Introduction to IFMIS - Mptreasury.org

Directorate of Treasuries & Accounts,Department of Finance,Government of Madhya PradeshPresentsAn Introduction toIntegrated Financial Management Information System(IFMIS)

Overview of IntegrationFMISProjectManagementApproved ProjectPlanPlan CeilingBudget(P/NP)ProjectAccountingProjectProcurementPurchaseandInventoryReimbursementClaimsDebt andInvestmentLoan/GrantReceipt &RepaymentGeneral Ledgerand AssetAccountingTransactionpostingReceipt andDisbursementStrongRoomDepositInternalAudit (inclLFA)HRMIS & PMISPMISCheck againstBudget(P/NP)PensionPaymentExitManagementPayrollService MatterESSPerformanceManagementWebPortal- 3 -

IFMIS Subsystems StakeholdersDoFAdminDeptBCO(HOD)DDO(HOO)• Work-flow based approval hierarchy• All transactions processing linkedwith approvalRBIAGMPFinancialInst(AgencyBanks/NABARD)• Out of TreasuryTransactions• Payment-ReceiptReconciliation• State Accounts• Online system for financial sanction/admin sanction/ technical sanctionFMISOthers(Vendors/Agent)PMIS• Citizen GrievanceHRMIS• Online Payment of taxes/duesCitizen• Employee SelfServices• Service Book• Online PensionProcessing• PensionGrievanceEmployeesPensioner- 4 -

Access Management1User Authentication• Login Credentials• Identify user attempts of Login• Audit Trail of Login Authentication• PKI/Biometric based Authentication for designated users2User AuthorizationRole PostMappingRole ListRole EmployeeMappingScreen/ReportElements- 5 -

Controlling Office HierarchyHon’bleMinister’sApprovalHon’bleMinister’sApprovalDoFHOADHODApproverFinal VerifierFirst VerifierCreatorApproverFinal VerifierFirst VerifierCreatorApproverFinal VerifierFirst VerifierCreatorHOOLocal OfficeApproverFinal VerifierFirst VerifierCreatorApproverFinal VerifierFirst VerifierCreator- 6 -

Sub-SystemsA. FMIS1. Plan and Budget-->Plan2. Plan and Budget->Project Management3. Plan and Budget->Budget4. Debt and Investment Management5. Office Accounting->Purchase and Inventory6. Receipt and Disbursement7. Deposit8. Strong Room Operations9. Office Accounting->General Ledger and Asset Accounting10. Internal AuditB. HRMIS11. Service Matter12. Employee Self Service (ESS)13. Performance Management14. PayrollC. PMIS15. Pension ManagementD. Web Portal16. Portal- 7 -

State PlanBudgetPrevious years BE & RE1NPRR2Plan Sub-ModuleNPREFR Assessment3BCR4MCR5SoFBudgetScheme wise outlaysProjectManagementNewly Proposed &Ongoing projectsDebt andInvestmentManagementLoan RepaymentSchedulesOfficeAccounting12345District PlanDistrict Wise CeilingDept. (District level)wise CeilingScheme wise OutlayCSS OutlayCS OutlayState Plan1HOD/BCO wise Ceiling2345Scheme wise OutlayEAP OutlayCSS OutlayCS OutlayProjectManagementList of projectsincluded in plan &their outlaysActual Receipts &Expenditures6Physical targets &Achievements6Physical targets &AchievementsAnnual Plan BookGenerated fromSystem- 8 -

Project ManagementProject ManagementFMIS - Plan and Budget >Project ManagementPlanDebt andInvestmentManagementProject Profile Creation andApprovalDPR Creation and ApprovalTechnical ApprovalAdministrative ApprovalProject Id Creation and ApprovalFinancial PlanningContract CreationWork Plan CreationRevised Administrative ApprovalExtension of ProjectStatus(MB) UpdationInvoice Creation and Approval &Expenditure UpdationPlanBudgetPurchase andInventoryBudgetGL and AAReceipt andDisbursementSystemDebt andInvestmentManagement- 9 -

State BudgetIFMIS > FMIS > Plan & Budget > BudgetBudget ConsolidationOfficeAccountingBudgetCompilationSubmission ofconsolidatedEstimateBudget ApprovalAppropriationBillBudget BookprintingBudget PreparationPlanReceipt /RevisedReceipt EstimateBudgetManagementHRMISProjectManagementPlan/Non-Plan budgetSupplementary Budget(P/NP)Revised Budget(P/NP)BudgetBudget Allotment/DistributionBudget Re-DistributionRe-AppropriationReceipt andDisbursementDebt andInvestmentManagementPublic AccountResources EstimateOff-Budget, GenderBudget, OutcomeBudgetVote on AccountContingency FundPayment of CF Recoupment of CFBudget Surrender- 10 -- 10 -

Debt Management OverviewIFMIS > FMIS > Debt and Investment ManagementFMISPlan andBudget –Budget :Provision ofLoan Receipt/RepaymentReceipt andDisbursement :Loan ReceiptandRepaymentPlan andBudget -ProjectManagement :Project andExpenditureDetailsNSSF LoanGOILoan/GrantCashManagement(Clearance Memo)Loan ManagementMarket LoanLoan fromFinancialInstitution/NCDCLoan/Grant forEAPLoan fromNABARDLoan Consolidation/Rescheduling/prepayment/Write-offInvestment in T-Bills/Govt SecuritiesLoan/Grant Receiptand RepaymentWays and Means/OverdraftAgency BankTransactionsOther IGATransactions(Grantin-Aid& Share inCentral Taxes)InvestmentManagementInstitutionalInvestmentof state andequityinvestmentInvestment inT-Bills/GovtSecuritiesDebt andInvestmentManagementLoans/Advancesgiven byGoMPGuaranteeRedemptionfund/other fundlike CSFInvestmentSale ofInvestmentGuaranteeManagementGuaranteeRecording(includinghighereducationguarantee)GuaranteegUpdationPayment byGoMP onDefault byborrowinginstitution andits recoveryFMISOfficeAccounting :UpdateReceipt/DisbursementAccountPlan andBudget – Plan: ProjectedDebt ServicingReceipt andDisbursement :LoanRepaymentthroughDisbursementPlan andBudget -ProjectManagement :Update ClaimStatus andApprovedamount- 11 -

The MP State Purchase Organization StructureFMIS > OA > PO & INVControlling Office Hierarchy , including 8000+ DDO mapped withOffices52 DepartmentsHoADDDO140+ Department HeadsDept Head (HoD)DDODept Head (HoD)DDOHoO and LocalOfficesDDOHoO and LocalOfficesDDOHoO and LocalOfficesDDORequisition , Admin Sanction, Financial Sanction and PO CreationStores Linkedwith OfficeStoreStoreStoreReceipt , Issue&Transfer ofGoods- 12 -

Purchase and InventoryHRMIS ReferenceEmployee MasterDesignation MasterPost MasterRole MasterOffice/Location MasterProjectManagementProjects RelatedPurchases throughProject Work Plan1234Purchase & InventoryProcessesPurchase Requisitionand Admin SanctionPurchase OrderCreationReceipt of GoodsIssue & Transfer ofGoods5Physical Verification ofStores6Financial Sanction forPurchaseFMIS > OA > PO & INVMastersOffices/Stores linkedwith DDOsItem MasterVendor MasterItem-Vendor MappingPurchase FinancialPowersGeneral Ledger& Asset AccountingVendor InvoiceCapturingAsset Additions Posting of InterfaceJV -Primary Account- 13 -

State Disbursement System:IFMIS > FMIS > Receipt & DisbursementBudgetHRMSPayrollPensionProjectManagementOfficeAccountingDebtManagementDepositStrongRoomCLAIM-BILL TYPEMAPPINGFINANCIALSANCTIONSanctionedRequestIntimationAdvice listAgency BanksInternet Banking/Cheque PaymentState Disbursement SystemAdminDept/AG/DTADDO CreationDDO OfficeBill CreationAdminDept OffBudgetEntryBill Verification & ApprovalDisbursement OfficeBill Verification & PassingPayment Processing(E-Payment/Cheque)Payment ReconciliationPaymentScroll/E-ScrollOfficeAccounting(GL)LOPWays &MeansManagementAGMP- 14 -

State Receipt System:StateDisbursement SystemBT BillsState Receipt SystemBy Transfer CreditIFMIS > FMIS > Receipt & Disbursement1AgencyBanksDepartmental Portals57CINTransactionsInitiated onDepartmentalPortalsPortal ReconciliationE-ScrollVerificationof RegistrationData12Receipt by PhysicalChallans (Treasury)Cyber TreasuryPortalRegistration & ProfileManagement (Optional)DBB 4Online Payment:E-Challan FormPreparation6Online ChallanReconciliationReceiptReconciliation- Challan DetailPosting- Challan No.GenerationConsolidatedReceiptDetailsOfficeAccounting (GL)LORAGMPCINE-Scroll3Agency Banks-Internet Banking-CIN Generation- 15 -

Deposit ModuleIFMIS>FMIS>Deposit• Personal Deposit• Education Deposit• Security Deposit• Revenue Deposit• Court Deposit• Local Fund DepositValidation ExpiryLapsed DepositRepayment ofLapse DepositRelease & Accountingof PermanentAdvanceCreation ofDeposit AccountFund Transfer ToDeposit AccountRepayment FromDeposit AccountK–Deposit Transferof FundK–DepositRepayment ofFundAccounting ofStock SuspenseAccountChequeBookHoA ValidationClaimsIntimationTransfer JVStrong RoomPlan &BudgetReceipt &DisbursementGeneral ledgerand AssetAccounting16

Overview – Strong RoomStrong RoomIFMIS > FMIS > Strong RoomStateReceipt andDisbursement -> StateDisbursement SystemStamp Discount bill,Cheque for payment processingDepositCheque books issued to PD/EDAccount holderStampsProcurement ofStampsTransfer of StampsStamp sale toVendor/Public/OthersDestroy Stampsand Return ofStampsValuables/PacketsDeposit ofvaluables/packetsReturn ofvaluables/packetsChequeBook(CB)/Money receiptbook(MRB)Procurement of CB/ MRBIssue of CB/MRBOnline stampstock detailsStateReceipt andDisbursement -> StateReceiptSystemPayment of Valuable DepositFee, Stamps and MRBHRMS >ESSMessenger and govt.Depositor details andverification- 17 -17

Overview – General LedgerGeneral LedgerFMIS > OA > General ledger & Asset AccountingReceipt &DisbursementProjectManagementPurchaseandinventoryVendorinvoicecapturingAssetAccountingPayrollPrimaryAccountGeneral Disbursement, LedgerForest,Works OfficesPosting of InterfaceJV Primary AccountFreezing of PrimaryAccountsSubmission ofPrimary AccountsAdjustment JV -Primary AccountAG OfficeGeneral LedgerPrimary AccountGeneral LedgerInterface JV – Outof treasuryTransaction DMOManual JV – Out oftreasuryTransactionTransfer JV (T JV) –Out of TreasuryTransactionsFinal AccountFinal AccountReport GenerationDebt &InvestmentManagement- 18 -18

FMIS > OA > General ledger & Asset AccountingFinal Account Preparation - AG Uses IFMIS SystemINTEGRATED IFMIS APPLICATIONAG – Existing SystemPrimaryAccountsDisbursement, worksand forestoffice’sReceipt anddisbursementDebt Mgmt.Transactions (FinanceUsers)IFMIS - ReportsView Monthly andAnnual Finalized DataAG OfficeVerify,UpdateandFinalizePrimaryAccountOut ofTreasurytransactions (ExceptDebtMgmt.)No need forConsolidationImport finalaccountinformationfrom IFMIS,if required- 19 -

Final Account Preparation - AG Uses VLC SystemIFMISFMIS > OA > General ledger & Asset AccountingAG – ExistingSystemPrimaryAccounts1UpdatedAccounts3MonthlyStatement inelectronicformatReceiveApprovalfor Requestfor change2Verify,UpdateandFinalizeOut ofTreasurytransactions (ExceptDMO)IFMIS – ReportsView Monthly andAnnual FinalizedDataMonthly andAnnualFinalized datain electronicformat4Consolidate Data ofalltreasuriesand worksdepartments- 20 -

Pension ModuleHRMIS•ESS (Employee SelfService)•SM (Service Matter)•PayrollComplete ExitPartial ExitPensionDistrict Pension Office (DPO)New Pension Case ProcessingProvisional Case ProcessingIFMIS > PMIS >PensionDisbursement OfficeFirst PensionPayment Processing•Pensioner Identification•Issue Pension ID CardComplete Exit After Department SettlementWebPortalProvisional to Final ConversionRevision Case ProcessingPension Case ManagementMonthly Payment ProcessingLife Certificate ProcessingReceipt &DisbursementBill ProcessingFirst Pension PaymentArrear Pension PaymentMonthly PensionPaymentGrievance ManagementTypes of Pension :Superannuation, Voluntary Retirement ,Compulsory Retirement , Family Case, Provisional- 21 -Link Bank- 21 -

HRMIS OverviewService Matter (SM)IFMIS > HRMIS > IntroductionOrganizationOrganizationStructureVacancyReportManpowerPlanningRecruitmentPayrollEnterRecruitment &Post AllocationProbation &TrainingProbation Training ConfirmationTransferDeputationConfirmationRoster Register& Gradation ListPromotionDepartmentalInquiryCourtCaseAwardsAdditionalChargePay RelatedPerformanceManagementExitManagementCentralized Databaseof EmployeeService RecordsOffice Procedures& Use of SelfServicesService Book & Service RecordsE-ProfileEmployee Self Service (ESS)LeaveManagementLoan &AdvanceGPF/ DPFManagementLeaveEncashmentMIS&ReportsEmployeePerformanceReimbursementsMiscellaneousAssets DeclarationAbsorptionGrievanceDouble DutyAllowanceExitManagementExitRetirement BenefitsCessation of Service(Retirement,Resignation,Termination)- 22 -

Payroll System OverviewIFMIS >HRMIS >PayrollAllowances andDeductionComputation• Modification inSalary ComponentsPayroll SystemPayrollProcessing• Processing forcreation of Pay billsIntimation forSelf Assessment• Intimation forsubmission of SelfAssessment form• HRMIS -ServiceMatters• HRMIS - ESS• Plan andBudget• Receipt andDisbursement• Pension• OfficeAccounting- 23 -

Annual Confidential Report IFMIS> HRMIS > PerformanceManagement•Enables appraisal of an employee based on work performance, character, conduct and qualities•Enables employee to initiate Self Appraisal•Enables Senior Authority to evaluate and grade employee based on daily work and trainingsundertaken•Enables Senior Authority to view status of ACR for employees in the department and pendency ateach stage of approval•Aid in process of DPC, Krammonati, SamaymaanHierarchy Settingfor AppraisalSelf AppraisalbyEmployeeReportingAuthorityComments andGradingReviewingAuthorityComments andGradingFinal Gradingof EmployeeBy AcceptingAuthorityEmployee’sRepresentationon AdverseRemarksCommunicationofAdverse Remarksto EmployeeAcceptingAuthorityReviews for anyAdverse remarksProjectManagementPromotion- 24 -Service Record- 24 -

Department Performance IFMIS> HRMIS > PerformanceManagement•Enables Controlling Department to monitor performance of its HODs.•Setting of Targets/KPAs for HODs and real-time monitoring of same.•Target/KPA distributed as activities to employees by HOD•Real time monitoring of work completion status of activities assigned to employee by HOD.•Department Performance measured in terms of Targets Achieved by HODs.ControllingDept.: DefineKPA/Target &assign to HODHOD: Definesactivities andtimelines forachievement ofTarget/KPA andassigns toEmployeesEmployees maydefine sub-activity for anactivity andcontinuouslyupdate status ofsameReal-time reportsavailable atControlling Dept.and HOD formonitoring WorkProgressOrganizationSetupE-Profile- 25 -- 25 -

Internal Audit And Local Fund Audit Module OverviewInternal and Local Fund AuditHRMIS System will cover onlinetracking of Roster.Risk Assessment Auditor can fill AuditReport online Online tracking of auditordiary / task Tracking of Audit FeesReport CAG Draft Para SummaryReport Objection / ParaSummary Report Institute Wise Para StatusReport Auditor Schedule ReportAuditor MasterInternal AuditInternal Audit ProcessCAG Draft Para ProcessSpecial Audit ProcessInternal InspectionProcessLocal Fund AuditPre and ConcurrentAuditPost Audit ProcessSpecial Audit ProcessAudit InspectionProcessInternal InspectionProcess Harda Treasury Narsinghgad Sub-Treasury Sagar Treasury Geratganj Sub-Treasury Rajgard TreasuryAudit Support Tool Zila Panchayat ,Bhopal Nagar Palik , Bhopal Pathya Pustak Nigam,Bhopal Zila Panchayat ,Gwalior

Web Portal Module Overview541Cyber TreasuryRegistration (Optional)2 3LoginOnline Challan PaymentRefund Request for OnlineChallansReconciliation and ApprovalProfileManagementIFMIS > FMIS > Web PortalWeb ContentManagementSearch /Feedback/Survey /News/FAQPensioner / CitizenGrievance andInformation AccessHRMIS - ESSIFMISReports- 27 -

The proposed IFMIS WAN and Internet connectivity- 28 -

User’s Connectivity to DTA NetworkIntranet Users: AG Office, DDO, DoF, Pension Office, Sub Treasury, District Treasury and City Treasury, Works/Forestdepartment(Divisional/Sub divisional offices), HOD, BCO, are considered as internal users who will access IFMISapplicationthrough Intranet.Internet Users: Citizens, Pensioners, Employees, PSU/Local bodies, Agency Banks, RBI, GOI, NABARD are considered asexternal users who will access web portal of IFMIS through Internet.- 29 -

Security Features• Access application with username and password (stored in encrypted format)• Role based access allows the uses to access only those parts of the application for whichthey are authorized.• Digital signatures & Bio-metric integration• VPN Access for approvers and verifiers• https : Hypertext Transfer Protocol with the SSL/TLS protocol to provide encryptedcommunication and secure identification of a network web server• Using anti-virus software and updating virus definitions• Patches and upgrades, security testing, monitoring of logs, and backups of data and OS• Secured access to Data center by card• Using Fire extinguisher , smoke/fire alarm and water sprinklers• Service Desk / Service Request Management, call center help desk, Incident Management,Change Management, Release Management, configuration management• Servers , applications and network devices are password protected.- 30 -

Thank you