates have been revised<br />
4. Should allow the DoF representative to enter the loan repayment details over the<br />
system<br />
5. Should allow the DoF representative to enter the following details <strong>for</strong> loan<br />
repayments:<br />
• Letter number in<strong>for</strong>ming about the repayments (if receiving info via letter)<br />
• Date of receiving the in<strong>for</strong>mation<br />
• Date of actual repayment<br />
• Loan number (as provided by GoI/Funding Agency )<br />
• Loan Account Number<br />
• Loan id as generated by the system<br />
• Scheme / project name<br />
• External Agency’s name :<br />
• Type of loan (70 / 30, back to back or grant)<br />
• If 70 / 30 chosen then:<br />
o Loan id<br />
o Loan amount (in INR)<br />
o Loan amount (in <strong>for</strong>eign currency)<br />
o Grant Demand no. and other head details<br />
o Interest rate<br />
o Repayment period (generally 20 years)<br />
o Repayment period start date<br />
o Repayment installment made with distribution of loan and interest<br />
payment (from dd / mm / yyyy……. to dd / mm / yyyy………..)<br />
exclusive of moratorium period payments<br />
o Repayment installment made with distribution of loan and interest<br />
payment (from dd / mm / yyyy……. to dd / mm / yyyy………..)<br />
inclusive of moratorium period payments<br />
o Total loan repayment made (both normal repayments + moratorium<br />
repayments)<br />
o Penal interest paid (if any)<br />
o Loan amount left to be paid<br />
o Interest amount left t be paid<br />
o Heads of accounts from which repayment of loan and interest<br />
amount has been made<br />
• In case of back to back loans<br />
o Loan Number ( as provided by GoI)<br />
o Loan id<br />
o Scheme / project name<br />
o Loan amount (in <strong>for</strong>eign currency)<br />
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Attachment B<br />
Functional Requirement Specifications<br />
o Loan equivalent in (Indian currency-INR)<br />
o Repayment made in <strong>for</strong>eign currency (with distribution of loan and<br />
interest amount)<br />
o Repayment made in Indian currency (with distribution of loan and<br />
interest amount)<br />
o Difference due to the fluctuating <strong>for</strong>eign currency rate (+ / - ) {If<br />
positive then it would be treated as a revenue and the receipt account<br />
of the state government would be credited and in case of losses<br />
owing to increase of increase in the rate of <strong>for</strong>eign currency it would<br />
treated as a disbursement from disbursements account}<br />
o Interest rate (<strong>for</strong> the six monthly period)<br />
o Penalties if any<br />
o Bank processing charges<br />
o Repayment period<br />
o Repayment frequency<br />
o Number of yearly payments<br />
o Heads of accounts from which the loan and interest repayment has<br />
been made<br />
6. Should update the States Disbursement Accounts both <strong>for</strong> repayment of loan and<br />
interest repayments along with the losses owing to <strong>for</strong>eign currency fluctuations<br />
7. Should update the Receipts account if revenues are made owing to <strong>for</strong>eign currency<br />
rate fluctuations and INR value has grown vis-à-vis the <strong>for</strong>eign currency<br />
8. Should update the loan account automatically once the repayments of loan and<br />
interest amounts have been made<br />
9. Should update the State Liabilities Account as after each repayment the liability of<br />
the state will reduce<br />
10. Should update the DMS as after each repayment the debt liability of the state will<br />
reduce<br />
11. Should link the loan repayments with the budget module, so that enough provisions<br />
can be made in the budget <strong>for</strong> loan repayments<br />
12. Should keep track of any wrong repayments made to GoI<br />
Department of Finance, GoMP 89
Attachment B<br />
Functional Requirement Specifications<br />
1.3.9 Obtaining Loans / advances from GoMP and its repayments by<br />
Corporations<br />
Table 34: Functional Requirement Specifications – Loans / Advances and its repayments by<br />
Corporations<br />
Business Requirement – Loans/Advances and its repayment by Corporations<br />
Sr. No.<br />
Requirement Description<br />
1. Should allow the Corporation’s Head to view the available proposal / request<br />
<strong>for</strong>mats over the system<br />
2. Should allow the Corporation’s Head to make entries in the required <strong>for</strong>mats<br />
3. Should allow the Corporation’s Head to make changes in the selected <strong>for</strong>mat<br />
4. Should allow the Corporation’s Head to submit the proposal / request <strong>for</strong> loan<br />
advance through the system<br />
5. Should generate alerts <strong>for</strong> the Corporation’s head over the successful submission of<br />
request<br />
6. Should generate alerts <strong>for</strong> the Admin Unit Head (HOD) over receiving<br />
corporation’s request<br />
7. Should allow the Admin Unit Head (HOD) to accept / object / modify at his own<br />
end in the submitted proposals<br />
8. Should allow the Admin Unit Head (HOD) to submit the proposal to DoF online<br />
9. Should generate alerts <strong>for</strong> Admin Unit Head over the successful submission of the<br />
proposal<br />
10. Should generate alerts <strong>for</strong> DoF officials on receipt of request / proposal online<br />
11. Should allow the DoF officials to accept / object / modify at their own end in the<br />
submitted proposals, in all the cases should generate alerts <strong>for</strong> admin unit and<br />
corporation heads<br />
12. Should allow the DoF to fix the loan terms and conditions in the system by making<br />
the following entries:<br />
• Loan id<br />
• Date<br />
• Sanction no.<br />
• Corporation’s name<br />
• Department’s name<br />
• Loan / advance requested (should be allowed to select one option)<br />
• Loan account details<br />
• For Advances<br />
o Advance Requested<br />
o Advance sanctioned<br />
o Return period<br />
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Attachment B<br />
Functional Requirement Specifications<br />
o Rate of Interest (if applicable)<br />
o Terms and conditions ( to be entered manually)<br />
o Head details under which advance would be provided<br />
o Penalty terms and conditions<br />
• For Loans<br />
o Loan requested<br />
o Loan sanctioned<br />
o Rate of interest (<strong>for</strong> particular duration)<br />
o Loan Duration<br />
o Moratorium period ( if any GoMP wants to provide) and its terms<br />
and conditions<br />
o Loan repayment frequency (monthly, quarterly, half yearly, yearly) &<br />
Number of Installments<br />
o Penal interest rate<br />
13. Should allow the DoF to transfer the amount to particular heads of accounts<br />
through budgetary provisions<br />
14. Should update the state’s account receivable<br />
Loan Repayment by Corporations<br />
1. Should generate alerts <strong>for</strong> the corporation, admin unit and DoF be<strong>for</strong>e one month<br />
of the actual repayment date<br />
2. Should continuously generate alerts till repayment has been made<br />
3. Should display a separate loan / advance repayment section to the corporation’s –<br />
DDO<br />
4. Should allow the Corporation DDO to make the repayment electronically through<br />
the state receipt system<br />
5. Should update the state account receivable as soon as the payment has been made by<br />
the corporations<br />
6. Should generate alerts on repayment of loan / advance<br />
7. Should automatically update the receipts head of the state government on receipt of<br />
the repayment amount<br />
8. In case of non repayment of advances / loans by corporations should generate alerts<br />
<strong>for</strong> Admin Unit Head and DoF Officials<br />
9. Should show the corporation as defaulter history whenever any financial transaction<br />
related to the corporation is carried out by DoF e.g. budget preparation, additional<br />
loan / advance providing etc.<br />
Department of Finance, GoMP 91
Attachment B<br />
Functional Requirement Specifications<br />
1.3.10 Recording of Guarantees<br />
Table 35: Functional Requirement Specifications - Recording of Guarantees<br />
Business Requirement – Recording of Guarantees<br />
Sr. No.<br />
Requirement Description<br />
1. Should allow the Admin Unit Representative of the Department whose<br />
Autonomous agency wants the Government to act as guarantor to login into the<br />
system as per the login component<br />
2. Should show the Admin Unit Representative the access guarantees module over his<br />
screen whenever he logs in to the system. The system should have a guarantees<br />
module in the application.<br />
3. Should show the user two options when he enters the guarantee module :<br />
• Recording of Loan and Guarantees<br />
• Updation of Guarantees<br />
4. Should allow the user to choose any of the options<br />
Recording of New Guarantees<br />
1. Should allow the Admin Unit user to capture the guarantee details<br />
2. Should allow the Admin Unit User to enter the following in<strong>for</strong>mation related to<br />
guarantees:<br />
• Guarantee request ID (Self Generated)<br />
• Name of Autonomous Institution<br />
• Department’s Name<br />
• Proposal Details (PDF / Word Format)<br />
• Bank/FI details which has agreed to provide loan<br />
• Terms and Conditions of Loan<br />
• Loan Amount<br />
• Loan Duration<br />
• Interest Rate<br />
3. Should allow the Admin Unit user to upload the above details over the application<br />
be<strong>for</strong>e generating ID<br />
4. Should generate a message on both successful / unsuccessful uploading of guarantee<br />
details<br />
5. Should generate alerts (through IFMIS / e mail) <strong>for</strong> the Finance Department<br />
representative in charge of guarantees module<br />
6. Should allow the Finance Department Representative to review the guarantee details<br />
at his end<br />
7. Should allow the Finance Department Representative to edit the guarantee details<br />
<strong>for</strong> clerical errors only<br />
Department of Finance, GoMP 92
Attachment B<br />
Functional Requirement Specifications<br />
8. Should allow the Finance Department Representative to provide his approval /<br />
rejection over the system itself<br />
9. Should allow the Finance Department Representative to add Observations /<br />
Remarks along with approval / rejection<br />
10. Should generate alerts related to DoF’s approval / rejection <strong>for</strong> the Admin Unit<br />
Representative who requested the Government to act as guarantor on behalf of the<br />
autonomous agency<br />
11. Should allow the Admin Unit Representative of the Department to view the Finance<br />
Department’s Approval / Rejection and its observations made<br />
12. Should allow the Admin Unit Representative to capture and upload the decision of<br />
the Cabinet over the system. This would be captured in the following way:<br />
• Guarantee request id<br />
• Guarantee details<br />
• Decision of DoF (Request Accepted / Request Rejected)<br />
• Decision of Cabinet (Request Accepted / Request Rejected)<br />
Department of Finance, GoMP 93
Attachment B<br />
Functional Requirement Specifications<br />
1.3.11 Updation of Guarantees<br />
Table 36: Functional Requirement Specification - Updation of Guarantees<br />
Business Requirement – Updation of Guarantees<br />
Sr. No.<br />
Requirement Description<br />
1. Should generate auto- alerts <strong>for</strong> all concerned if stipulated schedule of interest<br />
payment and/or repayment of loan hired is not adhered by the autonomous<br />
agency.<br />
2. Should allow the Admin Unit Representative of the Department <strong>for</strong> whose<br />
Autonomous agency Government has acted as guarantor, to login into the system<br />
as per the login component<br />
3. Should show the Admin Unit Representative the guarantees module over his<br />
screen whenever he logs in to the system. The system should have a guarantees<br />
module in the application.<br />
4. Should show the user two options when he enters the guarantee module :<br />
• Recording of Loan and Guarantees<br />
• Updation of Guarantees<br />
5. Should allow the user to choose any of the options<br />
Updation of Guarantees<br />
1. Should allow the Admin Unit Representative to choose the second option –<br />
Updation of Guarantees<br />
2. Should allow the concerned Admin Unit Representative to enter the following<br />
repayment details in the application:<br />
• Guarantee request ID<br />
• Loan repayment amount (Principle + Interest)<br />
• Remaining duration<br />
• Outstanding amount<br />
• Fines & Penalties (if any)<br />
o Revision details in terms of loan<br />
o Revised interest rate<br />
o Revised duration<br />
o Revision of total outstanding<br />
• Time & amount of next installment<br />
3. Should allow the Admin Unit user to upload the above details over the application<br />
4. Should generate a message on both successful / unsuccessful uploading of<br />
guarantee details<br />
5. Should generate alerts <strong>for</strong> the Finance Department over the successful updation<br />
of guarantees related interest payment and/or loan repayment details by the<br />
Admin Unit Representative<br />
Department of Finance, GoMP 94
Attachment B<br />
Functional Requirement Specifications<br />
6. System should update the contingent liability of the state as soon as a repayment is<br />
made to the financial institution<br />
7. System should provide utility DSS/data mining <strong>for</strong> evaluating creditworthiness of<br />
any agency with required past history/data available in the system<br />
Department of Finance, GoMP 95
Attachment B<br />
Functional Requirement Specifications<br />
1.3.12 Government Investments<br />
Table 37: Functional Requirement Specifications – Government Investments<br />
Business Requirement – Government Investments<br />
Sr. No.<br />
Requirement Description<br />
1. Should allow the RBI / DoF officials to enter the details of the investments made by<br />
RBI in the system<br />
2. Should generate alerts <strong>for</strong> DoF as soon as RBI updates the details system, if it agrees<br />
to enter investment details in the system then<br />
3. Should capture the details of investments made in the case of treasury bills<br />
4. Should capture the following Treasury bill details in the system:<br />
• Face Value<br />
• Discount rate<br />
• Maturity period (14 days, 91 days, 182 days and 364 days) of treasury bills<br />
5. On achieving the maturity period should allow the RBI to enter the details of the<br />
realizations into the system and the state debt & investment system should capture<br />
the transactions details directly from RBI level<br />
6. In case RBI does not agrees to enter the details at its ends should allow the DoF<br />
Representative to enter the details of return on investments in the system<br />
7. Should affect automatic entries in the state accounts of disbursements and receipts<br />
on accounts of TB transactions<br />
Department of Finance, GoMP 96
Attachment B<br />
Functional Requirement Specifications<br />
1.4 State Receipts <strong>Management</strong> System<br />
1.4.1 State Receipts System<br />
Table 38: Functional Requirement Specifications – State Receipts System<br />
Business Requirement – State Receipts System<br />
Sr. No.<br />
Requirement Description<br />
1. The main page of the Treasury Receipt system website should host the in<strong>for</strong>mation<br />
related to Treasury Receipt system. The following in<strong>for</strong>mation should be hosted at<br />
the Treasury Receipt system website:<br />
• Payments that can be made via Treasury Receipt system<br />
• Eligibility Criteria<br />
• Process manual <strong>for</strong> various kinds of payments<br />
• Fees structure<br />
• Grievance filing procedure<br />
• Authorities to contact<br />
• Forms and documents required<br />
2. The system should host a login functionality on the main page of the Treasury<br />
Receipt system website<br />
3. Should allow the user to choose the login category:<br />
• Individual Users<br />
• Organizations/Companies<br />
• Government Officials<br />
• Banks<br />
• Common Service Centers<br />
• Department Appointed Agents<br />
4. The system should allow only registered users to enter the application<br />
5. The system should provide the new individual users the facility to register<br />
themselves with the Treasury Receipts module of the IFMIS application. The users<br />
can be:<br />
• Service agents (CSC/Agent)<br />
• Individual citizens<br />
• Private firms and agencies<br />
• Government / non-government institutions<br />
6. Should ask the new users to provide the following details:<br />
• Kind of registration [individual, agent, institutional (government/non<br />
government)]<br />
For individual User Registration<br />
Department of Finance, GoMP 97
Attachment B<br />
Functional Requirement Specifications<br />
• Full name of the user<br />
• Pan Number (optional)<br />
• Profession<br />
• Address<br />
• Contact number<br />
• Email<br />
For Institutional (non-government) Registration<br />
• Name of Firm<br />
• TIN/CIN no.<br />
• Location of firm<br />
• Contact person address including email & phone/mobile<br />
• Type of firm (to be selected from dropdown menu)<br />
7. The system should allow the system administrator/departmental authorized person<br />
to create user profile <strong>for</strong> the following<br />
• Banks<br />
• Agents<br />
• CSC’<br />
For all these users a unique users identification number should be generated<br />
For Bank Branch Registration<br />
• Name of the Bank<br />
• Name of the Branch<br />
• Person responsible <strong>for</strong> receipts<br />
• Branch Address<br />
• Contact number of Manager and nodal officer<br />
• Official Email id (Manager & Nodal Officer)<br />
For agent Registration<br />
• Name of the agent<br />
• Registration number with the department<br />
• Name of the department with which agent is registered<br />
• Address<br />
• Contact number<br />
• Email<br />
8. Should throw an error message in case an incorrect user id or a password or both are<br />
entered into the system<br />
9. The system should display through dropdown menu a list of all the receipt heads in<br />
which paying in would be acceptable via the Treasury receipts system <strong>for</strong> different<br />
types of logins/user<br />
10. Should allow the user to select the kind of service he wants to utilize. The<br />
application should host an interface between the Treasury Receipt system website<br />
and the departments <strong>for</strong> which some database related in<strong>for</strong>mation is required. E.g.<br />
the Road Tax department should host the vehicle in<strong>for</strong>mation database and this<br />
Department of Finance, GoMP 98
Attachment B<br />
Functional Requirement Specifications<br />
should be made available to the Treasury Receipt system user during the road tax<br />
submission. The database would return requested details on supplying particular<br />
in<strong>for</strong>mation. E.g. when the user provides the registration number of a vehicle <strong>for</strong><br />
which the road tax has to be paid the database would return the vehicle details,<br />
owner details, tax details and other details which would act as an input <strong>for</strong> the<br />
Treasury Receipt system payments e-Form.<br />
11. Should generate an e-Form (some of its fields would be self filled based on the<br />
selections made by the user via the department’s database) on the selection of a<br />
particular service/head <strong>for</strong> which he wants to make the payment. The e Form<br />
should contain the following in<strong>for</strong>mation:<br />
• Receipt Head details – fees head , tax head (to be selected from dropdown<br />
menu) (auto displayed <strong>for</strong> departmental agents on login)<br />
• Name of service (self filled by the application)<br />
• Name of Department (self filled by the application)<br />
• Department code (self filled by the application)<br />
• Registration id (self filled by the application)<br />
• User details (self filled by the application)<br />
• Fresh payment / Arrear (option based)<br />
• Duration <strong>for</strong> which the payment has to be made (the user will have to select<br />
the dates from the calendar provided in the application)<br />
• Payment details (tax amount, service charge, penalty / late fees, total<br />
amount)<br />
• Mode of payment (to be selected by the user)<br />
12. Should allow the user to select the mode of payment in the e-Form. Should provide<br />
the following options to the user <strong>for</strong> making the Treasury Receipt system payments:<br />
• Credit cards (via payment gateway)<br />
• Debit cards (via payment gateway)<br />
• Direct Debit Facility (ECS)/Net Banking<br />
• Pre paid cards<br />
13. Should generate a unique transaction ID <strong>for</strong> each Treasury Receipt system<br />
transaction<br />
14. The System should generate a Unique Application Number and should be able to<br />
identify the applicant based on this Number<br />
15. Should be able to generate an e – Challan <strong>for</strong> the payee with the following details:<br />
• Transaction ID *<br />
• Department Code / Name *<br />
• Head of Account[Major- Minor]*<br />
• District/Tax Circle*<br />
• Assessment Year<br />
• Purpose/Subhead*<br />
• Depositor/ Dealer/company Name*<br />
• TAN/CIN<br />
• Depositor E - Mail Id<br />
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Attachment B<br />
Functional Requirement Specifications<br />
• Depositor’s mobile no.<br />
• Depositor’s address<br />
Fields marked * are mandatory<br />
16. System should provide utility to view/print and send the self generated e-challan<br />
copy to the payee via email also<br />
17. Every Institutional Login should have its own mail box which should be used<br />
official communication apart from the e-mail id<br />
18. Should provide an interface to accept the e –scroll generated by various banks on a<br />
daily basis by the system/designated bank (currently there is only one agency bank<br />
<strong>for</strong> the Treasury Receipt system operations). The system should be able to convert<br />
the e-scroll data <strong>for</strong>mat to Treasury Receipt system database structure.<br />
19. Should be able to reconcile all the payments <strong>for</strong> a particular head against the e scroll<br />
received from the banks<br />
20. Should be able to update the centralized IFMIS application once the data has been<br />
reconciled<br />
21. Should allow the Circle Tax Officers of a particular department to login to the<br />
application and check the periodic status of transactions and generate Consolidated<br />
Treasury Receipt (CTR) <strong>for</strong> defined period.<br />
22. Should be able to reconcile the transactions that have not featured in the current<br />
day’s e-scroll in the next working day’s reconciliation process through a plus-minus<br />
memo system<br />
23. Should consider the transactions that have not featured in the previous day’s e-scroll<br />
on priority basis <strong>for</strong> the current day’s reconciliation process through a plus-minus<br />
memo system<br />
24. Should generate alerts <strong>for</strong> the transactions that have not featured in any of the e<br />
scrolls [over defined period tentatively( next 5 day’s)scrolls]<br />
Treasury Disbursement System: In the integrated financial management system based on<br />
accrual based accounting, by transfer entries also need to be factored in <strong>for</strong> preparation of state<br />
accounts. This means that the by transfer entries under various heads will be treated as receipts<br />
under respective heads. This should be done through GL<br />
25. The system should include the by transfer entries from treasury disbursement system<br />
<strong>for</strong> creating consolidated state account<br />
26. Out of Treasury Transactions: A set of transactions would be carried out of the of<br />
treasury system. These transactions will continue as earlier is but they should be<br />
captured in the integrated system. Out of treasury transactions correspond to all the<br />
transactions which are routed through RBI/AGMP. These transactions can be of<br />
the following nature<br />
• Inter AG transactions<br />
• Transactions with RBI (grants, central share and loans as also market<br />
borrowings)<br />
• Transactions with central ministry or GoI <strong>for</strong> devolution of central taxes<br />
27. An interface <strong>for</strong> the treasury disbursement should be provided with AGMP <strong>for</strong> the<br />
recording of out of treasury transactions<br />
Department of Finance, GoMP 100
Attachment B<br />
Functional Requirement Specifications<br />
28. Different logins should be created <strong>for</strong> AGMP <strong>for</strong> recording of transactions related<br />
to<br />
• Inter AG transactions<br />
• Loans & Market borrowings details<br />
• Details of transactions with GoI (related central ministries)<br />
29. The system should a web based GUI <strong>for</strong> AGMP<br />
30. The interface should be the same as <strong>for</strong> other stakeholders with <strong>for</strong>mat specific to<br />
AGMP with needed access rights<br />
Department of Finance, GoMP 101
Attachment B<br />
Functional Requirement Specifications<br />
1.5 Treasury Disbursement System<br />
1.5.1 Treasury Disbursement System<br />
Table 39: Functional Requirement Specifications – Treasury Disbursement System<br />
Business Requirement – Treasury Disbursement System<br />
Sr. No.<br />
Requirement Description<br />
1. The treasury disbursement system should be linked with the office accounting<br />
system<br />
2. The treasury disbursement system should be interfaced with the HRMIS and<br />
Pension module<br />
3. Should incorporate with the budget management the system<br />
4. Should incorporate ways and means management system <strong>for</strong> bill clearing<br />
5. The System should generate a Unique Bill Number and should be able to identify<br />
the bill based on this Number<br />
Claim Raising<br />
1. Should allow the bill clerk to access claims section<br />
2. Should allow the bill clerk to register all the received claims through a new claim<br />
option.<br />
3. Should generate a claim id as soon as a new bill is admitted by the bill clerk in the<br />
Office Accounting System. Should allow the bill clerk to enter the following fields:<br />
• Claim id (System Generated)<br />
• Claim date<br />
• Applicant’s name<br />
• Employee Number (If applicant is an employee)<br />
• Reference Number (If any)<br />
• Applicant’s bank account details<br />
4. Should allow the bill clerk to either accept or reject the claim after manual checking<br />
in the Office Accounting System. The bill clerk will check that proper sanctions and<br />
authority letters are attached<br />
5. Should allow the bill clerk to run a system check over the submitted bill, the system<br />
checks would be done <strong>for</strong>:<br />
• Budget Availability<br />
• Sanction availability<br />
• Follows book of financial powers<br />
6. In case the bill clerk finds a defect in the bill manually, he should be allowed to reject<br />
the bill by clicking on the reject option. On choosing the reject option he should be<br />
provided the following fields in the Office Accounting System:<br />
• Claim id (System generated)<br />
Department of Finance, GoMP 102
Attachment B<br />
Functional Requirement Specifications<br />
• Rejection ID (System Generated)<br />
• Rejection Date<br />
• DDO Code<br />
• Rejection Code<br />
• Reason <strong>for</strong> rejection (description)<br />
7. Should allow the bill clerk to print a rejection slip <strong>for</strong> the claimant<br />
8. Should also allow the bill clerk to accept the bills, the following fields would be filled<br />
by the bill clerk in case of acceptance:<br />
• Claim id (System Generated)<br />
• DDO Code<br />
• DDO Designation<br />
• New / Resubmitted<br />
• Bill Date<br />
• Bill Type (Drop Down Menu)<br />
• Head Details (To be system generated based on the bill type)<br />
• Budget Flag (Budgeted/Non Budgeted)<br />
• Gross Amount<br />
• Net Amount<br />
• Payee Department<br />
• Balance Budget <strong>for</strong> the DDO, HOA and, Demand Number<br />
• Comments made by bill clerk<br />
9. Should allow the bills clerk to generate a requisition <strong>for</strong> the DDO <strong>for</strong> bill clearing<br />
10. Should generate alerts <strong>for</strong> the DDO on the submission of bill by the bill clerk<br />
DDO’s Account Creation & <strong>Management</strong><br />
1. Should capture DDOs accounts in<strong>for</strong>mation from SFMS Data<br />
2. Should allow new DDO’s account to be created after sanction by GOMP/AG<br />
3. Should allow creation of temporary DDO accounts <strong>for</strong> disbursement purpose <strong>for</strong> a<br />
given period also<br />
4. Should create secured log in system <strong>for</strong> each authorized DDO<br />
5. Should allow DDOs to customize their accounting (DE/SE - Office/Works/<br />
Forest) system<br />
6. Should provide monitoring mechanism and tools to BCO and other higher<br />
authorities to monitor DDO’s functioning/accounts<br />
7. Should provide the facility of login audit trail, the audit trail will help to track the<br />
details of each transaction vis-à-vis the entered login<br />
Claim Raising<br />
1. Should generate alerts <strong>for</strong> the DDO on the submission of bill by the bill clerk<br />
2. Should generate an alert <strong>for</strong> the DDO if the bill clerk does not submits the bill as<br />
Department of Finance, GoMP 103
Attachment B<br />
Functional Requirement Specifications<br />
per the fixed SLA<br />
3. The system should follow an auto escalation matrix<br />
Drawing and Disbursement Function<br />
1. Should allow the DDO to import the accepted bills from OAS to TDS<br />
2. Should process the net payments through the Ways and <strong>Management</strong> module. The<br />
ways and means management would clear the payment as per the defined rules.<br />
3. Should allow the system to electronically transfer the amount to claimant’s bank<br />
account<br />
4. Should link the State’s Disbursement System with the Agency Bank’s system<br />
through a payment gateway<br />
5. Should build an electronic reconciliation system that would capture the e scroll<br />
coming in from the banks and match it with the disbursements cleared<br />
6. Should acknowledge disbursement to DDO after receipt of e scroll from agency<br />
bank<br />
7. The banks will send a consolidated e scroll the system should be capable enough to<br />
process the scroll and generate DDO wise e scrolls<br />
8. Allow to Affect Required Entries (gross, by transfer payment and net) in General<br />
Ledger after release of Payments by Agency Bank<br />
Ways and Means <strong>Management</strong> and Cash Flow System<br />
1. Should allow the Department of Finance to prioritize claim types from time to time<br />
2. DoF to prioritize the claims on the basis of:<br />
• Claim Type (Salary, Wages, Pension, Purchases, Works, etc)<br />
• Claim amount (above one/two/five/ten cores or any other amount criteria)<br />
3. Should allow the clearing of bill payments through ECS and other e- payments<br />
options. The clearing would be based on:<br />
• To be Paid without specific clearance (Salary, wages, pension, below defined<br />
amount)<br />
• To be in Queued in <strong>for</strong> Specific Clearance based on amount (Above<br />
one/two /five/ ten/…..cores ) and bill type<br />
4. Should also allow the DoF to set Clearance Priority from amongst queued in bills &<br />
clear <strong>for</strong> e-Payment by Wait list/Type/Amount/Individual Claim<br />
5. Should allow Bill Clearance Priority to be Built-in along with manual Clearance from<br />
Queued in Bills in the Cash-Flow Mgt. System<br />
6. Allows all cleared claims to be e-Paid to stipulated accounts & generate Payment<br />
details<br />
7. Should have an in built Decision Support System supporting and providing<br />
following:<br />
• In<strong>for</strong>mation on expected amount of Committed Claims (Salary, Wages,,<br />
• Pension) through trend analysis of past experience<br />
• In<strong>for</strong>mation on likely revenue realization through trend analysis (past<br />
months/same month over past years)<br />
• Based on the above should be able to provide projected cash / resource<br />
requirements, this will also enable to redefine Clearance Priority<br />
• Should enable analysis of Cash- Flow <strong>Management</strong> Actions <strong>for</strong> feedback to<br />
Department of Finance, GoMP 104
Attachment B<br />
Functional Requirement Specifications<br />
Decision Support System<br />
8. Should affect RBD accounts <strong>for</strong> all cash transactions<br />
Out of Treasury Disbursements<br />
1. Should integrate the State Disbursement System with the following systems through<br />
General Ledger (GL):<br />
• Debt <strong>Management</strong> System all the repayment modules of<br />
o Repayment of market borrowings & interests<br />
o Repayment of loans taken from <strong>Financial</strong> Institutions & interests<br />
o Repayment of central government loans & interests<br />
• Accountant General Madhya Pradesh System <strong>for</strong> capturing the details of the<br />
following:<br />
o Inter AG transactions / inter-circle adjustments<br />
o Other transactions that involve state disbursements<br />
2. Should provide a consolidated out of treasury disbursement figure in GL <strong>for</strong> the<br />
system<br />
Account Consolidation<br />
1. Should consolidate disbursement figures <strong>for</strong> both the treasury and out of treasury<br />
disbursements in GL<br />
2. Should compile a consolidated state’s disbursement account in GL and sent it<br />
electronically to AGMP<br />
3. Should be able to provide a consolidated statement in GL showcasing the state<br />
disbursement and state receipt system <strong>for</strong> DoF/AGMP<br />
Department of Finance, GoMP 105
Attachment B<br />
Functional Requirement Specifications<br />
1.5.2 <strong>Financial</strong> Sanctions<br />
Table 40: Functional Requirement Specifications – Electronic <strong>Financial</strong> Sanctions<br />
Business Requirement – Electronic <strong>Financial</strong> Sanctions<br />
Sr. No.<br />
Requirement Description<br />
1. Should allow creating book of delegation of financial powers over the system. The<br />
book of financial powers would contain rules/in<strong>for</strong>mation regarding the designation<br />
of approving authority the limit up to which he can sanction.<br />
2. Should allow to create sanctioning authorities and define levels as per the book of<br />
financial powers<br />
3. Should allow the relevant users to view their financial powers<br />
4. Should also allow the relevant stakeholders to view the sanctioning powers of<br />
various other stakeholders<br />
5. Should generate a unique ID each time a sanction request is generated and this ID<br />
would remain the same <strong>for</strong> all the sanction related items<br />
6. Should allow the HOO to clear the bills if it is in their financial powers through the<br />
treasury disbursement module and enface his approval along with the bill. The<br />
sanctioning authority should enface the following details while providing the<br />
financial sanctions:<br />
• Requested amount <strong>for</strong> sanction<br />
• Head or account of expenditure or budget from the drop down menu<br />
• Amount sanctioned in figures and amount<br />
• Subject of Sanction (Type from dropdown)<br />
• Type reference if any<br />
• Text of Sanctions (Text Box)<br />
• Sanction Order No<br />
• Sanction approval date<br />
• Sanctions ID<br />
7. Should generate a unique sanction ID each time a sanction is generated and this id<br />
would remain the same <strong>for</strong> all the sanction related items<br />
8. Should allow the relevant stakeholders to <strong>for</strong>ward the proposal <strong>for</strong> sanction to<br />
higher authorities if the claim limit is not under own financial powers. Should<br />
provide a drop down facility in whose name the current stakeholder is <strong>for</strong>warding<br />
the request.<br />
9. Should intimate the related lower level stakeholders <strong>for</strong>warding proposal <strong>for</strong><br />
sanction if the higher level stakeholders have approved the proposal <strong>for</strong> sanction<br />
10. Should allow the DoF to make changes in the Book of <strong>Financial</strong> Powers from time<br />
to time<br />
11. Should generate alerts <strong>for</strong> higher authorities as soon as a lower authority has<br />
uploaded a proposal <strong>for</strong> sanction <strong>for</strong> financial sanction<br />
Department of Finance, GoMP 106
Attachment B<br />
Functional Requirement Specifications<br />
12. Should only allow relevant stake holders to use the sanction <strong>for</strong> disbursement<br />
13. Should allow relevant stake holders to use the sanctioned amount in parts <strong>for</strong><br />
disbursement as per the budget availability or other related factors<br />
14. Should attach link to sanction with created bill<br />
15. Should enable HR Related Sanctions to Enface Name/s & Unique ID of<br />
Employee/s from Dropdown menu or proposal <strong>for</strong> sanction<br />
16. Should enable Sanctions to Enface Name/s & Unique ID of others from proposal<br />
<strong>for</strong> sanction ( as in case of grant in aid to institutions<br />
17. Should enable view or compilation of report of unused/used/partially used/lapsed<br />
sanctions<br />
Department of Finance, GoMP 107
Attachment B<br />
Functional Requirement Specifications<br />
1.6 Deposits<br />
1.6.1 Sanction and Account Creation <strong>for</strong> Deposits<br />
Table 41: Functional Requirement Specification – Sanction and Account creation <strong>for</strong> Deposits<br />
Business Requirement – Sanction and Account Creation <strong>for</strong> Deposits<br />
Sr. No.<br />
Requirement Description<br />
1. Should provide relevant rules in the system<br />
2. Should provide related approval workflow<br />
3. System should allow Operator/HOOs/HODs to raise a request <strong>for</strong> creation of<br />
a deposit account<br />
4. System should display a <strong>for</strong>m <strong>for</strong> creation of the request <strong>for</strong> deposit account<br />
5. System should provide a drop down to the stakeholder <strong>for</strong> selecting the type of<br />
deposit account i.e. Personal, Education, Court, Revenue etc.<br />
6. System should allow HOOs//HODs to capture the following details <strong>for</strong> raising<br />
a request<br />
• HOO code<br />
• Department<br />
• Purpose<br />
• PD/ED operator Code<br />
• PD/ED Source<br />
o Consolidated Fund Account<br />
o Others<br />
• Operator Name<br />
• Scheme ID<br />
• Scheme Description<br />
7. System should allow submission of the request <strong>for</strong> deposit account creation<br />
8. System should send a notification to the Admin Dept. on submission of the<br />
request by the HOO<br />
9. System should allow head of Admin Dept. to submit the request to the<br />
Department of Finance after appropriate scrutiny<br />
10. System should allow the Department of Finance to mark its approval on the<br />
request submitted<br />
11. System should notify the Admin Dept after receiving the approval/rejection<br />
from Finance Department<br />
12. System should allow the Admin Dept. to <strong>for</strong>ward the approval received from<br />
DoF to AG<br />
13. System should provide an interface to the AG to provide the concurrence <strong>for</strong><br />
account creation request and updating its systems<br />
Department of Finance, GoMP 108
Attachment B<br />
Functional Requirement Specifications<br />
14. System should notify Admin Dept /HOOs/ Operator after the approval is<br />
received from AG<br />
Department of Finance, GoMP 109
Attachment B<br />
Functional Requirement Specifications<br />
1.6.2 Fund Transfer to PD/ED Account<br />
Table 42: Functional Requirement Specification – Fund transfer to PD/ED account<br />
Business Requirement – Fund transfer to PD/ED account<br />
Sr. No.<br />
Requirement Description<br />
Fund Transfer to PD/ED accounts<br />
1. Should allow the PD / ED operator to view scheme wise balances <strong>for</strong> various<br />
schemes running under the PD / ED operator<br />
2. Should allow capturing the opening balance of multiple operators against<br />
multiple schemes in the system.<br />
3. Should allow PD/ED operators to raise a request in the system <strong>for</strong> fund transfer<br />
to PD/ED account<br />
4. Should allow the PD / ED operator to enter the following details over the<br />
system with respect to the request:<br />
• Request Date (System generated)<br />
• Operator Code (Self Generated)<br />
• Scheme Code (Drop Down by ED / PD operator)<br />
• Opening Balance (to be entered by ED / PD Operator)<br />
• Amount requested<br />
• Purpose of request<br />
5. Should allow the DDOs to transfer funds from the scheme/grant to the<br />
PD/ED account by Transfer Credit (BT)<br />
Fund Transfer to agency accounts<br />
1. Should generate a scheme wise details of opening balance <strong>for</strong> various schemes<br />
under the various Public and Education Deposits (PD/ED)<br />
2. Should allow the PD / ED operator to enter the details of the grant/advances<br />
needs to be transferred to agency accounts<br />
3. Should allow the PD / ED operator to check the scheme wise balance of the<br />
PD / ED accounts<br />
4. Should allow the PD / ED operator to create a request in the system <strong>for</strong> the<br />
sanction to be accorded to the concerned agency<br />
5. Should allow PD/ED operators to enter the expenditure details in the system<br />
<strong>for</strong> the expenditure incurred by the concerned agency<br />
6. Should allow PD/ED operators to submit the request through the system<br />
7. Should send a notification to the DDOs when the sanction is accorded by the<br />
competent authority<br />
8. Should allow DDOs to process the payments through the Treasury<br />
Disbursement system by transfer credit to the PD/ED operators’ account<br />
9. Should capture the following details related to the PD / ED accounts payments:<br />
• Date<br />
• Operator Details<br />
o Operator Code<br />
Department of Finance, GoMP 110
Attachment B<br />
Functional Requirement Specifications<br />
o Operator name<br />
• Payment Details<br />
o Mode of Pay (by transfer credit)<br />
o Amount<br />
o Transaction id<br />
o Payee Name<br />
• Scheme Code<br />
• Scheme Description<br />
10. Should generate and capture the advice of payment <strong>for</strong> all the Education and<br />
Personal deposits<br />
11. A unique Advice ID will be generated by the system after successful credit of<br />
account<br />
12. Should capture the following field related to the advice of payments:<br />
• Advice Date<br />
• Advice Number<br />
• Operator Code<br />
• Scheme Code<br />
• Payment transaction id<br />
• Payment Date<br />
• Payee Name<br />
• Amount<br />
13. Should deduct the scheme wise balances as soon as any payments are made from<br />
the scheme balance<br />
14. Should provide related rules in the system<br />
Department of Finance, GoMP 111
Attachment B<br />
Functional Requirement Specifications<br />
1.6.3 Revenue Deposits<br />
Table 43: Functional Requirement Specification – Revenue Deposits<br />
Business Requirement – Revenue Deposits<br />
Sr. No.<br />
Requirement Description<br />
1. Should provide related rules in the system<br />
2. System should allow the treasury to create a new account <strong>for</strong> a each revenue<br />
deposit received/credited through the cyber treasury<br />
3. Should allow DDOs to capture details <strong>for</strong> payments done by payees through the<br />
cyber treasury module<br />
4. Should allow DDOs to realize the moneys submitted through of the demand<br />
drafts by the payees.<br />
5. Should allow the HOO/DDOs to enter the selected bidder details against the<br />
payment details<br />
6. Should allow refund on the sanction of competent authority when<br />
bidding/procurement process is complete<br />
7. Should provide link to original deposit <strong>for</strong> verification of refund bill and<br />
discharge of original deposit amount after refund<br />
8. Should allow refund of the bid amount <strong>for</strong> bidders not selected through the<br />
refund module<br />
9. Should allow release of payments and credit back to the depositor account when<br />
bidding/procurement process is complete<br />
Department of Finance, GoMP 112
Attachment B<br />
Functional Requirement Specifications<br />
1.6.4 Civil Court Deposits<br />
Table 44: Functional Requirement Specification – Court Deposits<br />
Business Requirement – Court Deposits<br />
Sr. No.<br />
Requirement Description<br />
1. Should provide related rules in the system<br />
2. Should allow the court DDO to select the option of the kind of deposit:<br />
• Civil Court Deposit<br />
• Criminal Court Deposit<br />
3. Should not allow the courts to receive / disburse amounts more than defined<br />
limit through cash mode.<br />
4. Should allow the court DDO to enter the following details pertaining to court<br />
deposits transactions:<br />
• Date (system generated)<br />
• Court Name (system generated)<br />
• DDO Code (system generated)<br />
• DDO Designation (system generated)<br />
• Type of Court Deposit (from drop down menu)<br />
o Civil Court Deposit<br />
o Criminal Court Deposit<br />
• Head of Accounts (from drop down menu)<br />
• Transaction Date (system generated)<br />
• Total cash inflow (receipts) (ported from courts records)<br />
• Total cash outflow (disbursements) (ported from courts records)<br />
• Balance Amount (Calculated Field) (ported from courts records)<br />
• Total receipts received through cyber treasury module (ported from<br />
courts records)<br />
• Total disbursements made through the state disbursement system<br />
(ported from courts records)<br />
• Total balance at the end of day (ported from courts records)<br />
5. Should provide the court DDO calculator functionality in the system to enter<br />
the various individual received and disbursed cash amounts. Also the system<br />
should generate a consolidated daily collections, disbursements and balance<br />
figure <strong>for</strong> cash transactions<br />
6. Should calculate the total cash balance based on OB, the total cash inflow and<br />
total cash outflow<br />
7. Should generate a daily transaction wise details <strong>for</strong> collections/disbursements<br />
made through cyber treasury and state disbursement modules respectively<br />
8. Should display the following in<strong>for</strong>mation in case of receipts collected through<br />
cyber treasury module of state receipts system:<br />
• Account Head<br />
Department of Finance, GoMP 113
Attachment B<br />
Functional Requirement Specifications<br />
• Amount<br />
9. Should allow the DDO to enter the transaction id <strong>for</strong> cyber treasury and state<br />
disbursement transactions into the system<br />
10. Should import the total inflow received through receipts received from cyber<br />
treasury module <strong>for</strong> court deposits<br />
11. Should import the total outflows disbursed through the treasury disbursement<br />
module of court deposits<br />
12. Should provide a daily court deposits balance based on the total receipts and<br />
total disbursements. The total receipts would constitute of total cash receipts in<br />
the day and the total deposits received through cyber treasury module. Whereas,<br />
the total disbursements would be <strong>for</strong>med from the total cash disbursements<br />
through the court and total refunds made through treasury disbursement system.<br />
13. Should display the following details related to receipts received through cyber<br />
treasury module of state receipt systems <strong>for</strong> court deposits to the court DDO:<br />
• Transaction id<br />
• Transaction date<br />
• DDO Code<br />
• HOA details<br />
• Type of Deposit<br />
o Civil Court<br />
o Criminal Court<br />
• Purpose of deposit<br />
o Penalty<br />
o Fine<br />
o Deposit<br />
o Others<br />
• Reference of order/judgment<br />
• Link Bank’s name<br />
• Branch details<br />
• Bank’s code<br />
• Amount details<br />
• Name of Depositor<br />
14. Should allow the court DDO to make the disbursements <strong>for</strong> refunds of court<br />
deposits through the treasury disbursement system’s refund of deposit. The<br />
system should allow the Court DDO to make the required entries in the online<br />
bill of refund of deposit:<br />
• Type of Deposit (dropdown menu)<br />
o Civil Court<br />
o Criminal Court<br />
• Refund type (dropdown menu)<br />
• Particulars of refund order<br />
• Refund amount<br />
Department of Finance, GoMP 114
Attachment B<br />
Functional Requirement Specifications<br />
• HOA details (system generated)<br />
Department of Finance, GoMP 115
Attachment B<br />
Functional Requirement Specifications<br />
1.6.5 Local Fund Deposits<br />
Business Requirement – Local Fund Deposit<br />
Sr. No.<br />
Requirement Description<br />
1. Should generate a new deposit account id <strong>for</strong> each new Local Fund Deposit<br />
Account created<br />
2. Should allow only particular kind of bodies to open Local Fund Deposit<br />
Account, currently the bodies that are allowed to open Local Fund Deposit<br />
Account are:<br />
• Janapada Fund<br />
• Municipal Funds<br />
• Dispensary Funds<br />
• Museum Funds<br />
• Cotton<br />
• Grain Market Funds<br />
• Town Funds<br />
3. Should capture the following details regarded to account opening:<br />
• Name of the body<br />
• Unique id assigned to the issued body<br />
• Account number <strong>for</strong> the local fund deposit<br />
• Amount submitted by body initially while account opening<br />
• Interest rate as defined by DoF<br />
4. Should allow the DoF officials to define an interest rate that needs to be paid on<br />
the local fund deposit in the system itself<br />
5. Should make all deposits in the State Public Account as a deposit and not in the<br />
Consolidated Account as a revenue<br />
6. Should link the State Receipt System to the Local Fund Deposit Account so that<br />
the amount deposited in the Local Fund Deposit can be accepted via the State<br />
Receipt System<br />
7. Should link the Local Fund Deposit Account with the State Disbursement<br />
System so that the Bodies can raise their disbursement bills over the IFMIS itself<br />
8. Should credit interest amount in the particular body’s account automatically as<br />
per conditions defined by DoF in the system<br />
9. Should allow the Body to make disbursements from the Local Fund Deposit<br />
Account using the State Disbursement System<br />
10. Should link the State Disbursement & Receipt System with State Deposits<br />
System and in turn with the Local Fund Deposit Account<br />
Department of Finance, GoMP 116
Attachment B<br />
Functional Requirement Specifications<br />
1.6.6 Lapsed Deposits<br />
Table 45: Functional Requirement Specification – Lapsed Deposits<br />
Business Requirement – Lapsed Deposits<br />
Sr. No.<br />
Requirement Description<br />
1. Should provide related rules in the system<br />
2. Should monitor deposit accounts at the end of every financial year <strong>for</strong> certain<br />
deposits namely K- /Revenue deposit /etc not claimed within a certain period of<br />
time (generally on March 31 of an year after 3 years of deposit)<br />
3. Should transfer the amount <strong>for</strong> certain deposits namely K-deposit/ Revenue<br />
after defined validity period to lapsed to concerned government revenue receipt<br />
head<br />
4. Should maintain the following fields in case of lapsed deposits:<br />
• Deposit Type (Revenue/K/etc)<br />
• Lapse ID (System Generated)<br />
• Source<br />
o Consolidated Fund Account<br />
o Others<br />
• Source (Centre / State)<br />
• Scheme name<br />
• Scheme id<br />
• Lapsed Date<br />
• Lapsed Transaction Number (System Generated)<br />
• Lapsed Amount<br />
• Remarks<br />
• By whom originally tendered<br />
• HOO/DDO<br />
• Total Lapsed amount<br />
5. Should generate ID and alerts <strong>for</strong> the concerned HOO/DDO by the system<br />
over the lapsed deposits<br />
6. Should generate regular alerts from 1 st March onwards <strong>for</strong> the lapse of sanctions<br />
<strong>for</strong> deposits from Consolidated Fund Account<br />
7. Should lapse the account if a revalidation or revised sanction is not received by<br />
31 st March of the <strong>Financial</strong> Year <strong>for</strong> deposits from consolidated fund account<br />
8. Should generate a HOO/DDO wise list of lapsed deposits and credits to state<br />
receipt head<br />
9. Should allow concerned HOO/DDO to raise bill <strong>for</strong> payment of lapsed deposit<br />
from concerned revenue head<br />
10. Should generate a statement providing details of the lapsed deposit and the E-<br />
statement should be <strong>for</strong>warded to all the interested parties i.e. the DoF, AG –<br />
Department of Finance, GoMP 117
Attachment B<br />
Functional Requirement Specifications<br />
MP<br />
11. In case of money that had come from Centre and had been kept as a deposit in<br />
the state public account <strong>for</strong> those deposits in case of deposits lapsing the system<br />
generate alerts <strong>for</strong> the resubmission of deposit account <strong>for</strong> DoF.<br />
12. Should allow DoF the lapsed deposit has to be resubmitted to GoI then DoF<br />
should be allowed to make disbursement from the State Public Account through<br />
the State Disbursement System<br />
Department of Finance, GoMP 118
Attachment B<br />
Functional Requirement Specifications<br />
1.6.7 Refund of Lapsed Deposits<br />
Table 46: Functional Requirement Specification – Refund of Lapsed Deposits<br />
Business Requirement – Refund of Lapsed Deposits<br />
Sr. No.<br />
Requirement Description<br />
1. Should provide related rules in the system<br />
2. System should allow claimants to raise requests online in the system<br />
3. System should allow claimants to fill a <strong>for</strong>m which will have the deposit ID from<br />
which the amount was lapsed, the claimant should fill the following fields:<br />
• Deposit id<br />
• Deposit type<br />
• BCO Code<br />
• DDO code (if any)<br />
• HOA details<br />
• Deposit period (Start Date …… to End Date……)<br />
• Account number<br />
• Reason <strong>for</strong> not claiming the amount in due time<br />
4. System should allow the claimants to submit the request <strong>for</strong> refund<br />
5. Should link the refund of lapsed deposit module with budget module to include<br />
a provision <strong>for</strong> refunding the lapsed deposit amount that had come from the<br />
centre<br />
6. System should notify (generate alert <strong>for</strong>) the competent authority regarding the<br />
submission of the request<br />
7. System should allow competent authority to drill down into the details of the<br />
lapsed deposit<br />
8. System should provide an option to the competent authority to provide the<br />
approval/rejection on the request<br />
9. Should allow the Competent Authority to provide sanction <strong>for</strong> the refund of<br />
lapsed deposit through the system<br />
10. Should capture the sanction details over the system, the following details needs<br />
to be captured <strong>for</strong> the provided sanctions:<br />
• Lapsed deposit details, amount id number and date of transfer credit to<br />
revenue head<br />
• HOA details<br />
• Sanction Number<br />
• Sanction Date<br />
• Sanction Authority<br />
11. System should trigger a notification to AG/Competent Authority <strong>for</strong> seeking<br />
confirmation on the refund request<br />
Department of Finance, GoMP 119
Attachment B<br />
Functional Requirement Specifications<br />
12. System should allow AG/Competent Authority to provide approval/rejection<br />
on the refund request<br />
13. System should send a notification to HOO/DDO regarding approval/rejection<br />
of the request<br />
14. System should allow HOO/DDO to upload the bill to the disbursement module<br />
<strong>for</strong> the payment of sanctioned amount to the claimants account<br />
Department of Finance, GoMP 120
Attachment B<br />
Functional Requirement Specifications<br />
1.6.8 Refund of Excess Revenue Receipts & Recoveries<br />
Table 47: Functional Requirement Specification – Refund of Excess Revenue Receipts and recoveries<br />
Business Requirement – Refund of Excess Revenue Receipts and recoveries<br />
Sr. No.<br />
Requirement Description<br />
1. Should provide related rules in the system<br />
2. Should provide option to select the refund type from the following options:<br />
• Revenue Refund<br />
• Refund of excess recovery/deposit of Commercial/other Taxes<br />
• Refund of excess recoveries<br />
3. Should allow the Competent Authority to verify original receipt/credit<br />
4. Should allow the Competent Authority to provide online sanction <strong>for</strong> the refund<br />
of deposit<br />
5. Should capture the sanction details over the system, the following details needs<br />
to be captured <strong>for</strong> the provided sanctions:<br />
• Sanction Number<br />
• Sanction Date<br />
• Sanction Authority<br />
• HOA<br />
• Original credit/receipt<br />
6. Should capture the following details <strong>for</strong> refund bill:<br />
• Sanction Number<br />
• Sanction Date<br />
• Sanction Authority<br />
• HOA <strong>for</strong> expenditure (deduct receipt head)<br />
7. Should capture the following details <strong>for</strong> Commercial/other Tax Refunds:<br />
• Sanction Number<br />
• Sanction Date<br />
• Sanction Authority<br />
• Tax Refund Payment Order Number<br />
• Issue date of Payment Order<br />
• Name of Depositor<br />
• Amount to be Refunded<br />
8. Should provide an interface with the Office Accounting System <strong>for</strong> bill raising<br />
9. Should provide an interface with Treasury Disbursement System <strong>for</strong> bill clearing<br />
Department of Finance, GoMP 121
Attachment B<br />
Functional Requirement Specifications<br />
1.6.9 K-Deposit<br />
Table 48: Functional Requirement Specification – K-Deposit<br />
Business Requirement – K-Deposit<br />
Sr. No.<br />
Requirement Description<br />
1. System should allow HOO/HODs to access the financial sanction system work<br />
flow to raise a request <strong>for</strong> sanction/transfer of funds to K-Deposit and<br />
withdrawal of funds from K-Deposit<br />
2. System should allow HOO/HODs to choose from the option of depositing<br />
funds or withdrawal from K-Deposit<br />
3. System should allow HOO/HODs to enter the following details in the <strong>for</strong>m<br />
• Budget Head <strong>for</strong> transfer to K-Deposit<br />
• Deposit ID <strong>for</strong> withdrawal from K-Deposit<br />
• Amount<br />
4. System should allow HOO/HODs to submit the request online<br />
5. System should generate alerts when any proposal/sanction is received at<br />
different levels<br />
6. System should allow Head of administrative department to review the request<br />
and provide comments/seek clarification<br />
7. System should allow Head of Administrative Department to provide an<br />
approval/rejection on the request<br />
8. System should allow Head of Administrative Department to submit the request<br />
to Department of Finance<br />
9. System should allow Department of Finance to access financial sanction module<br />
to issue a sanction <strong>for</strong> depositing or withdrawal of funds to/from K-Deposit<br />
10. System should allow issuing separate sanctions <strong>for</strong> a deposit and withdrawal<br />
request<br />
11. System should allow linking withdrawal sanction ID to the deposit sanction ID<br />
12. System should send a notification to AGMP/Head of Administrative<br />
Department when the sanction is issued<br />
13. System should send the sanction ID, amount and budget head <strong>for</strong> the sanction<br />
or Deposit ID <strong>for</strong> withdrawal<br />
14. System should allow Head of Administrative Department to communicate the<br />
sanction details to HOO/HODs<br />
15. System should allow DDOs to raise a bill in the system against the sanction ID<br />
<strong>for</strong> deposit or withdrawal<br />
16. System should allow transfer of funds through treasury disbursement system to<br />
K-Deposit or from K-Deposit<br />
17. System should transfer the K-Deposit amount to revenue deposit head by a<br />
transfer entry if the K-Deposit amount is not claimed <strong>for</strong> refund from 3 years of<br />
deposit date<br />
Department of Finance, GoMP 122
Attachment B<br />
Functional Requirement Specifications<br />
18. System should lapse the K-Deposit amount if it is not claimed <strong>for</strong> refund <strong>for</strong><br />
another 3 years from revenue deposit account<br />
19. System should allow withdrawal from K-Deposit in parts.<br />
20. System should nullify the sanction <strong>for</strong> withdrawal from K-Deposit if the amount<br />
is not withdrawn with 3 months of issuing sanction<br />
Department of Finance, GoMP 123
Attachment B<br />
Functional Requirement Specifications<br />
1.7 Internal & Statutory Audit<br />
Table 49: Functional Requirement Specification – Auditing including Internal Audit<br />
Business Requirement – Auditing<br />
Sr. No.<br />
Requirement Description<br />
1. Should provide Electronic Audit <strong>Management</strong> System (a system that<br />
electronically processes most audit work, including selection of auditees,<br />
establishment and coordination of audit plans, management of audit data and<br />
processing of audit results, etc).<br />
2. Should provide/customize the e-Audit Portal System. (an integrated system that<br />
provides an integrated environment where, with a single sign on, one can have<br />
access not only to the in<strong>for</strong>mation customized to one’s own needs but to<br />
different systems within the e-Audit System, including the Electronic Audit<br />
<strong>Management</strong> System, Data Collection and Analysis System, Audit Knowledge<br />
<strong>Management</strong> System and Electronic Approval System)<br />
3. Should provide Government Audit Integration System (system that connects the<br />
audit supporting programs of internal audit <strong>org</strong>anizations (CTA/Depts.) through<br />
the network, thereby realizing coordination of audit plans, sharing of audit<br />
in<strong>for</strong>mation and electronic interchange of audit documents)<br />
4. Should provide the Field Audit <strong>Management</strong> System (a system that supports the<br />
<strong>for</strong>mation of networks among team members in the sites of field work and<br />
provides generalized audit software to enable users at field work to re-analyze,<br />
<strong>for</strong> their specific purposes, the data which has been processed by the data<br />
collection and analysis system of the main system)<br />
5. Should provide required Computer Assisted Audit Techniques System (CAATS),<br />
a standard financial accounting software, modified as required, <strong>for</strong> audit systems<br />
having the capability to analyze data and can be used to recalculate certain items<br />
e.g. depreciation charge <strong>for</strong> the non-current assets, interest on the bank<br />
overdraft, etc.<br />
6. Should provide Embedded Audit Facilities which allows test to be made at the<br />
time the data is being processed <strong>for</strong> a real time auditing.<br />
7. Should allow the auditing results to be printed out immediately or copied to<br />
secondary storage and later evaluated by the auditor<br />
8. Should store in<strong>for</strong>mation as it is processed <strong>for</strong> subsequent audit review.<br />
9. Should check the integrity of files which have been processed<br />
10. Should stop and record items which are of special audit interests as previously<br />
designed by the auditor<br />
11. Should provide <strong>for</strong> tagging transactions with an indication e.g. a different color<br />
when they enter into the system. Should provide the auditor with print out of<br />
the details of the steps in processing tagged transactions.<br />
12. Should allow use of valid data is used to check that the system/software<br />
processes the data accurately.<br />
Department of Finance, GoMP 124
Attachment B<br />
Functional Requirement Specifications<br />
13. Should allow use of invalid data is used to check the system/software, gives<br />
either a warning or rejects the data<br />
14. Should be designed at the output stage so as to handle the audit test data without<br />
unwanted side effects<br />
15. Should allow as part of a normal run and auditors to apply to “dummy” test held<br />
on master files and avoiding eventuality of test data being subject to special<br />
procedures which are not applied to normal transactions.<br />
16. Provide utility to carry out regular testing of the system (to test application<br />
control) without using a special test run and indeed without being present during<br />
processing.<br />
17. Should provide utility <strong>for</strong> development of e-audit work programme<br />
18. Should accept electronic records from the bookkeeping and financial accounting<br />
system of IHR &GFMIS<br />
19. Should allow selection of any statistically valid sample of transactions on which<br />
to conduct audit test<br />
20. Should Integrate CAATS into the IFMIS<br />
21. Should provide full documentation and recording of all systems and<br />
applications; procedures <strong>for</strong> normal approval and acceptance of all new and<br />
changed applications<br />
22. Should provide an audit trail consistent with Generally Accepted Accounting<br />
Principles (GAAP) including those <strong>for</strong> automatically generated material<br />
transactions e.g. direct debits; complex calculations without demonstrating how<br />
it has been done e.g. interest charged to customers <strong>for</strong> overdue debts; EDI<br />
with other <strong>org</strong>anizations e.g. AGMP/Banks;<br />
23. Should provide <strong>for</strong> the audit trial to consist of computer print outs, documents<br />
stored in machine readable <strong>for</strong>m, etc<br />
24. Should provide <strong>for</strong> the portion of the audit trial such as the date and the time of<br />
the last change in a record and the person making the change stored as part of<br />
the on-line records<br />
25. Should be able to allow data to be retained so it can be used in other areas of the<br />
audit including error identification and segregation of transactions within<br />
accounts, once its verified using computer a technique,<br />
26. Should allow design and per<strong>for</strong>mance of substantive and compliance tests<br />
27. Should allow customized reports to be generated by the system and a standard<br />
audit trail is maintained.<br />
28. Should allow analyzing data and generating specific reports using a standard<br />
program (data analysis is focused and allows <strong>for</strong> any future adjustment to be<br />
made with minimal ef<strong>for</strong>t).<br />
29. Should allow preliminary data to be analyzed early in the audit process and so<br />
that a more efficient audit plan can be devised earlier in audit programme.<br />
30. Should enable facility <strong>for</strong> search, compare, compute, analyze, etc through e-audit<br />
and/or DSS utility<br />
Department of Finance, GoMP 125
Attachment B<br />
Functional Requirement Specifications<br />
1.8 Strong Room Operations<br />
1.8.1 Government Stationary Procurement<br />
Table 50: Functional Requirement Specifications - Government Stationary Procurement<br />
Business Requirement – Government Stationary Procurement<br />
Sr. No.<br />
Requirement Description – Stamps<br />
1. Should show Office in Charge at the officer in charge of Sub treasury / Treasury<br />
Officer at District Treasury of the current stamps inventory<br />
2. Should generate auto alerts <strong>for</strong> the officer in charge whenever the inventory reaches<br />
a threshold level<br />
3. Should allow the officer in charge of Sub treasury / Treasury Officer at District<br />
Treasury to raise an indent <strong>for</strong> stamps procurement at the system. The Officer in<br />
charge would raise the request in the following <strong>for</strong>mat:<br />
• Name of treasury (auto generated):<br />
• Treasury code(auto generated):<br />
• Stamps Type<br />
• Current stock status of the item :<br />
• Indent Source<br />
o Govt. Press<br />
o Others<br />
• Indent ID (System Generated)<br />
• Indent Date<br />
• Stamp Details<br />
o Stamp Category<br />
o Stamp Denomination<br />
o No of Sheets<br />
o No of Label<br />
• Total Quantity (In Label)<br />
• Total Value Of Stamp<br />
• Remarks<br />
4. Should receive an acknowledgement as soon as he submits his application over the<br />
system, the acknowledgement should contain the following fields:<br />
• Transaction id (auto generated):<br />
• Name of treasury (auto generated):<br />
• Treasury code(auto generated):<br />
• Date (auto generated)<br />
• Current stationary stock status:<br />
• Number of stamps requested:<br />
• Remarks:<br />
Department of Finance, GoMP 126
Attachment B<br />
Functional Requirement Specifications<br />
5. Should import the indent in<strong>for</strong>mation to invoice recording page<br />
6. Should allow the STO / DTO to select the invoice recording page on receiving the<br />
delivery of materials<br />
7. Should allow the officer in charge of Sub treasury / Treasury Officer at District<br />
Treasury to capture the invoice details whenever he receives the delivery of<br />
stationary. The <strong>for</strong>mat <strong>for</strong> capturing the delivery details would be as follows:<br />
• Invoice Number<br />
• Invoice Date<br />
• Indent Reference<br />
o Indent Source (Govt. Press/ District Treasury/ Sub –Treasury)<br />
o Treasury Code (If Indent Source is District Treasury)<br />
o Sub – Treasury Code (If Indent Source is Sub – Treasury)<br />
o Indent ID<br />
o Indent Date<br />
• Mode of Transport (Train/By Post/Road/Others)<br />
• Bilty Reference (If Mode of Transit is Train)<br />
o Bilty Number<br />
• Number of Parcels<br />
• Type of stamps<br />
• Number of particular stationary received:<br />
• Series of stationary received (From S. No. …….. To S. No. ….)<br />
• Current Stock Status (should be auto calculated as soon as the DTO enters<br />
the number of stamps received):<br />
• Value of stamps (only <strong>for</strong> stamps):<br />
• Remarks / Certificate (To be filled in by STO that ….. number of stamps<br />
was received in proper condition and ……. Number of stamps were<br />
received in damaged state)<br />
8. Should allow the DTO to fix the inventory levels at the district and sub treasuries<br />
(……% of overall stock capacity – this would be based on the past 3 years trends of<br />
consumption, Lead supply time <strong>for</strong> arranging stationary)<br />
9. Should allow the District Treasury Officer to view the requests raised by the Officer<br />
in Charge at the sub treasury under his jurisdiction<br />
10. Should allow DTO to consolidate his treasury’s stationary requests with the stamps<br />
requests of sub treasuries falling under his jurisdiction<br />
11. Should allow DTO to update consolidated stamps request <strong>for</strong> the entire district that<br />
would consist of stamp requests <strong>for</strong> all the sub treasuries, district treasury and city<br />
treasury over the application<br />
12. Should generate a deposit id as soon as the DTO submits the stamps request over<br />
the application<br />
13. Should generate alerts <strong>for</strong> the treasury / sub treasuries as soon as the DTO updates<br />
his system that the stamps have been received at his end<br />
Department of Finance, GoMP 127
Attachment B<br />
Functional Requirement Specifications<br />
14. Should allow the DTO to re allocate the stamps to sub treasuries and other<br />
treasuries, the following fields should be available to the DTO during the stamps<br />
allocation:<br />
• Transaction id (auto generated):<br />
• Name & Code of treasury / sub treasury to which the stamps have been<br />
allocated (should be a drop down option):<br />
• Number of stationary requested by the treasury (auto generated)<br />
• Number of stationary allocated to particular treasury / sub treasury:<br />
Sr. No.<br />
Requirement Description – Cheque Book & Token Book<br />
1. Should show Office in Charge at the Sub treasury / Treasury Officer at District<br />
Treasury status of the current Cheque Book / Token Book inventory<br />
2. Should generate auto alerts <strong>for</strong> the officer in charge whenever the inventory reaches<br />
a threshold level<br />
3. Should allow the officer in charge of Sub treasury / Treasury Officer at District<br />
Treasury to raise an indent <strong>for</strong> issuance of Cheque Book / Token book at the<br />
system. The Officer in charge would raise the request in the following <strong>for</strong>mat:<br />
• Name of treasury (auto generated):<br />
• Treasury code(auto generated):<br />
• Current stock status:<br />
• Indent Source<br />
o Govt. Authority<br />
o Others<br />
• Indent ID (System Generated)<br />
• Indent Date<br />
• Memo Number<br />
• Memo Date<br />
• Option of Choice (Cheque/Token)<br />
• Cheque<br />
o Types of Cheques<br />
o Token<br />
• Quantity<br />
• Remarks<br />
4. Should generate alert on successful creation and submission of indent in<strong>for</strong>mation<br />
5. Should receive an acknowledgement as soon as he submits his application over the<br />
system, the acknowledgement should contain the following fields:<br />
• Indent id (auto generated):<br />
• Name of treasury (auto generated):<br />
• Treasury code(auto generated):<br />
• Date (auto generated)<br />
• Current stock status:<br />
• Stock requested:<br />
Department of Finance, GoMP 128
Attachment B<br />
Functional Requirement Specifications<br />
• Remarks:<br />
6. Should import the indent in<strong>for</strong>mation to invoice submission page<br />
7. Should allow the STO / DTO to select the invoice submission page on receiving the<br />
delivery of materials<br />
Department of Finance, GoMP 129
Attachment B<br />
Functional Requirement Specifications<br />
1.8.2 Material Storage under Strong Room<br />
Table 51: Functional Requirement Specifications - Material Storage under Strong Room<br />
Business Requirement – Material Storage under Strong Room<br />
Sr. No.<br />
Requirement Description<br />
1. Should provide Treasury Officer an option to select what he wants to store, the TO<br />
/ STO can submit the following material under the strong room operations:<br />
• Valuables sealed packets deposited under various orders / authority as per<br />
SR 47 of MPTC Vol.-I<br />
• Other important documents by the order of District Collector/competent<br />
authority as per SR 47 of MPTC Vol.-I<br />
• Sealed packets of duplicate keys of different offices<br />
• Stamps of different Denominations pertaining to court fees, registration fee,<br />
Excise duty, judicial and Non-Judicial stamps, and special Adhesive stamps,<br />
water mark paper<br />
• Cheque Books pertaining to different departments like Treasury cheque<br />
book, PWD cheque book, Forest cheque book, P.D. cheque book<br />
• Other documents like Bill Transit Register, Money Receipt Book<br />
• Cash chest of different offices<br />
2. Should allow TO to select any of the above option<br />
Valuables Sealed Packets, Other Important Documents or Sealed packets of Duplicate Keys &<br />
Sealed Cash Chest<br />
1. Should provide an option to select <strong>for</strong> registering any new identity that has come <strong>for</strong><br />
storing under the strong room. As soon as the TO would select this option should<br />
generate a Storage ID <strong>for</strong> the particular item.<br />
2. Should be allowed to capture the invoice details of material deposited under the<br />
strong room operations, the <strong>for</strong>mat <strong>for</strong> capturing the details would be as follows:<br />
• Storage id (self generated)<br />
• Treasury name (self generated)<br />
• Treasury code (self generated)<br />
• Date of receiving material (system generated)<br />
• Depositing Agency<br />
• Court Case Number (Applicable <strong>for</strong> court case only)<br />
• Court Case Date (Applicable <strong>for</strong> court case only)<br />
• Sanction Number (if applicable)<br />
• Sanction Date (if applicable)<br />
• Deposit ID (System generated)<br />
• Concerned Official – Designation and Code<br />
• Deposited From Date<br />
• Deposited To Date<br />
Department of Finance, GoMP 130
Attachment B<br />
Functional Requirement Specifications<br />
• Letter Number (if manually letter comes from dept.)<br />
• Letter Date (if manually letter comes from dept.)<br />
• Detail of valuable (would choose from drop down - Valuables Sealed<br />
Packets, Other Important Documents Sealed packets of Duplicate Keys)<br />
• If other (Please Specify)<br />
• Quantity of valuable received<br />
• Certificate – Remarks (to be filled by TO that the material was received<br />
properly sealed)<br />
3. Should be allowed to generate an acknowledgement receipt with the above details<br />
4. Should be allowed to store details of each stored material line-wise over the system<br />
Receipt of stamps request stamps issuance of stamps by District Treasury Officer to<br />
Sub Treasuries and Other Treasuries<br />
For Sub Treasuries<br />
1. Should show Office in Charge at the treasury of the current stamps inventory<br />
2. Should generate auto alerts <strong>for</strong> the officer in charge whenever the inventory reaches<br />
a threshold level<br />
3. Should allow the officer in charge of sub treasury to raise an indent <strong>for</strong> stamps<br />
procurement at the system. The Officer in charge would raise the request in the<br />
following <strong>for</strong>mat:<br />
• Name of treasury (auto generated):<br />
• Treasury code(auto generated):<br />
• Date (auto generated)<br />
• Current stamps stock status:<br />
• Number of stamps requested:<br />
• Remarks:<br />
4. Should receive an acknowledgement as soon as he submits his application over the<br />
system, the acknowledgement should contain the following fields:<br />
• Transaction id (auto generated):<br />
• Name of treasury (auto generated):<br />
• Treasury code(auto generated):<br />
• Date (auto generated)<br />
• Current stamps stock status:<br />
• Number of stamps requested:<br />
• Remarks<br />
5. Should receive alerts as soon as the DTO updates his system after receiving stamps<br />
6. Should allow the Officer in Charge at sub treasuries to capture the delivery details<br />
whenever he receives the delivery of stamps. The <strong>for</strong>mat <strong>for</strong> capturing the delivery<br />
details would be as follows:<br />
• Date (of updation):<br />
Department of Finance, GoMP 131
Attachment B<br />
Functional Requirement Specifications<br />
• Type of Stamps (drop down box):<br />
• Number of stamps received:<br />
• Current Stock Status (should be auto calculated as soon as the DTO enters<br />
the number of stamps received):<br />
• Value of stamps:<br />
• Invoice number:<br />
• Indent number of delivery:<br />
• Received from (Name of the press)<br />
• Date of receiving:<br />
For Issuing District Treasury<br />
1. Should allow the DTO to fix the inventory levels at the district and sub treasuries<br />
(……% of overall stock capacity – this would be based on the past 3 years trends of<br />
stamps sales, Lead supply time <strong>for</strong> arranging stamps)<br />
2. Should allow the District Treasury Officer to view the requests raised by the Officer<br />
in Charge at the sub treasury under his jurisdiction<br />
3. Should allow DTO to consolidate his treasury’s stamp requests with the stamp<br />
requests of sub treasuries falling under his jurisdiction<br />
4. Should allow DTO to update consolidated stamps request <strong>for</strong> the entire district that<br />
would consist of stamp requests <strong>for</strong> all the sub treasuries, district treasury and city<br />
treasury over the application<br />
5. Should generate a deposit id as soon as the DTO submits the stamps request over<br />
the application<br />
6. Should allow the DTO to capture the delivery details whenever he receives the<br />
delivery of stamps. The <strong>for</strong>mat <strong>for</strong> capturing the delivery details would be as follows:<br />
• Date (of updation):<br />
• Type of Stamps (drop down box)<br />
• Denomination of stamps (in Rs.)<br />
• Number of stamps received:<br />
• Series of stamps received (From S. No. …….. To S. No.)<br />
• Current Stock Status (should be auto calculated as soon as the DTO enters<br />
the number of stamps received):<br />
• Total Value of stamps:<br />
• Invoice number:<br />
• Indent number of delivery:<br />
• Received from (Name of the press):<br />
• Date of receiving:<br />
• Remarks<br />
7. Should generate alerts <strong>for</strong> the treasury / sub treasuries as soon as the DTO updates<br />
his system that the stamps have been received at his end<br />
8. Should allow the DTO to re allocate the stamps to sub treasuries and other<br />
treasuries, the following fields should be available to the DTO during the stamps<br />
allocation:<br />
Department of Finance, GoMP 132
Attachment B<br />
Functional Requirement Specifications<br />
• Transaction id (auto generated):<br />
• Name & Code of treasury / sub treasury to which the stamps have been<br />
allocated (should be a drop down option):<br />
• Number of stamps requested by the treasury (auto generated)<br />
• Number of stamps allocated to particular treasury / sub treasury:<br />
Department of Finance, GoMP 133
Attachment B<br />
Functional Requirement Specifications<br />
1.8.3 Stamps Selling from Treasury<br />
Table 52: Functional Requirement Specifications - Stamps Selling<br />
Business Requirement – Stamps Selling<br />
Sr. No.<br />
Requirement Description<br />
1. The system should maintain record of all the registered stamp vendors<br />
2. The system should capture details of all the stamp procurement. The system should<br />
capture the following items through the cyber treasury application:<br />
• Name of vendor / Individual :<br />
• Registration id (in case of vendors):<br />
• Type of stamps requested:<br />
• Denomination of stamps requested:<br />
• Number of stamps requested:<br />
• Amount submitted (Total amount ……… Commission Amount………….):<br />
• Head details:<br />
• Date of amount submission:<br />
• Current date:<br />
3. Should be able to search the transactions database. The search should provide the<br />
results based on following search criteria:<br />
• Vendor id<br />
• Transaction date<br />
• Vendor name<br />
4. Should maintain ledger accounts <strong>for</strong> the registered agents. The ledger accounts<br />
would help the TOs to make staggered allotment of stamps to the vendors. E.g. if<br />
the treasury is not able to make full allotment of stamps at one go then TO can mark<br />
it in the application only this much number of stamps have been allocated and this<br />
much number of stamps are yet to be allocated<br />
5. Should allow TOs to make the following entries during stamp allocation:<br />
• User of cyber treasury application - Bank / Individual (self filled using the<br />
in<strong>for</strong>mation obtained by cyber treasury):<br />
• Name of vendor (self filled using the in<strong>for</strong>mation obtained by cyber<br />
treasury):<br />
• Registration id (self filled using the in<strong>for</strong>mation obtained by cyber treasury):<br />
• Type of stamps requested (self filled using the in<strong>for</strong>mation obtained by cyber<br />
treasury):<br />
• Number of stamps requested (self filled using the in<strong>for</strong>mation obtained by<br />
cyber treasury):<br />
• Amount received (self filled using the in<strong>for</strong>mation obtained by cyber<br />
treasury):<br />
• Head Details (self filled using the in<strong>for</strong>mation obtained by cyber treasury):<br />
Department of Finance, GoMP 134
Attachment B<br />
Functional Requirement Specifications<br />
• Date of amount submission (self filled using the in<strong>for</strong>mation obtained by<br />
cyber treasury):<br />
• Number of stamps allotted to the vendor (to be enter by treasury officer)<br />
• Number of stamps pending to be allotted (to be enter by treasury officer)<br />
• Stock be<strong>for</strong>e the start of delivery (self generated)<br />
• Stock situation after the delivery of material (self generated)<br />
6. Should generate a sales receipt <strong>for</strong> the vendor to whom the stamps have been<br />
allotted, a copy of the sales receipt should also be captured in the system. The details<br />
of the sales receipt would be as follows:<br />
• Name of vendor<br />
• Registration id<br />
• Type of stamps requested<br />
• Number of stamps requested<br />
• Amount received<br />
• Head Details<br />
• Number of stamps allotted to the vendor<br />
• Number of stamps pending to be allotted<br />
Department of Finance, GoMP 135
Attachment B<br />
Functional Requirement Specifications<br />
1.8.4 Return of stored valuables from Treasury<br />
Table 53: Functional Requirement Specifications - Return of Stored Valuables from Treasury<br />
Business Requirement – Return of Stored valuables from Treasury<br />
Sr. No.<br />
Requirement Description<br />
1. The system should maintain record of all the stored items with the treasury<br />
2. Should be able search the items in the database. The search should provide the<br />
results based on following search criteria:<br />
• Department’s name<br />
• Department id<br />
• Acknowledgement receipt number<br />
3. Should show the following details on locating the particular record:<br />
• Transaction id<br />
• Department name<br />
• Department id<br />
• Details of item stored<br />
• Quantity of item stored<br />
• Date of storage<br />
4. Once the TO locates a particular record he should be provided with an option of<br />
release / issuance of stored item. As soon as the TO would press the release item<br />
button he should be allowed to make the following entries in addition to the above<br />
entries:<br />
• Transaction id (generated automatically)<br />
• Department name (generated automatically)<br />
• Department id (generated automatically)<br />
• Details of item stored (generated automatically)<br />
• Quantity of item stored (generated automatically)<br />
• Date of storage (generated automatically)<br />
• Number of items released (to be filled by TO)<br />
• Date of release (to be filled by TO)<br />
• Time of release (to be filled by TO)<br />
• Current stock status (to be filled by TO)<br />
Department of Finance, GoMP 136
Attachment B<br />
Functional Requirement Specifications<br />
2. Human Resource <strong>Management</strong> In<strong>for</strong>mation System<br />
The following sections capture the functional requirements of the human resource and<br />
pension processes as envisaged by the <strong>Integrated</strong> Human Resource and Government<br />
<strong>Financial</strong> <strong>Management</strong> In<strong>for</strong>mation System.<br />
2.1 Manpower Planning<br />
Table 54: Functional Requirement Specification –Manpower Planning<br />
Business Requirement – Manpower Planning & Cadre <strong>Management</strong><br />
Sr. No.<br />
Requirement Description<br />
1. System should allow authorized user (CCA level as per roster) to per<strong>for</strong>m<br />
analytics on sanctioned posts in a cadre and establishment unit (old/new/to-be)<br />
2. System should allow generation of lists of permanent/temporary posts at any<br />
time. CCA level ex cadre / cadre<br />
3. System should have proposal <strong>for</strong>mats (<strong>for</strong> Conversion of part of temporary<br />
establishment to permanent establishment, continuing remaining temporary<br />
establishment, on creation of new establishment on surrender of old<br />
establishment post, surrender existing establishment posts<br />
(temporary/permanent) cadre review) available in the system so that proposal<br />
can be created<br />
4. System should have <strong>for</strong>mats of orders available in the system <strong>for</strong> Conversion of<br />
part of temporary establishment to permanent establishment, continuing<br />
remaining temporary establishment, on creation of new establishment on<br />
surrender of old establishment post, surrender existing establishment posts<br />
(temporary/permanent) and cadre reviews (CCA level)<br />
5. System should allow user to define qualification/ requirements <strong>for</strong> post<br />
identified <strong>for</strong> recruitment <strong>for</strong> each cadre or post<br />
6. System should be able to project future requirement of employees and salary<br />
outflows over time<br />
7. System should allow authorized users to update the list of establishment<br />
positions which were converted and created<br />
8. System should allow authorized users to update the list of sanctioned posts in a<br />
cadre setup<br />
9. System should allow authorized users to update and publish the cadre gradation<br />
list<br />
10. System should also have e-mail facility <strong>for</strong> communication to take place<br />
11. Authorized users should be able to view the final list of temporary and<br />
permanent posts in a cadre/setup<br />
Department of Finance, GoMP 137
Attachment B<br />
Functional Requirement Specifications<br />
2.2 Recruitment<br />
Table 55: Functional Requirement Specification - Recruitment<br />
Business Requirement: Recruitment<br />
Sr. No.<br />
Requirement Description<br />
1. System should generate vacancy list sorted by cadre, ex- cadre & dying post and<br />
appropriate recruitment mode<br />
2. System should allow online communication via e-mail between CCA,<br />
administrative department and other recruitment agencies<br />
3. System should allow downloading of data from Internet, if a website <strong>for</strong> the said<br />
purpose of recruitment exists<br />
4. System should allow mapping of eligibility requirements against positions /<br />
grades / locations, and at the same time maintenance of a vacancy database<br />
5. System should be able to provide <strong>for</strong> <strong>for</strong>mats <strong>for</strong> placing advertisements <strong>for</strong><br />
recruitment at CCA level<br />
6. System should generate the required eligibility requirements against requisitioned<br />
/ required position to be filled in<br />
7. System should be capable of short-listing from list of electronic applications<br />
received, on the basis of essential criteria and highlight extent of fulfillment of<br />
desirable criteria <strong>for</strong> the shortlisted candidates<br />
8. System should have standard <strong>for</strong>mats(of orders and communication letters to<br />
agencies and appointment of selected candidates) available in the system as<br />
provided by GoMP<br />
9. System should provide facility <strong>for</strong> uploading of documents of new recruits<br />
10. System should allow <strong>for</strong> checking the availability of a potential candidate <strong>for</strong> a<br />
position from the employees on rolls<br />
11. System should be able to maintain the details of individuals who have applied<br />
directly or through other media<br />
12. System should allow creation of service records <strong>for</strong> new recruits<br />
13. System should generate reports on percentage vacancies filled up<br />
14. System should create records <strong>for</strong> police verification, medical reports / date of<br />
birth / finger print / nominations / <strong>for</strong>ms / details and other records necessary<br />
<strong>for</strong> service records<br />
15. System should provide <strong>for</strong>mat <strong>for</strong> capturing learning after the process of<br />
recruitment completed<br />
Department of Finance, GoMP 138
Attachment B<br />
Functional Requirement Specifications<br />
2.3 Confirmation<br />
Table 56: Functional Requirement Specification – Confirmation<br />
Business Requirement: Confirmation<br />
Sr. No.<br />
Requirement Description<br />
1. System should allow reviewing of availability of vacant permanent post <strong>for</strong><br />
confirmation in the cadre by generating required list as per system defined<br />
parameters or as and when required<br />
2. System should generate list of employees (meeting confirmation criteria) to be<br />
confirmed on quarterly basis / periodic intervals<br />
3. System should allow tracking of probation period <strong>for</strong> each new employee and<br />
provide system alerts on probation completion due dates<br />
4. System should allow entry/ update of reporting/probation location assigned to<br />
employee and its lien<br />
5. System should retrieve data on training undertaken and other details (successful<br />
completion certified/tested) as needed <strong>for</strong> confirmation<br />
6. System should track passing of required exams (departmental/professional)<br />
7. System should record & generate alert on successful completion of confirmatory<br />
training<br />
8. System trigger process <strong>for</strong> confirmation based on defined rules<br />
9. System should generate list of data not found in the related database<br />
10. System should generate list of employee fit <strong>for</strong> confirmation based on system<br />
defined confirmation rules/orders and available data<br />
11. System should generate list of employees confirmed on the basis of vacant<br />
permanent posts available and should also declare remaining fit candidates to be<br />
declared quasi permanent<br />
12. System should allow authorized user to increase the duration of probation if<br />
employee not confirmed due to given reason (non completion of training or<br />
passing of exam) and allow related authority to define its impact on seniority.<br />
13. System should have standard <strong>for</strong>mats of order given by GoMP available in the<br />
system <strong>for</strong> issuance of confirmatory/QP orders<br />
14. System should record/ update confirmation date and location of employee in<br />
data base<br />
15. System should generate gradation list from updated employee data<br />
16. Once an employee is confirmed his present post, salary structure should get<br />
updated in the system as required<br />
Department of Finance, GoMP 139
Attachment B<br />
Functional Requirement Specifications<br />
2.4 Leave <strong>Management</strong><br />
2.4.1 Leave <strong>Management</strong> (Earned and Availed)<br />
Table 57: Business Requirement - Leave <strong>Management</strong> (Availed and Earned)<br />
Business Requirement – Leave <strong>Management</strong> (Availed and Earned)<br />
Sr. No.<br />
Requirement Description<br />
1. System should support on-line Leave application processing by providing<br />
required workflow<br />
2. Multiple Leave types and related rules should be defined in the system<br />
3. System should allow users to view leaves eligibility and leaves availed<br />
4. System should allow users to apply <strong>for</strong> leave under different applicable and<br />
eligible categories/rules<br />
5. System should define hierarchical workflows <strong>for</strong> recommendation and approval<br />
of leaves<br />
6. System should be able to record the recommendation/approval/ rejection of<br />
applied leaves and update the employee leave account accordingly<br />
7. System should be able to generate alert <strong>for</strong> giving reasons if leave is refused.<br />
8. System should be allow selection of general reasons of refusal of leave from a<br />
dropdown menu and provide a text box <strong>for</strong> inserting other specific reasons<br />
9. System should support a Business Calendar and Leave Application dates should<br />
be validated against this calendar<br />
10. System should support a Forward Leave Plan by employee, department,<br />
company etc.<br />
11. System should support Forward Leave Plan to generate a Leave Program <strong>for</strong> a<br />
employee in case s/he is planning <strong>for</strong> further studies, vacation etc.<br />
12. System should calculate and print an advice on joining date, remaining leave and<br />
other user defined data to user specified entities like number of leaves used,<br />
leaves remaining<br />
13. On approval of the leave, system should calculate payment entitlement and raise<br />
the necessary payment/recovery requisition if needed<br />
14. System should have all leave <strong>for</strong>mats available in the system<br />
15. System should support leave amendments and adjustments<br />
16. System should support backdating of leave by the authorized user<br />
17. System should support conversion of one type of availed/sanctioned leave into<br />
another<br />
18. System should retain all leave history (approved, rejected, adjusted) till the user<br />
requests purge based on user defined criteria<br />
Department of Finance, GoMP 140
Attachment B<br />
Functional Requirement Specifications<br />
19. If an employee joins earlier/later then approved date then system should be able<br />
to apply user defined rules <strong>for</strong> early, late returns and initiate<br />
adjustments/deductions electronically in the Payroll Module after revised<br />
sanction<br />
20. System should have provision that a salary is stopped if a person is absent <strong>for</strong><br />
more than 1 month without proper sanction or as per rules and policies<br />
21. System should support regularization of unsanctioned absence period by grant<br />
of different types of leave and LWP/Leave Not Due<br />
Department of Finance, GoMP 141
Attachment B<br />
Functional Requirement Specifications<br />
2.4.2 Leave <strong>Management</strong> (Earned and Availed)-Half Pay Leave<br />
Table 58: Business Requirement - Leave <strong>Management</strong> (Earned and Availed) – Half Pay Leave<br />
Business Requirement – Leave <strong>Management</strong> (Availed and Earned) – Half Pay Leave/<br />
Medical Leave<br />
Sr. No.<br />
Requirement Description<br />
1. System should support on-line Leave application processing by providing<br />
required workflow<br />
2. Multiple Leave types and related rules should be defined in the system<br />
3. System should allow users to view leaves eligibility and leaves availed<br />
4. System should allow users to apply <strong>for</strong> leave under different applicable and<br />
eligible rules/categories<br />
5. System should allow definition of hierarchical workflows <strong>for</strong> approval of leaves<br />
6. System should be able to record the approval/ rejection of applied leaves and<br />
update the employee leave account accordingly<br />
7. System should be able to generate alert <strong>for</strong> giving reasons if leave is refused.<br />
8. System should be allow selection of general reasons of refusal of leave from a<br />
dropdown menu and provide a text box <strong>for</strong> inserting other specific reasons<br />
9. System should support a Business Calendar and Leave Application dates should<br />
be validated against this calendar<br />
10. System should allow employee to upload scanned medical leave certificate<br />
11. On approval of the leave system should calculate payment entitlement and raise<br />
the necessary payment/recovery requisition if needed<br />
12. System should support backdating of leave by the authorized user<br />
13. System should retain all leave history (approved, rejected, adjusted) till the user<br />
requests purge based on user defined criteria<br />
14. System should have provision that a salary is stopped if a person is absent <strong>for</strong><br />
more than 1 month or as per rules and policies<br />
Department of Finance, GoMP 142
Attachment B<br />
Functional Requirement Specifications<br />
2.4.3 Leave <strong>Management</strong> (Availed Leaves) - Commuted (Medical Ground)<br />
Table 59: Business Requirement - Leave <strong>Management</strong> (Availed Leaves) - Commuted (Medical<br />
Ground)<br />
Business Requirement – Leave <strong>Management</strong>(Availed Leaves)- Commuted (Medical<br />
Ground)<br />
Sr. No.<br />
Requirement Description<br />
1. System should support on-line Leave application processing by providing<br />
required workflow<br />
2. Multiple Leave types and related rules should be defined in the system<br />
3. System should allow users to view leaves eligibility and leaves availed<br />
4. System should allow users to apply <strong>for</strong> leave under different applicable and<br />
eligible categories<br />
5. System should allow definition of hierarchical workflows <strong>for</strong> approval of leaves<br />
6. System should be able to record the approval/ rejection of applied leaves and<br />
update the employee leave account accordingly<br />
7. System should be able to generate alert <strong>for</strong> giving reasons if leave is refused.<br />
8. System should be allow selection of general reasons of refusal of leave from a<br />
dropdown menu and provide a text box <strong>for</strong> inserting other specific reasons<br />
9. System should support a Business Calendar and Leave Application dates should<br />
be validated against this calendar<br />
10. System should allow employee to upload scanned medical leave certificate and<br />
fitness certificates<br />
11. On approval of the leave system should calculate payment<br />
entitlement/recoveries and raise the necessary payment/recovery requisition if<br />
needed<br />
12. System should support backdating of leave by the authorized user<br />
13. System should retain all leave history (approved, rejected, adjusted) till the user<br />
requests purge based on user defined criteria<br />
14. System should have provision that a salary is stopped if a person is absent <strong>for</strong><br />
more than 1 month or as per rules and policies<br />
Department of Finance, GoMP 143
Attachment B<br />
Functional Requirement Specifications<br />
2.4.4 Leave <strong>Management</strong> (Availed Leaves) - Commuted (On other Ground)<br />
Table 60: Business Requirement - Leave <strong>Management</strong> (Availed Leaves) - Commuted (On Other<br />
Ground)<br />
Business Requirement – Leave <strong>Management</strong>(Availed Leaves)- Commuted (On other<br />
Ground)<br />
Sr. No.<br />
Requirement Description<br />
1. System should support on-line Leave application processing by providing<br />
required workflow<br />
2. Multiple Leave types and related issues should be defined in the system<br />
3. System should allow users to view leaves eligibility and leaves availed<br />
4. System should allow users to apply <strong>for</strong> leave under different applicable and<br />
eligible categories/rules<br />
5. System should allow definition of hierarchical workflows <strong>for</strong> recommendation<br />
and approval of leaves<br />
6. System should be able to record the recommendation/approval/ rejection of<br />
applied leaves and update the employee leave account accordingly<br />
7. System should be able to generate alert <strong>for</strong> giving reasons if leave is refused.<br />
8. System should be allow selection of general reasons of refusal of leave from a<br />
dropdown menu and provide a text box <strong>for</strong> inserting other specific reasons<br />
9. System should support a Business Calendar and Leave Application dates should<br />
be validated against this calendar<br />
10. System should calculate and print an advice on joining date, remaining leave and<br />
other user defined data to user specified entities<br />
11. On approval of the leave system should calculate payment entitlement and raise<br />
the necessary payment requisition if needed<br />
12. System should generate a warning <strong>for</strong> any document expiry during the planned<br />
leave period<br />
13. System should have all leave <strong>for</strong>mats available in the system<br />
14. System should support leave amendments and adjustments<br />
15. System should support backdating of leave by the authorized user<br />
16. System should support conversion of one type of availed/sanctioned leave into<br />
another<br />
17. System should retain all leave history (approved, rejected, adjusted) till the user<br />
requests purge based on user defined criteria<br />
18. If an employee joins earlier/later then approved date then system should be able<br />
to apply user defined rules <strong>for</strong> early, late returns and initiate<br />
adjustments/deductions electronically in the Payroll Module<br />
Department of Finance, GoMP 144
Attachment B<br />
Functional Requirement Specifications<br />
19. System should have provision that a salary is stopped if a person is absent <strong>for</strong><br />
more than 1 month or as per rules and policies<br />
20. System should support regularization of unsanctioned absence period by grant<br />
of different types of leave and LWP/Leave Not Due<br />
Department of Finance, GoMP 145
Attachment B<br />
Functional Requirement Specifications<br />
2.4.5 Leave <strong>Management</strong> (Availed Leaves & Adjustment from leave to be<br />
earned in future) - Leave not due<br />
Table 61: Business Requirement - Leave <strong>Management</strong> (Availed Leaves & Adjustment <strong>for</strong>m Leave to<br />
be earned in future) – Leave not due<br />
Business Requirement – Leave <strong>Management</strong>(Availed Leaves & Adjustment from leave<br />
earned in future)- Leaves not due<br />
Sr. No.<br />
Requirement Description<br />
1. Multiple Leave types should be defined in the system by providing required<br />
workflow<br />
2. System should allow users to view leaves eligibility and leaves availed<br />
3. System should allow users to apply <strong>for</strong> leave under different applicable and<br />
eligible categories<br />
4. System should support a Business Calendar and Leave Application dates should<br />
be validated against this calendar<br />
5. System should calculate and print an advice on joining date, remaining leave and<br />
other user defined data to user specified entities<br />
6. On approval of the leave system should calculate payment entitlement and raise<br />
the necessary payment requisition if needed and deduct amount from payroll if<br />
needed<br />
7. System should generate a warning <strong>for</strong> any document expiry during the planned<br />
leave period<br />
8. System should support leave amendments and adjustments<br />
9. System should support backdating of leave by the authorized user<br />
10. System should retain all leave history (approved, rejected, adjusted) till the user<br />
requests purge based on user defined criteria<br />
11. If an employee joins earlier/later then approved date then system should be able<br />
to apply user defined rules <strong>for</strong> early, late returns and initiate<br />
adjustments/deductions electronically in the Payroll Module<br />
12. System should in<strong>for</strong>m employee of leaves to be deducted from their account in<br />
future<br />
13. System should have provision that a salary is stopped if a person is absent <strong>for</strong><br />
more than 1 month or as per rules and policies<br />
Department of Finance, GoMP 146
Attachment B<br />
Functional Requirement Specifications<br />
2.5 Per<strong>for</strong>mance <strong>Management</strong> System (PMS)<br />
Table 62: Business Requirement - Per<strong>for</strong>mance <strong>Management</strong> System<br />
Business Requirement –Per<strong>for</strong>mance Appraisal<br />
Sr. No.<br />
Requirement Description<br />
5. System should provide facility <strong>for</strong> online processing <strong>for</strong> Appraisals<br />
6. System should allow concerned authority to upload Goals / KRAs <strong>for</strong> the year<br />
<strong>for</strong> a department/district/unit<br />
7. System should allow concerned employees to upload their KPAs, goals and<br />
objectives <strong>for</strong> the appraisal period<br />
8. System should allow concerned employees to create action plan <strong>for</strong> achievement<br />
of goals and objectives set by them or <strong>for</strong> them by superiors<br />
9. System should allow concerned employees to fill in the implementation progress<br />
in<strong>for</strong>mation in action plan implementation schedule, recording ease/difficulty in<br />
completing each planned activity<br />
10. System should allow concerned employees to undertake periodic reviews (at<br />
major mileposts) and final evaluation of implementations with their supervisory<br />
officers<br />
11. System should allow concerned employees and their supervisory officers to<br />
upload reports on results of periodic reviews and evaluations jointly<br />
12. System should allow training and development assessment in<strong>for</strong>mation to be<br />
also uploaded in the TNA database<br />
13. System should allow e-mail communication<br />
14. System should generate on-line Confirmation of joining date of new<br />
employees/absorption <strong>for</strong>ms <strong>for</strong> purpose of appraisal by Head of Department<br />
15. System should be able to log various stages of employee appraisal and evaluation<br />
process to generate Per<strong>for</strong>mance Evaluation <strong>for</strong>ms on-line and <strong>for</strong>ward them<br />
through workflow<br />
16. System should have inbuilt <strong>for</strong>ms <strong>for</strong> Appraise & Appraiser to fill up<br />
17. System should allow Appraise & Appraiser and/or CCA/Reviewer to view the<br />
<strong>for</strong>m on-line at the same time<br />
18. System should generate alerts to point out if self assessment/review is over due<br />
19. System should support to hold evaluation and results/reports of multiple<br />
reviews in the system to be used <strong>for</strong> self-assessment and appraisals<br />
20. System should provide facility <strong>for</strong> online processing <strong>for</strong> Appraisals<br />
21. System should allow reports to be sent to assessing officer by employees and<br />
reviewer <strong>for</strong> reviewing by CCA<br />
22. System should allow employee to see final comments of appraisers accept CR<br />
grading<br />
Department of Finance, GoMP 147
Attachment B<br />
Functional Requirement Specifications<br />
23. System should allow employee to make representation against adverse comments<br />
reported if any<br />
24. System should store finalised appraisal reports with restricted access<br />
25. System should also store CR grades in a separate file to be accessed by the<br />
system <strong>for</strong> confirmation and promotion processing, etc.<br />
Department of Finance, GoMP 148
Attachment B<br />
Functional Requirement Specifications<br />
2.6 Training and Learning <strong>Management</strong><br />
2.6.1 Training - Planning<br />
Table 63: Business Requirement Specification – Training Planning<br />
Business Requirement – Training – Planning<br />
Sr. No.<br />
Requirement Description<br />
1. System should support online uploading of draft and final Training policy<br />
2. System should support online uploading of comments/suggestions on draft<br />
training policies<br />
3. System should have all the training related details <strong>for</strong> all employees (trainings<br />
done and trainings needs expressed as core and professional competencies)<br />
4. Training and Development needs identified through Per<strong>for</strong>mance Appraisal<br />
System should be captured in the system as priority needs <strong>for</strong> related employees<br />
5. System should facilitate training need analysis by allowing employees to fill-up<br />
online questionnaires<br />
6. System should facilitate training need analysis by allowing employees to access<br />
competency testing system<br />
7. System should have <strong>for</strong>mats available in the system <strong>for</strong> proposal creation,<br />
training plan, budget preparation and allocation of training budget to field units<br />
8. System should allow definition of hierarchical workflows <strong>for</strong> approvals (plan &<br />
budget)<br />
9. System should also have previous year’s budget estimates<br />
10. System should allow authorize users to select training providers <strong>for</strong>m training<br />
database,<br />
11. System should allow authorize users to use web mail <strong>for</strong> communication to<br />
training providers, employees, etc<br />
12. System should allow training programme schedule to be uploaded in the system<br />
with likes to details like training provider, programme design, location, etc<br />
13. System should allow employees to select optional (professional & development)<br />
training programmes and uploading request to participate<br />
14. System should have approval workflow (HOO/CCA) <strong>for</strong> requests uploaded by<br />
employees <strong>for</strong> optional programme<br />
15. System should allow DTO to compile employees’ requests <strong>for</strong> optional training<br />
programmes and use system defined criteria to prepare shortlist of selected<br />
employees.<br />
Department of Finance, GoMP 149
Attachment B<br />
Functional Requirement Specifications<br />
2.6.2 Training - Implementation<br />
Table 64: Business Requirement Specification - Training - Implementation<br />
Business Requirement – Training - Implementation<br />
Sr. No.<br />
Requirement Description<br />
1. System should have provision <strong>for</strong> training details to be captured<br />
2. System should allow communication to take place between DTC and selected<br />
training candidates<br />
3. System should have standard <strong>for</strong>mats available of orders available in the system<br />
4. System should allow online payment transfer to training providers through<br />
DDO of HOD<br />
5. System should have provision <strong>for</strong> online feedback / validation on Trainings by<br />
the employees while creating their training completion reports<br />
6. System should have provision <strong>for</strong> online creation/uploading of action plan <strong>for</strong><br />
consolidation/ transfer of learning by employee on completion of training<br />
7. System should have provision <strong>for</strong> online updation of action plan when activities<br />
gets completed<br />
8. System should have provision <strong>for</strong> tracking of implementation of action plan by<br />
HOO/CCA<br />
9. System should have provision <strong>for</strong> creation of instruments <strong>for</strong> online evaluation<br />
of training by employees/supervisors whose access and response recorded in the<br />
system<br />
10. System should have provision <strong>for</strong> online tracking of responses uploaded by<br />
related (trainees/supervisors) and generate reminders/escalation to superiors if<br />
not done by due date<br />
11. System should have provision <strong>for</strong> online compilation of responses to evaluation<br />
instruments by DTO/CCA<br />
12. System should have provision <strong>for</strong> uploading of evaluation reports in the related<br />
training records<br />
13. System should allow online updation of employee records<br />
Department of Finance, GoMP 150
Attachment B<br />
Functional Requirement Specifications<br />
2.6.3 Training – Learning <strong>Management</strong><br />
Table 65: Business Requirement Specification - Training Learning <strong>Management</strong><br />
Business Requirement Training – Learning <strong>Management</strong><br />
Sr. No.<br />
Requirement Description<br />
1. System should allow employees to upload in workflow self development needs<br />
as identified during analysis of own work/assignments in consultation with<br />
supervisory officers.<br />
2. System should allow employees’ supervisory officers (immediate and HOO) to<br />
mark their agreement in the workflow and upload to DTO/CCA<br />
3. System should allow employees’ to upload requests <strong>for</strong> job rotation, special<br />
assignments and secondments in the workflow<br />
4. System should allow employees’ supervisory officers (immediate and HOO) to<br />
mark their recommendations on employees requests in the workflow and upload<br />
to DTO/CCA<br />
5. System should allow CCA and HOD to approve or rejects (assigning reason)<br />
employee’s requests <strong>for</strong> job rotation, special assignments and secondments<br />
6. System should allow web-mail communication<br />
7. System should have standard <strong>for</strong>mats available <strong>for</strong> all related orders<br />
8. System should allow online uploading/consolidation of training learning data<br />
once the employee is back from training<br />
9. System should allow alerts generation if employees returning from competency<br />
trainings, secondments <strong>for</strong> experiential learning do not upload required reports<br />
in prescribed time limit<br />
10. System should allow employees to upload implementation in<strong>for</strong>mation regarding<br />
action plans<br />
11. System should allow online updation of employee records<br />
Department of Finance, GoMP 151
Attachment B<br />
Functional Requirement Specifications<br />
2.7 Promotion<br />
2.7.1 Promotion<br />
Table 66: Business Requirement Specification - Promotion<br />
Business Requirement –Promotion<br />
Sr. No.<br />
Requirement Description<br />
1. System should be able to define cadre specific and general promotion rules in<br />
the system<br />
2. System should store all the rules pertaining to promotion<br />
3. System should allow employees to view the rules <strong>for</strong> promotion<br />
4. System should be able to identify vacant posts <strong>for</strong> promotion<br />
5. System should be able to generate timely triggers indicating the due date <strong>for</strong><br />
promotion, process to start<br />
6. System should check mandatory conditions, such as completion of required<br />
service period and/or completion of required service period at the lower post<br />
from which to be promoted, be<strong>for</strong>e promotions<br />
7. System have integration with "Cadre <strong>Management</strong>" <strong>for</strong> accessing gradation lists<br />
8. System should update employee's grade & pay scale details resulting due to<br />
promotion decisions<br />
9. System should have access to all the CR Grades & Per<strong>for</strong>mance Appraisal of<br />
employee till date<br />
10. System should have access to other reports of employee to be considered by<br />
DPC, e.g. DE/No event (Police or Lokayukt enquiry etc.)<br />
11. System should be able to generate final gradation list to be submitted to DPC<br />
12. System should be able to generate lists of employees in zone of consideration as<br />
per cadre/general promotion rules<br />
13. System should record details of promotion declined earlier by employees in zone<br />
of consideration<br />
14. System should be able to generate list of employees in zone of consideration as<br />
per specific cadre/related general promotion rules<br />
15. System should be able to depict CR grades of each employee in zone of<br />
consideration <strong>for</strong> the period as defined by the specific cadre/related general<br />
promotion rules<br />
16. System should be able to generate online fit list of employees as decided by DPC<br />
17. System should be able to block (keep promotions under sealed cover) employees<br />
from promotion against whom DE/other events are pending till a final decision<br />
in the matter is taken and recorded in the system<br />
Department of Finance, GoMP 152
Attachment B<br />
Functional Requirement Specifications<br />
18. System should have standard <strong>for</strong>mats of promotion orders available in the<br />
system<br />
19. System should generate on-line promotion orders<br />
20. Policy <strong>for</strong> Salary revision, Increments consequent upon Promotions should be<br />
maintained in the system on-line and trigger them <strong>for</strong> pay fixation process in<br />
related module<br />
21. System should have the facility to send a communication to the employee in case<br />
he is promoted<br />
22. Concerned authority should have the provision to update employee database and<br />
gradation list in the system if not auto triggered<br />
Department of Finance, GoMP 153
Attachment B<br />
Functional Requirement Specifications<br />
2.7.2 Time Bound Pay Scale Enhancement (Kramonati)<br />
Table 67: Business Requirement Specification - Time Bound Pay Scale Enhancement (Kramonati)<br />
Business Requirement –Promotion<br />
Sr. No.<br />
Requirement Description<br />
1. System should be able to define cadre specific and/or general rules in the system<br />
<strong>for</strong> Time Bound Pay Scale Enhancement (Kramonati)<br />
2. System should be able to generate timely triggers indicating the due date <strong>for</strong><br />
Time Bound Pay Scale Enhancement (Kramonati) in all cases<br />
3. System should check mandatory conditions, such as completion of required<br />
service period (completion of required service period) at the post on which Time<br />
Bound Pay Scale Enhancement (Kramonati) to be given<br />
4. System have integration with "Cadre <strong>Management</strong>" <strong>for</strong> accessing gradation lists<br />
5. System should update employee's grade & pay scale/ pay band / grade pay<br />
details resulting due to the decisions<br />
6. System should access CR Grades & Per<strong>for</strong>mance Appraisal of employee <strong>for</strong><br />
required period<br />
7. System should have access to other reports of employee to be considered by<br />
KC, e.g. DE/No event (Police or Lokayukt enquiry etc), etc<br />
8. System should be able to generate final gradation list to be submitted to DPC<br />
9. System should be able to generate lists of employees in zone of consideration as<br />
per cadre/general Time Bound Pay Scale Enhancement (Kramonati) rules<br />
10. System should record details of promotion declined earlier by employees in zone<br />
of consideration<br />
11. System should be able to depict CR grades of each employee in zone of<br />
consideration <strong>for</strong> the period as defined by the specific cadre/related general<br />
Time Bound Pay Scale Enhancement (Kramonati) rules<br />
12. System should be able to generate online fit list of employees as decided by KC<br />
13. System should be able to defer grant of Time Bound Pay Scale Enhancement<br />
(Kramonati) to employees from against whom DE/other events are pending till<br />
a final decision in the matter is taken and recorded in the system<br />
14. System should have standard <strong>for</strong>mats of Time Bound Pay Scale Enhancement<br />
(Kramonati) orders available in the system<br />
15. System should generate on-line orders<br />
16. Policy <strong>for</strong> Salary revision, Increments consequent upon Time Bound Pay Scale<br />
Enhancement (Kramonati) should be maintained in the system on-line and<br />
trigger them <strong>for</strong> pay fixation process in related module<br />
17. System should have the facility to send a communication to the employee in case<br />
he is promoted<br />
Department of Finance, GoMP 154
Attachment B<br />
Functional Requirement Specifications<br />
18. Concerned authority should have the provision to update employee database and<br />
gradation list in the system if not auto triggered<br />
19. System should be able to define rules <strong>for</strong> Time Bound Pay Scale Enhancement<br />
(Kramonati), scan perquisites & auto generate orders on due dates <strong>for</strong> employees<br />
if auto process enabled<br />
Department of Finance, GoMP 155
Attachment B<br />
Functional Requirement Specifications<br />
2.8 Payroll Processing<br />
Table 68: Functional Requirement Specifications - Payroll Processing<br />
Business Requirement: Payroll Processing<br />
S. No Requirement Description<br />
1. The system shall record, as a minimum, the following data:<br />
• Job classifications and descriptions<br />
• Employee status codes and descriptions<br />
• Salary & allowance codes, descriptions and Tax indicators<br />
• Deduction codes and descriptions<br />
• Beneficiaries <strong>for</strong> deductions (Account code, individuals etc.)<br />
• Location (Disbursement Centre) codes and descriptions<br />
• Treasury Office/District code and names<br />
• Leave codes and descriptions<br />
• Payroll Calendar<br />
• Pay scale number, Pay scales, Pay scale description<br />
2. The system should provide facilities to add, modify, reclassify or abolish job<br />
positions in accordance with the approved manpower ceiling. In particular,<br />
the following data should be recorded in the system as a minimum:<br />
• Position Number<br />
• Designation<br />
• Position Category<br />
• State Institution<br />
• Division/Department<br />
• Job Classification<br />
• Occupant’s employee identification number<br />
• Position creation date (date created in the position list)<br />
• Position status {permanent/temporary/occupied | vacant<br />
|unfunded}<br />
• Occupancy History<br />
• Start Date<br />
• End Date<br />
3. The system allow receipt of attendance / leave records from:<br />
• All locations (HOO)<br />
• All departments<br />
4. The system should make New Pension Scheme (NPS) deductions from<br />
employee salary as per grade.<br />
5. The system should allow park payroll run <strong>for</strong> those employees whose<br />
attendance, leave or other related records are missing, or cannot be<br />
processed.<br />
Department of Finance, GoMP 156
Attachment B<br />
Functional Requirement Specifications<br />
6. The system should check the leave sanction records <strong>for</strong> each employee.<br />
7. The system calculate basic pay, pay band, grade pay <strong>for</strong> each employee based<br />
on:<br />
• Standard salary rate <strong>for</strong> the employee<br />
• Attendance, leave, , etc based on data received<br />
8. The system should accommodate adjustment <strong>for</strong> the previous period's<br />
attendance.<br />
9. The system should allow automatic calculation of Payroll based on the above<br />
inputs.<br />
10. The monthly salary be calculated from:<br />
• Base salary<br />
• Overtime (calculated at hourly rates)<br />
• Allowances (regular monthly)<br />
• Allowances (one-off additions)<br />
• Duty allowances<br />
• Allowances based on a % to basic salary<br />
• Allowance based on a particular shift such as Night shift allowance<br />
• Deductions <strong>for</strong> absence (calculated at hourly rates)<br />
• Standard deductions (regular monthly)<br />
• One-off deductions<br />
• Deductions uploaded from other systems such as TDS, Staff<br />
Advance, Co operative recoveries etc.<br />
11. The System should be able to itemize by employee <strong>for</strong> reporting purposes.<br />
12. System should itemize all the above on the pay slip.<br />
13. The system should keep track of vacation days so that vacation pay<br />
entitlement can be paid as & when required.<br />
14. The system should track any restriction on the number of allowances which<br />
can be paid to employees.<br />
15. The system should track any restriction on the number of Deductions which<br />
can be made in the pay roll system.<br />
16. The system should allow repatriation accruals to be calculated based on<br />
contract period and probability of extension.<br />
17. The system should allow deductible EMI be entered <strong>for</strong> the period <strong>for</strong><br />
which it is to be deducted based on sanction orders<br />
18. The system should stop EMI deduction automatically after end of the<br />
period.<br />
19. System should allow arrears of salary be paid <strong>for</strong> the adjustment of salary <strong>for</strong><br />
the previous period by giving range of months/ Period.<br />
20. The system should automatically calculate all the dependent components in<br />
the Payroll, as per GoMP regulation<br />
Department of Finance, GoMP 157
Attachment B<br />
Functional Requirement Specifications<br />
21. The system should automatically check <strong>for</strong> deduction dues status be<strong>for</strong>e a<br />
person leaves <strong>for</strong> vacation.<br />
22. The system should maintain grades and associated deductions <strong>for</strong> all<br />
employees.<br />
23. The system should automatically update payroll calculation rules whenever<br />
an employee's grade changes.<br />
24. The system should handle more than one type of payroll - e.g. regular<br />
employees paid monthly and temporary/contract staff paid irregularly work<br />
changed / contingency employee.<br />
25. Some of the reports which should be available:<br />
• Employee status<br />
• Payroll rejection<br />
• Bank deposit details<br />
• Employee pay history<br />
• New employees list<br />
• Departed employees list<br />
• Salary increases (confidential)<br />
• Warnings list (confidential)<br />
• Vacation pay accruals by department<br />
• Indemnity accruals by department<br />
• Wages cost by department and category<br />
• Wages including on costs by department and category of staff<br />
• Deductions / Deposits list giving employee wise amount deducted<br />
• Cash advances list employee<br />
• Accident penalty list employee<br />
• Other deduction<br />
• Salary Register<br />
• Salary slips in soft copy uploaded to employee webpage<br />
26. The system should calculate Leave / Vacation Settlement <strong>for</strong> an employee<br />
based on:<br />
• Leave Records<br />
• Eligibilities<br />
• Leaves Earned<br />
• Date of Vacation start<br />
27. The system should automatically block payroll processing <strong>for</strong> an employee<br />
based on his vacation date.<br />
Department of Finance, GoMP 158
Attachment B<br />
Functional Requirement Specifications<br />
28. The system should maintain vacation / leave resumption details of each<br />
employee.<br />
• Leave eligibility<br />
• Applied duration of Leave<br />
• Actual duration of Leave<br />
• Excess days (Actual - Applied)<br />
• Less days (Applied - Actual)<br />
29. System should automatically release payroll block once the employee's<br />
vacation / leave resumption notification is received.<br />
30. System should per<strong>for</strong>m deductions based on Excess / fewer days based on<br />
vacation / leave duration.<br />
31. System should per<strong>for</strong>m deductions based on Excess / Less days paid based<br />
on Vacation / Leave start date<br />
32. The system should maintain records of employees who encash their<br />
Vacation<br />
33. The system should allow instruction to be given to Finance on whether to<br />
make the deduction payments in Cash or Advance.<br />
34. The system should capture cash advances paid to employees.<br />
35. The system / module should enable payment to be made on specific dates,<br />
<strong>for</strong> example, salary paid on last day in each month.<br />
36. The system should make available security controls to limit access to<br />
specified personnel.<br />
37. System should allow viewing of data as per employee on line by those<br />
permitted access.<br />
38. The system should have an interface with Disbursement and accounts<br />
module to transfer the payroll related in<strong>for</strong>mation.<br />
39. The system should be flexible enough to provide and restrict access to tasks<br />
within Payroll between users of HR and Finance according to the<br />
requirement.<br />
40. The system should up load data / interact with other modules as required.<br />
41. The system should be able to associate one salary grade code to other salary<br />
grade<br />
42. The system should support exceptions to CCA in case of any salary increases<br />
and promotions<br />
43. The system should be able to define compensation elements like HRA,<br />
compensatory Allowance, Transport Allowance etc.<br />
44. The system should be able to define eligibility of compensation elements to<br />
jobs, positions, grades etc.<br />
Department of Finance, GoMP 159
Attachment B<br />
Functional Requirement Specifications<br />
45. The system should be able to assign compensation elements to employees<br />
automatically<br />
46.<br />
The system should be able to define security <strong>for</strong> view and entry of<br />
compensation data.<br />
47. The system should send a message to the employee in case his / her salary is<br />
not getting calculated due to reasons like rejoining application not filled after<br />
returning from leave or any other reason<br />
48.<br />
The system should be able to calculate and generate salary bill<br />
49. The system should compute manually & automatically the values of earnings<br />
and deductions by using standard <strong>for</strong>mulas<br />
50. The system should support detailed payroll calculations using conditional<br />
logic and references to any module<br />
51. The system should maintain/ configure pay elements like LT, leave and<br />
Medical etc.<br />
52. The system should allow restriction of administrative functions to a few<br />
selected payroll users<br />
53. The system should allow the display of only selected menu options/ <strong>for</strong>ms<br />
based on the role of the user<br />
54.<br />
The system should upload payroll history data<br />
55. The system should maintain slab wise details <strong>for</strong> all statutory elements like<br />
Income Tax, etc. as well as user defined elements<br />
56. The system should indicate taxable earnings, deduction priority, carryover,<br />
partial recovery etc.<br />
57. The system should view pay related details via reports and queries<br />
58. The system should calculate following kinds of pay elements Basic/ Leave<br />
Encashment/ Joining Bonus ,Special Pay/ Allowance, Dearness Allowance,<br />
House Rent Allowance, City Compensatory Allowance, Tuitions Fees,<br />
Children’s Education Allowance, Washing Allowance, Conveyance<br />
Allowance, Transport Allowance, Others (User Defined)<br />
59. The system should allow deductions that might be either GoI rules, State<br />
Rules or Local <strong>org</strong>anization rules like General Provident Fund, Festival/<br />
Grain Advance, Natural Calamity Advance, Cycle/ Scooter Advance,<br />
Income Tax/ Surcharge, Employee Welfare fund, Others (User Defined)<br />
60. The system should record Loans & Advance payments details like Interest<br />
Free Advances, Short Term Advances, Long Term Advances (Interest<br />
Bearing Advances), etc.<br />
61. The system should allow the cap of deductions at user defined fixed values<br />
or as a percentage of some pay elements<br />
Department of Finance, GoMP 160
Attachment B<br />
Functional Requirement Specifications<br />
62. The system should allow calculation of one time payment of allowance and<br />
deductions by amount, days , percentage etc.<br />
63. The system should allow input of start and end date <strong>for</strong> recurring payment /<br />
deductions<br />
64. The system should support any ad hoc basis payment recalculation during<br />
the payroll run while preserving the run’s other results.<br />
65. The system should monitor regular payroll cycle from data entry to fully<br />
reconciled results<br />
66.<br />
The system should view complete history of payroll results<br />
67. The system should mark erroneous calculations <strong>for</strong> retry while keeping<br />
reconciled calculations intact<br />
68. The system should automatically detect the changes made in the past that<br />
would impact payroll and run retro pay <strong>for</strong> those employees<br />
69. The system should calculate Payroll online<br />
70. The system should calculate an individual’s payment online<br />
71. The system should view pay slip online<br />
72. The system should update balances immediately upon calculation<br />
73. The system should maintain complete taxation rules defined as part of the<br />
pay structures configuration<br />
74. The system should configure various tax rules (e.g. Income tax, Professional<br />
taxes, etc ) on basis, method of calculation, Default percentage rates, General<br />
accounts to which tax effects may be posted, Applicable State etc.<br />
75. The system should generate reports / certificates (user defined <strong>for</strong>mat with<br />
reference number)<br />
76. The system should project tax liability of an employee <strong>for</strong> the period within a<br />
tax calendar and providing tax planners to the employee<br />
77. The system should support separate tax tables <strong>for</strong> bonus pay calculations<br />
78. The system should handle exemptions and rebates as per the Income Tax<br />
Rules<br />
79. The system should calculate HRA Rebate<br />
80. The system should handle LTC and Medical exemptions as per the Income<br />
Tax Rules<br />
81. The system should generate automatically employer/employee returns in pdf<br />
or any other <strong>for</strong>mat<br />
82. The system should process out-of-sequence checks (pay slip) e.g. in the cases<br />
of transfers in middle of month<br />
83.<br />
The system should display the status of the Payroll calculations<br />
Department of Finance, GoMP 161
Attachment B<br />
Functional Requirement Specifications<br />
84. The system should run Payroll multiple times be<strong>for</strong>e finalization to ensure<br />
accurate pay computation<br />
85. The system should maintain start and stop dates <strong>for</strong> deductions on the<br />
Employee Master file<br />
86. The system should define element categories and associated taxation<br />
87. The system should make deduction amounts negative<br />
88. The system should include reverse deduction in next pay cheque if<br />
incorrectly withheld<br />
89. The system should determine deduction amounts by amount and percent of<br />
earnings<br />
90.<br />
The system should prioritize deductions by using the deduction code<br />
91. The system should apply or stop various deductions based on employee<br />
status changes (e.g., Leave Of Absence, term)<br />
92. The system should record Statutory In<strong>for</strong>mation & generate Reports<br />
93. The system should approve employee tax declaration<br />
94. The system should generate Pay slip in Bilingual (English, Hindi) along with<br />
pay elements<br />
95. The system should provide details of Earnings, deductions, Perquisites,<br />
Employer Charges, Income Tax Summary, Leave Details etc.<br />
96. The system should generate employee fund transfer Report<br />
97. The system should automatically update Payroll database <strong>for</strong> changes in<br />
employee record without interfering with payroll processing (e.g.<br />
Promotions in the middle of month, etc)<br />
98. The system should automatically update payroll database when pay rate<br />
changes due to any reason <strong>for</strong> e.g. promotion, pay commission, etc.<br />
99. The system should make Back dated calculations<br />
100. The system should reflect payroll adjustments in correct pay period<br />
101. The system should have a full and Final settlement process in place<br />
102. The system should generate arrear calculation <strong>for</strong> a defined period when<br />
salary enhancements (salary & allowances) are revised from retrospective<br />
effect<br />
103. The system should generate slandered deductions calculations on arrear<br />
amount calculated (IT, deductions based on % of salary component, e.g<br />
house rent (license fee)<br />
104. System should generate month-wise Due & Drown statement <strong>for</strong> arrears<br />
calculated citing reference of drawn amount (Treasury Voucher No & date)<br />
105. The system should generate electronic schedules of all deductions<br />
106. The system should port arrear claim data into DDO Accounting System on<br />
Arrear Pay Bill<br />
107. The system should record disbursal details on the bill (employee/ claimant<br />
Bank particulars and account number)<br />
Department of Finance, GoMP 162
Attachment B<br />
Functional Requirement Specifications<br />
108. The system should update original payment entries after disbursal<br />
109. The system should update employee database after disbursal<br />
Department of Finance, GoMP 163
Attachment B<br />
Functional Requirement Specifications<br />
2.9 Other Employee Entitlement<br />
2.9.1 Other Employee Entitlement (Loans and Advances)<br />
Table 69: Functional Requirement Specification - Other Employee Entitlement (Loans and Advances)<br />
Business Requirement: Other Employee Entitlement (Loans & Advances)<br />
S. No Requirement Description<br />
1. The system should calculate entitlement based on defined rules.<br />
2. The system should enable analytics on entitlement payouts by cadre /<br />
department / position.<br />
3. The system should generate alerts on default when applications are uploaded.<br />
4. The System should have the facility to define multiple types of loans and<br />
Advances application <strong>for</strong>mats:<br />
• Bicycle<br />
• Scooter<br />
• Car<br />
• House Building<br />
• Tour<br />
• Computer<br />
• Festival<br />
• Grain<br />
• From Provident Fund<br />
• Pay on Transfer<br />
5. The System should allow users to define loan eligibility criteria / repayment<br />
& also the recovery process.<br />
6. The System should allow integration with payroll module <strong>for</strong> the choice of<br />
mode of payment<br />
7. The System should be able to capture repayment conditions (no. of<br />
installments, rate of installment)<br />
8. The System would definition of hierarchical workflows <strong>for</strong> uploading<br />
application <strong>for</strong>m <strong>for</strong> approval of loans/advances<br />
9. The System should have integration with employee service records <strong>for</strong> check<br />
of eligibility of loan and loan amount<br />
10. The system should have the provision <strong>for</strong> employee to submit in<strong>for</strong>mation of<br />
Loans / Advances from other than Government Agencies.<br />
11.<br />
The System should be able to allow creation/filling of loan applications<br />
based on the checks such as available allocation of funds, Basic Pay of<br />
individual, duration of service, number of times advance is availed<br />
Department of Finance, GoMP 164
Attachment B<br />
Functional Requirement Specifications<br />
2.9.2 Other Employee Entitlement [Claims (TA & Medical Reimbursement)]<br />
Table 70: Functional Requirement Specification - Other Employee Entitlement [Claims (TA &<br />
Medical Re-imbursement)]<br />
Business Requirement: Other Employee Entitlement [Claims ( TA & Medical reimbursement)]<br />
S. No Requirement Description<br />
1. The system should calculate entitlement based on defined rules.<br />
2. The system should enable analytics on entitlement payouts by cadre /<br />
department / position.<br />
3. The system should generate schedules of adjustments/repayments and<br />
calculate deviations.<br />
4. The system should generate alerts on default.<br />
5. System should allow user to define supporting documents required (if<br />
necessary) <strong>for</strong> each type of claim<br />
6. System should allow user to define the employee grade wise eligibility of the<br />
claim limits<br />
7. System should allow user to define the approving authority <strong>for</strong> every type of<br />
claimant. Approving authority will authorize the purpose of expense<br />
8. System should allow user to submit claim <strong>for</strong> a single expense as well as<br />
multiple expenses<br />
9. System should allow submitted claim to be submitted to the DDO<br />
10. System should allow the appropriate authority to approve the claim<br />
11. System should be able to capture the eligibility requirement <strong>for</strong> availing LTA<br />
12. System should be able to calculate employee wise eligibility <strong>for</strong> LTA<br />
13. System should allow user to define the eligibility of medical claims<br />
14. System should have integration with payroll module <strong>for</strong> processing of<br />
reimbursements<br />
15. System should be able to track utilization of LTA and medical claims by<br />
employees<br />
16. System should allow hierarchical approval to application <strong>for</strong> non-core<br />
benefits<br />
Department of Finance, GoMP 165
Attachment B<br />
Functional Requirement Specifications<br />
2.10 Transfer Posting, Joining and Deputation<br />
2.10.1 Transfer Posting, Joining and Deputation<br />
Table 71: Functional Requirement Specification - Transfer Posting and Joining<br />
Business Requirement: Transfer Posting and Joining time<br />
S. No Requirement Description<br />
1. Should define Transfer Policy Parameters in the System<br />
2. Issuance of Transfer Order Activity <strong>for</strong> relieving of any employee on Study<br />
Tour and other reason at CCA, LPC also issuing online by CCA<br />
3. Should define cadre-wise HRD parameters/requirements (<strong>for</strong> job rotation) in<br />
the system<br />
4. Should define general policy of postings notified by government/<br />
departments, e.g. Husband/Wife to be located at the same HQ town;<br />
relocated to identified place (..) years be<strong>for</strong>e superannuation; not more than<br />
(..)years in difficult locations (e.g. tribal area)<br />
5. Should define pre-qualification (academic/professional/experience)<br />
requirements <strong>for</strong> specific posts (usually needed <strong>for</strong> deputation postings, etc)<br />
6. The system should identify vacant posts <strong>for</strong> transfer and should included<br />
deputation and other requirements necessitating transfers.<br />
7. The system should allow generating of Transfer Proposals/Orders <strong>for</strong><br />
transfer of employees from one location to another.<br />
8. The system should generate list of employees in each cadre coming under<br />
zone of consideration as per policy parameters<br />
9. The system should provide the "current location" of an employee at all times.<br />
10. The system should take requests <strong>for</strong> transfer uploaded in system from<br />
employees<br />
11. The system should match the position requirement with the employee profile<br />
12. The system should capture transfer requirements on the bases of<br />
administrative action (suspension/DE/complaint/etc)<br />
13. The system should match transfer requirement with the transfer location<br />
wish-list of the employees.<br />
14. The system should generate a short-list of transfers and postings based on<br />
redefined parameters by CCA/DTB<br />
15. The system should allow CCA/DTB to add/drop names from short-list and<br />
regenerate fresh lists with required alternatives<br />
16. The system should allow CCA/DTB to finalize transfer list<br />
Department of Finance, GoMP 166
Attachment B<br />
Functional Requirement Specifications<br />
17. The system should publish final transfer list on department’s website<br />
18. The system should generate the "Transfer details" <strong>for</strong> employee when he is<br />
transferred from one location to another<br />
19. The system should be able to generate the Transfer order<br />
20. The system should be able to send the approved Transfer Order<br />
automatically to authorized personnel according to internal defined hierarchy.<br />
21. The system should generate a warning incase the employee has not joined the<br />
location within the specified period of time.<br />
22.<br />
The system takes a note of the further action to be taken after CCA/HOO<br />
discussion with the employee in case he/she has not joined the new location<br />
within a stipulated period of time?<br />
23. The system should support maintenance of data in case the employee has<br />
asked postponing of date.<br />
24. The system should update the employee master on relocation or transfer of<br />
an employee from one place to another or one department to another.<br />
25. The system should allow updation & maintenance of transfer details in the<br />
employee record with the transfer details.<br />
26. The system should maintain transfers that are to be issued in the future, e.g.<br />
on deputation/self relocation request<br />
27. If there is a change in the salary & perks of an employee due to transfer, the<br />
system should be able to maintain a record of such a change:<br />
• Standard salary rate <strong>for</strong> the employee<br />
• Employee data received<br />
28. The system should update employee data and gradation list.<br />
Department of Finance, GoMP 167
Attachment B<br />
Functional Requirement Specifications<br />
2.10.2 Deputation<br />
Table 72: Functional Requirement Specification- Deputation<br />
Business Requirement: Deputation<br />
S. No Requirement Description<br />
1. The system should generate circulars <strong>for</strong> deputation vacancies.<br />
2. The system should receive nominations <strong>for</strong> deputation vacancies.<br />
3. The system should shortlist nominations <strong>for</strong> deputation based on:<br />
• Educational Qualifications<br />
• Experience<br />
• Scale of Pay<br />
• Hierarchical Grouping of Post<br />
4. The system should prepare post-wise seniority list of employees applying /<br />
due <strong>for</strong> deputation.<br />
5. The system should allow recording of deputation details such as:<br />
• Start date and end date of deputation period<br />
• Post Deputed to<br />
• Office Deputed to<br />
• Section Deputed to<br />
• Deputation Pay Scale<br />
• Deputation Allowance<br />
• Terms and conditions of deputation<br />
6. The system should generate final list of people to be deputed department<br />
wise based on decision of acceptance of borrowing <strong>org</strong>anization and DTB<br />
7. The system should issue letters:<br />
• Relieving Letter<br />
• Joining Letter<br />
8. The system should be capable to auto update employee database.<br />
9. The system should update gradation list automatically on employee joining<br />
deputation post.<br />
Department of Finance, GoMP 168
Attachment B<br />
Functional Requirement Specifications<br />
2.11 Employee Grievance Redressal<br />
Table 73: Functional Requirement Specification - Employee Grievance Redressal<br />
Business Requirement: Employee Grievance<br />
S. No Requirement Description<br />
1. The system should generate bilingual grievance <strong>for</strong>m.<br />
2. The system should allocate unique number (ID) <strong>for</strong> grievance tracking. and<br />
maintain case history with essential data like:<br />
• Employee ID<br />
• Brief description about the grievance<br />
• Date of grievance filed<br />
• Status<br />
• Last decision<br />
3. The system should allow in<strong>for</strong>mation/event tracking<br />
4. The system should generate periodic reports <strong>for</strong> the grievances redressal<br />
5. The system should keep record of grievance redressal status in related<br />
database.<br />
6. System should support online transfer of documents among offices of<br />
departments<br />
7. System should support online approvals as per the responsibility matrix<br />
defined in the system<br />
8. The system should allow users to define the categories of grievances.<br />
9. The system should generate statement of pending cases on a<br />
monthly/periodic basis which describes the status of the cases.<br />
10. The system should allow user to file appeal against the decision in a case.<br />
11. The system should track the number of appeals made by the employees in<br />
case of CCA<br />
12. The system should support searching of case by employee number, employee<br />
name, grievance ID number etc.<br />
13. The system should have the ability to generate required Formats and Letters<br />
14. The system should have the ability to generate list of open/pending/closed<br />
cases at any point of time.<br />
15. The system should have the provision to key in the date of explanation called<br />
<strong>for</strong> and the reply with reference (date).<br />
16. The system should have the provision <strong>for</strong> recording grievance proceedings<br />
automatically and affect compensation/ progression as per decision on the<br />
grievances<br />
17. The system should capture/track if employee has filed appeal against the<br />
decision of CCA in any case<br />
18. The system should have the ability to generate <strong>for</strong>warding letter <strong>for</strong><br />
investigation of cases<br />
Department of Finance, GoMP 169
Attachment B<br />
Functional Requirement Specifications<br />
19. The system should have the ability to key in investigation officer’s name and<br />
it’s SR No., Posting etc confidential.<br />
20. The system should have the ability to capture investigation report (by date).<br />
21. The system should be able to generate List of Pending<br />
Investigation/grievances/appeal cases Report.<br />
22. The system should have the facility to close the case and upload<br />
report/decision in the system.<br />
Department of Finance, GoMP 170
Attachment B<br />
Functional Requirement Specifications<br />
2.12 Departmental Enquiry<br />
Table 74: Functional Requirement Specification - Departmental Enquiry<br />
Business Requirement: Department Enquiry<br />
S. No Requirement Description<br />
1. The system should generate ID when a DE is proposed in the system. The<br />
unique ID <strong>for</strong> each case maintain case history with essential data like:<br />
• Employee ID<br />
• Category of charge (Major/Minor)<br />
• Show-cause issued<br />
• Employee reply received<br />
• Charge sheet issued<br />
• Employee reply received<br />
• Brief description about the charge<br />
• Date and number of charge sheet<br />
• Status<br />
• Last decision<br />
2. MP Civil Service: Conduct rule and CCA rules shown in master <strong>for</strong> all user<br />
3. The system should maintain all online records of departmental enquiry.<br />
4. The system should allow users to define the categories of misconducts and<br />
rules under which DE could be initiated.<br />
5. The system should have standard <strong>for</strong>ms and letters in the workflow <strong>for</strong><br />
important communications<br />
6. The system should allow authorized users to upload show-cause notice &<br />
charge-sheet against an employee<br />
7. The system should allow employee against whom DE is instituted to upload<br />
replies, representations to CCA<br />
8. The system should generate alerts if SLAs defined <strong>for</strong> each activity in the<br />
process are not followed<br />
9. The system should generate statement of pending cases on a monthly basis<br />
which describes the status of the cases.<br />
10. The system should allow user to file appeal against the decision of a case.<br />
11. The system should track the number of appeals made by the employee.<br />
12. The system should support searching of case by employee number (ID),<br />
employee name, case number (ID) etc.<br />
13. The system should have the ability to feed the data of warnings/<br />
displeasures/ censures communicated to the employee or exoneration in the<br />
DE cases.<br />
14. The system should have the ability to generate list of opened/pending/closed<br />
cases.<br />
Department of Finance, GoMP 171
Attachment B<br />
Functional Requirement Specifications<br />
15. The system should have the ability to feed ‘Suspension cases/Police,<br />
Lokayukt, EOW Cases/Sanction <strong>for</strong> prosecution cases (with details of date of<br />
suspension, etc)<br />
16. The system should have the ability to generate letters/Orders pertaining to<br />
Suspensions/ Revocation of suspensions.<br />
17. The system should have the ability to record details of date of<br />
Suspensions/date of revocation of suspension/ misconduct / cause of<br />
suspension/treatment of period of suspension with communication to related<br />
module (Payroll Processing, Employee Database).<br />
18. The system should have the ability to communicate details of compulsory<br />
retirement, termination or dismissal as a result of disciplinary proceedings to<br />
employee exit module<br />
19. The system should have the provision to key in the date of explanation called<br />
<strong>for</strong> and the reply date.<br />
20. The system should have the provision <strong>for</strong> recording DE proceedings should<br />
automatically effect compensation/ progression as per decision of DE<br />
21. The system should have the ability to key in investigation officer’s name and<br />
SR No., Posting etc in case of pending Police, Lokayukt, and EOW<br />
investigation.<br />
22. The system should have the ability to capture investigation report date.<br />
23. The system should be able to generate List of Pending Investigation Report.<br />
24. The system should have the facility to close the case.<br />
25. The system should have the ability to generate FIR if DE results in need <strong>for</strong><br />
prosecution under CRPC.<br />
Department of Finance, GoMP 172
Attachment B<br />
Functional Requirement Specifications<br />
2.13 Employee Exit<br />
2.13.1 Employee Exit - Superannuation<br />
Table 75: Functional Requirement Specifications - Employee Exit: Superannuation<br />
Business Requirement: Employee Exit – Superannuation<br />
S. No Requirement Description<br />
1. The system should generate employee wise terminal benefit calculation sheet<br />
<strong>for</strong> each type of benefit.<br />
2.<br />
The system should prepare the final settlement advise to Accounts from HR.<br />
3. The system should maintain a record of the amount payable / receivable<br />
from exiting employee.<br />
4. The system should generate the relieving letter <strong>for</strong> an employee.<br />
5. The system should generate the Salary certificate (LPC) <strong>for</strong> an employee /<br />
ex-employee.<br />
6. The system should maintain an ex-employee account.<br />
In case amount is receivable from an employee, the system should maintain<br />
an account of the amount due and reflect any changes therein.<br />
7. The system should generate letters <strong>for</strong> communication on the amount due<br />
from the employee (e.g. three electronically generated reminders in last two<br />
months).<br />
8. In case an employee has been given an additional charge, the system should<br />
be able to maintain the record <strong>for</strong> the same with relation to skill set & the<br />
portfolio assigned to the employee.<br />
9.<br />
The system generates retirement orders.<br />
10. The system should stop GPF deductions 4 months prior to retirement date<br />
of employee.<br />
11. On the exit of an employee, the system should generate a letter <strong>for</strong> in<strong>for</strong>ming<br />
the Bank of the same.<br />
Department of Finance, GoMP 173
Attachment B<br />
Functional Requirement Specifications<br />
2.13.2 Employee Exit: Other Exits (Death, Termination, VRS and<br />
Resignation, Compulsory retirement and Absorption/ Samvillyan)<br />
Table 76: Functional Requirement Specification - Employee Exit: Other Exits (Death, Termination,<br />
VRS and Resignation, Compulsory retirement and Absorption/ Samvillyan)<br />
Business Requirement: Employee Exit : Other Exits (Death, Termination, VRS and<br />
Resignation, Compulsory retirement and Absorption/ Samvillyan)<br />
S. No Requirement Description<br />
1. In case employ exit, the system should generate the Clearance Certificate <strong>for</strong><br />
the employee & electronically route it through workflow. System updates the<br />
employee records accordingly with the employees date of leaving<br />
2. The system should required exit orders <strong>for</strong> employees’ exit<br />
3. The system should generate employee wise terminal benefit calculation sheet<br />
<strong>for</strong> each type of benefit<br />
4. The system should prepare the final settlement advise to Accounts from HR<br />
5. The system maintain a record of the amount payable / receivable from<br />
exiting employee<br />
6. The system should generate the Salary certificate <strong>for</strong> an employee / exemployee<br />
7. The system should maintain an ex-employees account<br />
8. In case amount is receivable from an employee, the system should maintain<br />
an account of the amount due and reflect any changes therein<br />
9. On the exit of an employee, the system should generate a letter <strong>for</strong> in<strong>for</strong>ming<br />
the Bank of the same<br />
Department of Finance, GoMP 174
Attachment B<br />
Functional Requirement Specifications<br />
2.14 Court Cases<br />
Table 77: Functional Requirement Specification - Court Cases<br />
Business Requirement - Court Cases<br />
S. No Requirement Description<br />
1. The system should submit the verdict and action plan concerned authority<br />
2. The system should keep record of legal issues.<br />
3. The system should Allocate unique case tracking number.<br />
The system should generate reports at regular intervals which are submitted<br />
4. <strong>for</strong> review on line to concerned officers<br />
5. The system should provide <strong>for</strong> generation of orders of PO’s appointment<br />
The system should manage particulars of all the relevant constituents and<br />
6. parties involved in a case.<br />
The system should efficiently manage the process, path and milestones as the<br />
7. case progresses to final outcome<br />
The system should generate alerts <strong>for</strong> all concerned at important stages of<br />
8. case progress (reply/evidence/hearing/verdict)<br />
The system should allow multiple channel access to those managing the case<br />
9. and provide in<strong>for</strong>mation to those named as party in the case<br />
The system should manage all types of documentation or their references<br />
10. associated with the case<br />
The system should facilitate/manage all types of correspondence associated<br />
11. with the case<br />
The system should manage all interaction associated with the case including<br />
12. the Legal Case History<br />
The system should closely integrate with all the other modules of the<br />
application like Human Resource, IFMIS and Pension <strong>for</strong> implementation of<br />
13. the case/action plan on verdict.<br />
The system should facilitate interdepartmental case handling, knowledge<br />
sharing and promote accountability<br />
14.<br />
15.<br />
16.<br />
17.<br />
18.<br />
The system should provide a centralized repository of all cases related<br />
in<strong>for</strong>mation, which is available to users based on their role in the<br />
<strong>org</strong>anization.<br />
The system should facilitate search through structure and unstructured<br />
content in the repository<br />
The system should allow users to share sensitive in<strong>for</strong>mation and allow users<br />
to access only those in<strong>for</strong>mation based on their role/SLA that they need to<br />
per<strong>for</strong>m their tasks<br />
The system should allow user to use the custom attributes to capture<br />
in<strong>for</strong>mation across all cases or cases of a specific type as well as be used as<br />
criteria when searching <strong>for</strong> cases<br />
Department of Finance, GoMP 175
Attachment B<br />
Functional Requirement Specifications<br />
19.<br />
20.<br />
21.<br />
The system should allow categorization of cases (Active/ Inactive) <strong>for</strong> future<br />
references in centralized repository<br />
The system should publish frequent areas of disputes and possible resolutions<br />
in KM<br />
Appropriate approval/implementation workflows should be built into the<br />
system<br />
Department of Finance, GoMP 176
Attachment B<br />
Functional Requirement Specifications<br />
2.15 Pension <strong>Management</strong> In<strong>for</strong>mation System<br />
Table 78: Functional Requirement Specification- Pension Module<br />
Business Requirement – Pension Module<br />
S. No Description<br />
Regular Pension Payment Release<br />
The system should be able to generate pension payment schedules as per<br />
1. class/category/chargeability.<br />
The system should be able to calculate entitlements, recoveries and net<br />
2. payable and generate pension bills.<br />
The system should allow users to define the Rules <strong>for</strong> separation –<br />
3. • Class/Category/Chargeability<br />
The system should capture Nomination In<strong>for</strong>mation like Nominee Details,<br />
4. Percentage, Relationship, Guardian In<strong>for</strong>mation <strong>for</strong> minors etc<br />
System would be able to <strong>for</strong>ecast exact pension liability of GoMP based on<br />
5. current status/trend analysis <strong>for</strong> relief enhancement <strong>for</strong> any given period.<br />
System would be able to calculate the pension payment share (e.g. between<br />
6. MP and Chhattisgarh)<br />
The system should automatically calculate all the dependent components in<br />
7. the Pension, as per GoMP regulation<br />
The system should make available security controls to limit access to<br />
8. specified personnel.<br />
System should allow viewing of data as per employee / pensioner on line by<br />
9. those permitted access.<br />
The system should have an interface with Disbursement and accounts<br />
10. module to transfer the pension related in<strong>for</strong>mation.<br />
The system should be flexible enough to provide and restrict access to tasks<br />
11. between users of Pension, HR and Finance according to the requirement.<br />
12. The system should up load data / interact with other modules as required.<br />
The system should allow the display of only selected menu options/ <strong>for</strong>ms<br />
13. based on the role of the user<br />
14. The system should upload pension history data<br />
15. The system should view pay related details via reports and queries<br />
The system should monitor regular pension cycle from data entry to fully<br />
16. reconciled results<br />
17. The system should view complete history of pension payroll results<br />
Workflow and logic will be built into the system i.e. system will be<br />
programmed to handle activities like:<br />
18. • Reducing the family pension automatically after the stipulated time<br />
Department of Finance, GoMP 177
Attachment B<br />
Functional Requirement Specifications<br />
Business Requirement – Pension Module<br />
S. No Description<br />
19.<br />
20.<br />
21.<br />
22.<br />
23.<br />
24.<br />
25.<br />
26.<br />
27.<br />
• Timely stoppage of the deductions of commuted portion<br />
automatically<br />
Web based facility will be built into the system so that banks can upload<br />
scans of life certificates / finger prints / death certificate / change request<br />
(<strong>for</strong> e.g. pension to family pension) / transfer submitted to them by<br />
pensioners. Link will be built into the system so that pension department will<br />
be able to view whether a pensioner has submitted Life certificate.<br />
System should be able to generate alerts and exception reports where excess<br />
funds have been released to the Central Record Keeping Agency.<br />
Report to be generated <strong>for</strong> any new addition / deletions in the pensioners<br />
and also reason why the number may have changed. E.g. in month 1, the<br />
system reports 100 pensioners. In Month 1, the system reports that 12<br />
pensioners have dropped out (expired) and 6 new pensioners have come in.<br />
In such cases, the system should allow business intelligence features i.e.<br />
“drill-down” reporting so that DPPFI can view summary details of these<br />
changes to pensioner database as well as pull up details of individual<br />
pensioners.<br />
Repository of Pension rules and subsequent amendments in the rules will be<br />
handled by the system through KMS (Knowledge <strong>Management</strong> System). All<br />
circulars related to pension will be available online and can be accessed<br />
anytime<br />
Authority map / alerts checks / exception reports / logins / escalation<br />
matrix etc. which will be built into the system<br />
In case of Anticipatory pension, if PPO is generated system will block<br />
Anticipatory pension payment and vice versa. Where anticipatory pension<br />
has been granted because of an event like a court case on pay scale issues <strong>for</strong><br />
that employee, system should allow retrospective calculation of pension<br />
payment schedule and any adjustments <strong>for</strong> excess payments once the court<br />
takes a decision on the applicable pay scale<br />
The system will handle record keeping through Document <strong>Management</strong><br />
System<br />
The system should mark erroneous calculations <strong>for</strong> retry while keeping<br />
reconciled calculations intact<br />
The system should automatically detect the changes made in the past that<br />
would impact pension and run retro pay <strong>for</strong> those pensioners<br />
28. The system should calculate an individual’s payment online<br />
29. The system should update balances immediately upon calculation<br />
The system should maintain complete taxation rules defined as part of the<br />
30. pension structures configuration<br />
Department of Finance, GoMP 178
Attachment B<br />
Functional Requirement Specifications<br />
Business Requirement – Pension Module<br />
S. No Description<br />
31.<br />
32.<br />
33.<br />
The system should generate reports / certificates (user defined <strong>for</strong>mat with<br />
reference number)<br />
The system should handle exemptions and rebates as per the Income Tax<br />
Rules<br />
The system should generate automatically pensioner returns in pdf or any<br />
other <strong>for</strong>mat<br />
34. The system should display the status of the Pension calculations<br />
The system should run Pension Calculations multiple times be<strong>for</strong>e<br />
35. finalization to ensure accurate pay computation<br />
36. The system should make deduction amounts negative<br />
The system should determine deduction amounts by amount and percent of<br />
37. earnings<br />
38. The system should record Statutory In<strong>for</strong>mation & generate Reports<br />
39.<br />
The system should automatically update Pension database <strong>for</strong> changes in<br />
pensioner record without interfering with pension processing (e.g. pensioner<br />
status change in the middle of month, etc)<br />
40. The system should make Back dated calculations<br />
41. The system should maintain individual pensioner’s ledger<br />
Pension Grievance<br />
42. The system should generate grievance <strong>for</strong>m.<br />
43. The system should allocate unique number <strong>for</strong> grievance tracking.<br />
44. The system should generate periodic reports <strong>for</strong> the grievances addressed.<br />
45. The system should keep record of grievance redressal status.<br />
46. System should support online transfer of documents among departments<br />
System should support online approvals as per the matrix defined in the<br />
47. system<br />
48. The system should keep record of pensioner grievance filed.<br />
49. The system should allow users to define the categories of misconducts.<br />
System should generate unique ID <strong>for</strong> each case and maintain case history<br />
with essential data like:<br />
• Pensioner ID<br />
• Brief description about the grievance<br />
• Date of grievance filed<br />
• Status<br />
50. • Last decision<br />
The system should generate statement of pending cases on a monthly basis<br />
51. which describes the status of the cases.<br />
Department of Finance, GoMP 179
Attachment B<br />
Functional Requirement Specifications<br />
Business Requirement – Pension Module<br />
S. No Description<br />
52. The system should allow user to file appeal against the decision of a case.<br />
The system should have online availability of grievance redressal case along<br />
53. with status, responsibility matrix, SLAs<br />
Escalation Matrix will be defined in the system to outline procedures to deal<br />
54. with various categories of complaints depending on their priority.<br />
At the point of data entry, system should allow the operator to select the<br />
55. category and priority of the complaint from drop-down menus.<br />
The system will also have a manual override facility <strong>for</strong> senior officials at<br />
DPPFI. Through this, senior authority can assign a high or low priority to a<br />
56. grievance, regardless of the priority assigned to it initially.<br />
A log file will be maintained in the system of the documents collected. Status<br />
of whether the requested documents have been received will also be<br />
57. updated.<br />
Pensioner will be able to log in with his pensioner ID and check the status of<br />
his/her complaint and what documents remain to be collected <strong>for</strong> further<br />
58. processing<br />
The system will allow an option of “Further Correspondence” <strong>for</strong> a<br />
particular complaint/grievance ID. Any letters/memos drafted by the<br />
dealing official in that case has to be uploaded against that ID. Whether<br />
59. uploaded or not, system will maintain audit trails at all <strong>org</strong>anizational levels<br />
System can also give a list of complaints pending <strong>for</strong> sometime and the<br />
director will have manual override facility of the severity to change the action<br />
60. plan<br />
System alert will be generated in case a complaint has not been resolved<br />
61. beyond a defined response time<br />
62. Role based Grievance handling will be built into the system<br />
63. The system should have required online workflow <strong>for</strong> grievance redressal<br />
64. The system should track the number of appeals made by the pensioner<br />
Pension Revision<br />
65. The system should identify pensioners/cases <strong>for</strong> revisions of pension<br />
The system should enable revisions to take place automatically including<br />
66. pension revision and relief enhancement (through masters modifications)<br />
The system should in<strong>for</strong>m pensioners on revisions and related<br />
67. arrears/recoveries through E mail / sms / post<br />
There shall be a link with repository of rules, so that all the latest as well as<br />
68. old circulars are available at one point.<br />
The system shall identify “NO Change” cases and record this in the history<br />
69. sheet of the case.<br />
Alerts should be generated to the respective authoriries in DPPFI in case a<br />
70. pensioner requests to change to family pension, etc.<br />
71. The system should allow pensioner to be in<strong>for</strong>med about the status of<br />
revision through a web based facility.<br />
Department of Finance, GoMP 180
Attachment B<br />
Functional Requirement Specifications<br />
Business Requirement – Pension Module<br />
S. No Description<br />
revision through a web based facility.<br />
72. The system should update pensioner data<br />
Pension Database <strong>Management</strong><br />
The system should interact with HR Module to receive list and records of<br />
73. new pensioners and pension revisions<br />
The system should update pensioner details based records received from<br />
74. HRMIS<br />
75. The system should upload all the scanned relevant documents of pensioners<br />
The system should permit user / retiree to upload/modify his data like<br />
• Address<br />
• Bank account number<br />
• Email id<br />
• Phone Number<br />
76. • Nominee Details<br />
The system should generate emails/sms on uploading/modification of data<br />
77. to related<br />
78. The system should have a common pensioner database<br />
The system should allow concurrent user access to the database and<br />
79. maintain data integrity<br />
The system should at the same time, allow different users to have access to<br />
80. different data fields all mapping into the common pensioner database<br />
The system should generate & record unique Identification number <strong>for</strong> the<br />
81. pensioner<br />
82. The system should allow pensioner's to view their own records<br />
83. The system should allow pensioner's to edit their own relevant records<br />
The system should allow evaluation and prioritization of the database on<br />
84. user defined criteria<br />
The system should maintain history of each pensioner (grievances etc.) and<br />
85. display / generate reports of the same<br />
The system should allow users to define their own data fields / custom<br />
86. reports<br />
The system should check Departmental Dues/outstanding loans/<br />
87. Government assets (if any) assigned to employee<br />
The system should calculate the pension payout schedules/bills as per the<br />
class/category/ chargeability and any other parameter of separation of one<br />
88. (type) of claim from other<br />
89. The system should maintain pensioners ledgers<br />
Department of Finance, GoMP 181
Attachment B<br />
Functional Requirement Specifications<br />
3. Citizen’s Grievance Redressal<br />
Table 79: Functional Requirement Specifications – Citizen Grievance Redressal<br />
Business Requirement – Citizen Grievance Redressal<br />
Sr. No.<br />
Requirement Description<br />
1. Should allow a fresh user to register over the application as:<br />
• Individual complainant<br />
• Kiosk operators (CSC)<br />
• Call Centre Official (to be set up by SI)<br />
• Front desk operator (at DoF Level)<br />
2. Should be able to provide in<strong>for</strong>mation to the citizens about details related to<br />
grievance filing process<br />
3. Should register the grievance in either of two categories i.e.<br />
• Fresh Grievance<br />
• Grievance Escalation<br />
4. The application should be connected to the ration card or any other database<br />
that is identified through a unique ID. The application should be registered<br />
only after the applicant’s credentials have been cross checked with the<br />
available database.<br />
5. Should be able to generate a unique registration number during registering an<br />
applicant with the application. Should be able to identify the applicant<br />
uniquely based on this registration number.<br />
6. Should allow the complainant to attach files in picture / document / .pdf /<br />
video / audio and other <strong>for</strong>mats along with the grievance complaint<br />
7. Should be able to issue an acknowledgement receipt once the applicant is<br />
registered with the system. The acknowledgement receipt should have the<br />
following details:<br />
• Grievance registration number<br />
• Fresh grievance / grievance escalation<br />
• Grievant name<br />
• Detail of grievance<br />
• Amount paid<br />
• Expected date <strong>for</strong> obtaining solution<br />
• Other registered details (e,g. mobile number, email etc.)<br />
8. Should be able to mark the application to the Receiving Official <strong>for</strong> grievance<br />
redressal<br />
9. Should allow the Appellate Official to reject any frivolous grievances using the<br />
rejection component.<br />
10. Should be able to help the Appellate Official to assign Field Official to take<br />
action on the filed grievance<br />
11. Should allow the Field Official to upload field report over the system<br />
Department of Finance, GoMP 182
Attachment B<br />
Functional Requirement Specifications<br />
12. Should maintain records of all the grievances filed through the grievance<br />
redressal system <strong>for</strong> a particular period of time<br />
13. Should allow the Appellate Official to review the Field Report online in a pre<br />
defined <strong>for</strong>mat<br />
14. Should allow the Applet Official to upload the Action Taken Report over<br />
application in a pre defined <strong>for</strong>mat<br />
15. Should be able to store soft copy of Action Taken Report (ATR) in database and<br />
generate trigger <strong>for</strong> Front Office Executive / Applicant that the certificate<br />
has been prepared and he can take a printout of the same. The trigger should<br />
be generated to all the registered mediums such as Mobile (through sms),<br />
email, status updation over the application<br />
16. Should be able to auto generate grievance to higher authorities in case specified<br />
SLAs are not met by the officials as per the auto escalation mechanism<br />
17. Should generate monitoring reports on specified time intervals and send it to<br />
relevant authorities<br />
18. Should allow stakeholders to track the application status at different pre defined<br />
stages.<br />
19. Should provide access to authorities to monitor Application Status /<br />
Per<strong>for</strong>mance / SLAs <strong>for</strong> a particular period by logging onto the system<br />
20. Should provide user the facility to return back to the previous page / edit any<br />
in<strong>for</strong>mation be<strong>for</strong>e submission of final in<strong>for</strong>mation<br />
21. Should allow the user to view the grievance redressal through any of the<br />
registered mediums i.e. Mobile, Email, Online<br />
22. Should request the user to provide the grievance registration number /<br />
applicant’s name / any other unique id <strong>for</strong> obtaining solution<br />
23. Should provide user a print preview be<strong>for</strong>e taking a printout<br />
24. Should allow user to take a print out of the soft copy of the Action Taken<br />
Report as per the delivery component<br />
25. Should provide a site map at the opening page of the application<br />
26. Should be able to send SMS to applicant in case of missing of final SLAs and<br />
status tracking.<br />
27. Should provide link to State Vigilance/Audit System to escalate citizens’<br />
complaints, and enquiry report thereof, related with financial<br />
irregularities/corruption/fraud/misappropriation in public<br />
services/departments<br />
Department of Finance, GoMP 183
Attachment B<br />
Functional Requirement Specifications<br />
4. General System requirements<br />
Several Enterprise-wide Usability and Workflow aspects of the IFMIS will be central to the<br />
realization of business process improvements identified by the functional requirements<br />
analysis (FRS). This section summarizes these system-wide requirements, which advance the<br />
goals described below.<br />
Sr. No. Technical Area Requirement Description<br />
1. Enterprise-wide<br />
Usability<br />
2. Enterprise-wide<br />
Usability<br />
The system shall provide functionality to enable all<br />
incomplete transactions or records to be saved, at any stage,<br />
<strong>for</strong> completion at a later time. The system should auto save<br />
all the transactions after each stage.<br />
The system should provide secured login to the system<br />
through the following ways:<br />
• Biometric thumb impression devise<br />
• Secured user name and login<br />
3. Enterprise-wide<br />
Usability<br />
4. Enterprise-wide<br />
Usability<br />
The system should generate alerts <strong>for</strong> password renewal on<br />
every 15 days. The password should allow alphabets,<br />
numbers, and special symbols.<br />
The system shall provide functionality <strong>for</strong> users to attach to<br />
any transaction, multiple electronic files (documents and<br />
images), without restriction to size, including, but not<br />
limited to:<br />
• Scanned receipts<br />
• Supporting documentation<br />
• Scanned image (e.g., drawings, bulletins)<br />
• Amendment to a contract<br />
The system shall provide functionality to accommodate a<br />
common graphical user interface including, but not limited<br />
to:<br />
• Pull-down menus<br />
• Spell checking<br />
• Ability to find, replace, and go-to within a<br />
transaction<br />
• Keyboard equivalent <strong>for</strong> all menu options<br />
• Use of mouse <strong>for</strong> all commands<br />
• Scrollable list boxes<br />
• Radio Buttons <strong>for</strong> selecting option from multiple<br />
options<br />
• Cursor selection of items in scrollable list boxes<br />
• Multiple windows that may be open at the same time<br />
• Windows that can be minimized and maximized<br />
Department of Finance, GoMP 184
Attachment B<br />
Functional Requirement Specifications<br />
Sr. No. Technical Area Requirement Description<br />
• Built-in charting on all standard inquiries<br />
• Dropdown menu list of open windows<br />
• Ability to print windows or entire screens in a "user<br />
friendly" print <strong>for</strong>mat<br />
• Print preview of each transaction<br />
5. Enterprise-wide<br />
Usability<br />
6. Enterprise-wide<br />
Usability<br />
7. Enterprise-wide<br />
Usability<br />
8. Enterprise-wide<br />
Usability<br />
The system shall provide an online help facility with<br />
capabilities including, but not limited to:<br />
• Window level help<br />
• Field level help<br />
• Error message help<br />
• Context sensitive help<br />
• Windows hypertext help i.e. an internet based search<br />
• Indexed help<br />
• Definable coaches, wizards, or tutors<br />
The system shall provide functionality <strong>for</strong> users to establish<br />
a descriptive profile <strong>for</strong> the State's <strong>org</strong>anizational hierarchy<br />
containing in<strong>for</strong>mation including, but not limited to:<br />
• Organizational addresses<br />
• Contact in<strong>for</strong>mation<br />
• User-defined fields <strong>for</strong> supplemental in<strong>for</strong>mation<br />
The system shall provide functionality to integrate (exchange<br />
data) with MS-Office software including, but not limited to:<br />
• Excel<br />
• Word<br />
• Access<br />
• MS – Outlook<br />
• MS – Project<br />
The system shall provide functionality <strong>for</strong> users to view<br />
attachments in multiple <strong>for</strong>mats of common software<br />
programs including, but not limited to:<br />
• Excel files<br />
• Word files<br />
• PowerPoint files<br />
• Visio files- PDF files<br />
• Notepad files<br />
• Jpeg files<br />
• HTML files<br />
• Lotus 1-2-3 files<br />
• Tiff Files<br />
Department of Finance, GoMP 185
Attachment B<br />
Functional Requirement Specifications<br />
Sr. No. Technical Area Requirement Description<br />
9. Enterprise-wide<br />
Usability<br />
10. Enterprise-wide<br />
Usability<br />
11. Enterprise-wide<br />
Usability<br />
12. Enterprise-wide<br />
Usability<br />
13. Enterprise-wide<br />
Usability<br />
14. Enterprise-wide<br />
Usability<br />
• BMP files<br />
The system shall provide functionality <strong>for</strong> users to both<br />
upload data and export data from integrated / interfaced<br />
project management software<br />
The system shall provide functionality <strong>for</strong> users to<br />
customize aspects of their screen layout including, but not<br />
limited to:<br />
• Establish custom menus<br />
• Establish custom "go-to" buttons<br />
• Color choices<br />
• Font <strong>for</strong>matting<br />
• Fields displayed<br />
• User specific default values<br />
• Customizable toolbars<br />
The system shall provide functionality to clearly display the<br />
mandatory / optional data entry fields<br />
The system shall provide functionality <strong>for</strong> users to view<br />
multiple screens simultaneously while maintaining data and<br />
session integrity<br />
The system shall provide functionality to terminate a session<br />
after a pre-determined period of inactivity<br />
The system shall provide functionality to accommodate<br />
multiple delivery options <strong>for</strong> all system generated documents<br />
(e.g., vouchers, invoices, purchase orders, contracts)<br />
including, but not limited to:<br />
• Letter (printed <strong>for</strong> mailing)<br />
• Email<br />
• Web posting<br />
• Electronic Data Interchange (EDI)<br />
• Fax<br />
• Extensible Markup Language (XML)<br />
• Email attachment (spreadsheet or word processing<br />
document)<br />
• SMS<br />
• IVRS based messaging<br />
15. Enterprise-wide<br />
Usability<br />
The system shall provide functionality to fully integrate with<br />
email software such as Microsoft Outlook Lotus Notes, and<br />
GroupWise capability<br />
16. Enterprise-wide The system shall provide functionality to support the<br />
Department of Finance, GoMP 186
Attachment B<br />
Functional Requirement Specifications<br />
Sr. No. Technical Area Requirement Description<br />
Usability creation and use of electronic & digital signatures<br />
17. Enterprise-wide<br />
Usability<br />
The system shall provide functionality to apply multiple<br />
electronic signatures & digital to a document or transaction<br />
18. Enterprise-wide<br />
Usability<br />
The system shall provide functionality to validate and<br />
revalidate electronic & Digital signatures. Should support<br />
PKI (Public Key & Private Key) enabled transactions in case<br />
of digital signatures.<br />
19. Enterprise-wide<br />
Usability<br />
The system shall provide functionality to maintain a record<br />
of electronic & digital signature validation in combination<br />
with the associated electronic document or transaction<br />
20. Enterprise-wide<br />
Usability<br />
The system shall provide functionality <strong>for</strong> users to create<br />
transactions <strong>for</strong> a fixed or percentage allocation amount<br />
among multiple account codes<br />
21. Enterprise-wide<br />
Usability<br />
The system shall provide functionality <strong>for</strong> users to pull<br />
<strong>for</strong>ward account distributions and other in<strong>for</strong>mation from<br />
referenced documents (i.e. accounting codes from purchase<br />
order are pulled <strong>for</strong>ward to any voucher that references the<br />
original purchase order)<br />
22. Enterprise-wide<br />
Usability<br />
The system shall provide functionality <strong>for</strong> users to edit saved<br />
and posted transactions/documents<br />
23. Enterprise-wide<br />
Usability<br />
The system shall provide functionality to accommodate<br />
standard validation on all input fields including, but not<br />
limited to:- Data type validation- Range validation- Format<br />
validation<br />
24. Enterprise-wide<br />
Usability<br />
The system shall provide functionality <strong>for</strong> users to copy<br />
previously saved transactions to a new transaction<br />
25. Enterprise-wide<br />
Usability<br />
The system shall provide functionality <strong>for</strong> users to per<strong>for</strong>m<br />
mass updates to create, change, or delete selected fields<br />
across multiple records<br />
26. Enterprise-wide<br />
Usability<br />
The system shall provide functionality <strong>for</strong> users to establish<br />
and use quick codes (i.e. a short code pulls <strong>for</strong>ward an<br />
associated accounting distribution) to add account number<br />
in<strong>for</strong>mation to transactions<br />
27. Enterprise-wide<br />
Usability<br />
The system shall provide non-mandatory user-defined fields<br />
<strong>for</strong> the purposes of entering miscellaneous data into a<br />
transaction<br />
28. Enterprise-wide<br />
Usability<br />
The system shall provide functionality <strong>for</strong> either a systemassigned<br />
unique number or a user-defined unique number<br />
<strong>for</strong> each transaction or document created in the system<br />
including, but not limited to the following: journal entries,<br />
including cost allocations, Vouchers, Invoices, Purchase<br />
orders, Grants, Requisitions, Assets, system, and tag<br />
generation, Projects<br />
29. Enterprise-wide The system shall provide programs with reports to enable<br />
Department of Finance, GoMP 187
Attachment B<br />
Functional Requirement Specifications<br />
Sr. No. Technical Area Requirement Description<br />
Usability<br />
30. Enterprise-wide<br />
Usability<br />
31. Enterprise-wide<br />
Usability<br />
32. Enterprise-wide<br />
Workflow<br />
33. Enterprise-wide<br />
Workflow<br />
34. Enterprise-wide<br />
Workflow<br />
35. Enterprise-wide<br />
Workflow<br />
36. Enterprise-wide<br />
Workflow<br />
37. Enterprise-wide<br />
Workflow<br />
38. Enterprise-wide<br />
Workflow<br />
39. Enterprise-wide<br />
Workflow<br />
40. Enterprise-wide<br />
Workflow<br />
41. Enterprise-wide<br />
Workflow<br />
42. Enterprise-wide<br />
Workflow<br />
users to purge system data in any of the modules<br />
The system shall provide functionality <strong>for</strong> users to print the<br />
entire contents of any screen in a printable <strong>for</strong>mat<br />
The system shall provide functionality to comply with the<br />
accessibility requirements regarding accessibility of State<br />
web based applications specified in GoMP IT Policy or<br />
other GOs instructions in this regards, if any<br />
The system shall provide functionality to launch the system<br />
from within a workflow message or notification email.<br />
The system shall provide functionality to implement end to<br />
end business process workflows that extend to external<br />
systems<br />
The system shall provide functionality to route electronic<br />
documents through a workflow and allow or disallow<br />
document editing at each workflow stage.<br />
The system shall provide functionality to define lead and lag<br />
times between activities<br />
System should generate messages <strong>for</strong> both successful and<br />
unsuccessful transactions. As soon as a transaction is<br />
complete an email through the defined workflow system<br />
should be generated <strong>for</strong> the concerned stakeholders.<br />
The system shall provide functionality to define<br />
dependencies between activities in a workflow<br />
The system shall provide functionality to maintain an audit<br />
trail of the transaction review and approval that occurred<br />
during an automated workflow.<br />
The system shall provide functionality to per<strong>for</strong>m<br />
transactions and other workflow functions via a portal<br />
interface.<br />
The system shall provide functionality to per<strong>for</strong>m workflow<br />
functions via a PDA or any mobile interface.<br />
The system shall provide functionality <strong>for</strong> configurable<br />
rules-based automated notifications including, but not<br />
limited to:<br />
• System alerts (e.g., pop-up windows)<br />
• Automatically generated emails with variable<br />
narrative or appropriate web links<br />
The system shall provide functionality to accommodate<br />
rules-based automatic notifications on events including, but<br />
not limited to:<br />
• Pending approvals on a system transaction<br />
• Aging of open invoice status<br />
• New budget version availability or release<br />
Department of Finance, GoMP 188
Attachment B<br />
Functional Requirement Specifications<br />
Sr. No. Technical Area Requirement Description<br />
43. Enterprise-wide<br />
Workflow<br />
44. Enterprise-wide<br />
Workflow<br />
45. Enterprise-wide<br />
Workflow<br />
46. Enterprise-wide<br />
Workflow<br />
47. Enterprise-wide<br />
Workflow<br />
48. Enterprise-wide<br />
Workflow<br />
49. Enterprise-wide<br />
Workflow<br />
50. Enterprise-wide<br />
Workflow<br />
• Status of prompt contracting calendar<br />
• Collection of overdue debts<br />
• Key milestone dates in <strong>RFP</strong>/contract process<br />
The system shall provide functionality <strong>for</strong> business partners<br />
to access the system from a remote location using webbased<br />
self-service functionality and search <strong>for</strong> in<strong>for</strong>mation<br />
including, but not limited to:<br />
• Order status<br />
• Payment status<br />
• Grant in<strong>for</strong>mation<br />
• Transaction history<br />
The system shall provide functionality to support the<br />
establishment of workflow by transaction type including, but<br />
not limited to:<br />
• Requisitions<br />
• Purchase orders<br />
• Contracts<br />
• Contract change orders and amendments<br />
• Lease renewals<br />
• Vouchers<br />
• Budget adjustments based on cross appropriation<br />
level of detail<br />
• Inter-agency transactions<br />
The system shall provide a reporting and/or inquiry tool<br />
that can report on the status of the transaction moving<br />
through workflow<br />
The system shall provide functionality <strong>for</strong> users to define<br />
time thresholds or parameters <strong>for</strong> each activity in a<br />
workflow<br />
The system shall provide functionality to enable users to<br />
define the sequence of activities that constitute a workflow<br />
transaction<br />
The system shall provide functionality to enable users to<br />
define concurrent activities within a workflow transaction<br />
The system shall provide functionality to support both<br />
sequential and concurrent approval processing in each<br />
module, based on predefined user configuration<br />
The system shall provide functionality <strong>for</strong> users to delegate<br />
approval authority <strong>for</strong> a defined time-period (e.g., vacations)<br />
Department of Finance, GoMP 189
Attachment B<br />
Functional Requirement Specifications<br />
Sr. No. Technical Area Requirement Description<br />
5. Web Portal<br />
Department of Finance, GoMP 190
Business Requirement – Web Portal<br />
Sr. No. Requirement Description – Web Portal<br />
1.<br />
Attachment B<br />
Should allow the<br />
Functional<br />
administrator<br />
Requirement<br />
to define<br />
Specifications<br />
the user ids and passwords <strong>for</strong> various set<br />
of Department users, he should be also able to assign various roles / tasks /<br />
privileges with these id’s and passwords.<br />
2. Should allow the Administrator to delete any accounts<br />
3. Should host the following contents on the main page:<br />
• In<strong>for</strong>mation about the Department of Finance<br />
• Department Chart<br />
• Organization Locator<br />
• Citizen Charter<br />
• Codes / Rules<br />
• Circulars / Notifications<br />
• FAQ<br />
• List of services served by the portal to citizens (indicative list will be)<br />
o Payment of bills and taxes<br />
o Grievance Redressal<br />
o RTI<br />
o Audit Reports & feedback thereof<br />
o Feedback on public projects/programmes/services<br />
outputs/outcomes/impacts<br />
o Specific opinion poll – response to<br />
o DoF offices and locations<br />
o Tenders<br />
o Links to other related websites<br />
o Stakeholder type through a drop down box (DDO, BCO, HoD,<br />
Admin Unit Head, PRI, ULB, Banks, AGMP, DoF, DTA, DoP,<br />
Works Department, Employee, Pensioner, Citizen etc.)<br />
• Login section <strong>for</strong> different stakeholders/services<br />
• State Budget and supplementary budgets<br />
• State’s Plan<br />
• Search Option (Internal & External)<br />
• Link to Training Manuals (both in Hindi / English)<br />
• Link to Online Tests<br />
• Help<br />
• Conversion to Hindi / English tab<br />
• Site Map<br />
• Contact Us<br />
• Downloads<br />
• Disclaimer<br />
4. Should allow the non department users to register themselves on the portal. In the<br />
case of Employees and Pensioners the user ids need to be mapped with employee<br />
and pensioner id.<br />
5. Should allow the various users to select their user type. Once the user has clicked on<br />
the user type he should be <strong>for</strong>warded to the particular login page where he would be<br />
requested to submit his login in credentials.<br />
6. For first time non department users the system should provide the functionality to<br />
register themselves on the portal. Whereas <strong>for</strong> the registered users (both department<br />
and non department) on successful login should <strong>for</strong>ward the users to the individual<br />
Department page of Finance, type depending GoMP upon the category to which the stakeholder belongs to. 191<br />
7. For the department users there should be a dual factor authentication provision <strong>for</strong><br />
logging in to the application. Once the department user (DDO, BCO, HOO, DoF<br />
Officials) selects their category they would be transferred to their individual login
Attachment B<br />
Functional Requirement Specifications<br />
Department of Finance, GoMP 192