Post on 10-Feb-2017
Directorate of Treasuries & Accounts,Department of Finance,
Government of Madhya Pradesh
PresentsPresentsAn Introduction to
Integrated Financial Management Information System (IFMIS)
Plan
Project Management
Purchase & Inventory
Budget (P/NP)
Debt & Investment
Service Matter
Employee Self Service
Performance Management
Payroll
Pension Management
FMIS HRMIS PMIS
IFMIS Sub-System Details
Debt & Investment
Receipt & Disbursement
Deposit
Strong Room
General Ledger and Asset Accounting
Internal and Local Fund Audit
Payroll
- 2 -
Web Portal
Overview of Integration
Project
t
Project Managemen
t
Deposit
Debt and Debt and Investmen
t
General Ledger and Asset
Accounting
Plan
Strong Room
Budget (P/NP)
Receipt and Disburseme
nt
Purchase
Inventory
Purchase and
Inventory
FM
IS
Project Accounting
Loan/Grant Receipt & Repayment
Project Procurement
Reimbursement Claims
Plan Ceiling
Approved ProjectTransaction posting
Internal Internal Audit (incl
LFA)
- 3 -
ESS
tt(P/NP)
PMIS
Service MatterPerformance Management
Payroll
HR
MIS
& P
MIS
Check against Budget (P/NP)
Pension Payment
Exit Management
Web Portal
LFA)LFA)
DoFAdmin Dept
DDO (HOO)
BCO (HOD)
Employees
IFMIS Subsystems Stakeholders
RBI
•Out of Treasury
•Work-flow based approval hierarchy
•All transactions processing linked with approval
•Online system for financial sanction/ admin sanction/ technical sanction
• Employee Self
- 4 -
Pensioner
Others (Vendors/
Agent)
AGMP
Financial
NABARD)
Financial Inst
(Agency Banks/
NABARD)
FMIS HRMIS
PMIS
•Out of Treasury Transactions
• Payment-Receipt Reconciliation
• State Accounts
• Employee Self Services
• Service Book
•Online Pension Processing
• Pension Grievance
Citizen
•Citizen Grievance
•Online Payment of taxes/dues
Access ManagementUser Authentication
• Login Credentials
• Identify user attempts of Login
• Audit Trail of Login Authentication
• PKI/Biometric based Authentication for designated users
1
Role Post Role Employee
User Authorization2
- 5 -
Role Post Mapping
Role Employee Mapping
Role List
Screen/Report Elements
Controlling Office Hierarchy
HOD
DoF
HOAD
First Verifier
Final VerifierApprover
Creator
First Verifier
Final VerifierApprover
Creator
First Verifier
Final VerifierApprover
Hon’bleMinister’sApproval
Hon’bleMinister’sApproval
Local Office
HOO
HOD
Creator
First Verifier
Final VerifierApprover
Creator
First Verifier
Final VerifierApprover
Creator
First Verifier
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Sub-Systems A. FMIS
1. 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 Audit
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10. Internal AuditB. HRMIS
11. Service Matter12. Employee Self Service (ESS)13. Performance Management14. Payroll
C. PMIS15. Pension Management
D. Web Portal16. Portal
Pla n S u bPla n S u b -- Mod u leMod u le
District PlanDistrict Plan
State Plan
FR AssessmentFR Assessment
State PlanState Plan
BudgetBudget
Previous years BE & RE
Project Project
ManagementManagement
Newly Proposed &
Ongoing projects
Debt Debt and and
Project Project
ManagementManagement
List of projects
included in plan &
BudgetBudget
Scheme wise outlaysNPRRNPRR11
NPRENPRE22
BCRBCR33
MCRMCR44
SoFSoF55
District Wise Ceiling District Wise Ceiling 11
Dept. (District level) Dept. (District level) 22
HOD/BCO wise Ceiling 11
22
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Debt Debt and and
Investment Investment
ManagementManagement
Loan Repayment
Schedules
Office Office
AccountingAccounting
Actual Receipts &
Expenditures
included in plan &
their outlays
Dept. (District level) Dept. (District level)
wise wise Ceiling Ceiling
22
Scheme wise Outlay Scheme wise Outlay 33
CSS OutlayCSS Outlay44
CS OutlayCS Outlay55
Physical targets & Physical targets &
AchievementsAchievements
66
Scheme wise Outlay 22
EAP Outlay 33
CSS Outlay44
CS Outlay55
Physical targets &
Achievements
66Annual Plan Book Annual Plan Book
Generated from Generated from
SystemSystem
Project Profile Creation and Approval
Project Profile Creation and Approval
DPR Creation and Approval
Administrative Approval
Project Id Creation and Approval
Technical Approval
Financial Planning
Project Management
Purchase and Inventory
Plan Plan
Budget
Project Management
FMIS - Plan and Budget > Project Management
Contract Creation
Financial Planning
Work Plan Creation
Status(MB) Updation
Invoice Creation and Approval &
Expenditure Updation
Revised Administrative Approval
Extension of Project
Debt and Investment
Management
Receipt and Disbursement
System
GL and AA
Debt and Investment
Management
Budget
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State Budget IFMIS > FMIS > Plan & Budget > Budget
Budget
Budget Consolidation
Budget
Compilation
Submission of
consolidated
Estimate
Appropriation
BillBudget Approval
Budget Book
printing
Budget
Management
Budget Allotment/
Distribution
Budget Preparation
Plan/Non-Plan budget
Receipt /Revised
Receipt Estimate
Office
Accounting
Plan
HRMISReceipt and
Disbursement
- 10 -
Budget
Re-Appropriation
Budget Surrender
Revised Budget
(P/NP)
Supplementary Budget
(P/NP)
Public Account
Resources Estimate
Contingency Fund
Payment of CF Recoupment of CF
Off-Budget, Gender
Budget, Outcome
Budget
HRMIS
Project
Management
Debt and
Investment
Management
DisbursementBudget Re-
Distribution
Vote on Account
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Plan and
Budget –
Budget :
Provision of
Loan Receipt/
Repayment
Receipt and
Disbursement :
Loan Receipt
and
Debt Management Overview IFMIS > FMIS > Debt and Investment Management
Debt and
Loan Management
NSSF Loan Market Loan
GOI Loan/Grant
Loan/Grant for EAP
Institution/NCDC
Loan from Financial
Institution/NCDC
Loan from NABARD
Guarantee Redemption
fund/other fund like CSF
Investment
Sale of Investment
Guarantee Management
Guarantee
Cash Management
Loan Consolidation/Rescheduling/prepayment/Write-off
Office
Account
Office
Accounting :
Update
Receipt/
Disbursement
Account
Plan and
Budget – Plan
: Projected
Debt Servicing
Receipt and
Disbursement :
Loan
FMISFMIS
and
Repayment
Plan and
Details
Plan and
Budget -
Project
Management :
Project and
Expenditure
Details
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Debt and Investment
Management
Investment Management
GoMP
Loans/ Advances given by GoMP
Institutional Investment of state and
equity investment
g
Guarantee Recording (including
higher education guarantee)
gGuarantee Updation
Payment by
its recovery
Payment by GoMP on Default by borrowing
institution and its recovery
Investment in T-Bills/Govt
Securities
Management (Clearance Memo)
Ways and Means/
Overdraft
Other IGA
Transactions(Grant-
in-Aid & Share in
Central Taxes)
Loan/Grant Receipt
and Repayment
Investment in T-
Bills/Govt Securities
Loan
Repayment
through
Disbursement
Plan and
Budget -
Project
Management :
Update Claim
Status and
Approved
amount
Agency Bank
Transactions
Dept Head (HoD)
HoO and Local Offices
HoO and Local 52 Departments
The MP State Purchase Organization Structure
140+ Department Heads
Stores Linked with Office
Offices Controlling Office Hierarchy , including 8000+ DDO mapped with
Offices
DDO
DDO
Store
Store
FMIS > OA > PO & INV
HoAD
HoO and Local Offices
Dept Head (HoD)HoO and Local
Offices
Goods
Receipt , Issue & Transfer of Goods
DDO
DDO
DDO
DDO
DDO
Requisition , Admin Sanction, Financial Sanction and PO Creation
Store
Store
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HRMIS Reference
Purchase and Inventory
Purchase & Inventory Processes
Purchase Requisition and Admin Sanction
Receipt of Goods
Purchase Order Creation
Item Master
Item-Vendor Mapping
Purchase Financial Powers
Purchase Financial Powers
Offices/Stores linked with DDOs
Offices/Stores linked with DDOs
Employee Master
Designation Master
Post Master
Role Master
Vendor Master
Masters
FMIS > OA > PO & INV
1
2
3
Office/Location Master
General Ledger & Asset Accounting
Receipt of Goods
Issue & Transfer of Goods
�Vendor Invoice Capturing�Asset Additions� Posting of Interface JV -Primary Account
Project Management
�Projects Related Purchases through Project Work Plan
4
Physical Verification of Stores
5
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Financial Sanction for Purchase
6
State Disbursement SystemFINANCIAL
S
Sanctioned Request
Budget
HRMS
Office
Pension
Payroll
DDO OfficeDDO Office
Bill Creation
Bill Verification & Approval
Admin Admin Dept/AG/DTADept/AG/DTADDO Creation
Admin Admin DeptDeptOff
Budget Entry
Ways & Ways &
State Disbursement System: IFMIS > FMIS > Receipt & Disbursement
Project
t
Project Managemen
t
Cheque Payment
Agency BanksInternet Banking/Cheque Payment
Advice list
Office Accounting
(GL)
DebtManagement
SANCTION
Intimation
Deposit
Office Accounting
Strong RoomStrong Room
Disbursement OfficeDisbursement Office
Bill Verification & Passing
Payment Processing (E-Payment/Cheque)
Payment Reconciliation
Payment Scroll/E-Scroll
AGMPLOP
t
Ways & Means Management
CLAIM-BILL TYPE
MAPPING
- 14 -
State Receipt System
Office Accountin
g (GL)Departmental Portals
Verificationof Registration Data
Registration & Profile Management (Optional)
Cyber Treasury Portal
Receipt by Physical Challans (Treasury)
By Transfer Credit
Receipt Reconciliation- Challan Detail Posting - Challan No.
State Disbursemen
t System
Consolidated ReceiptDetails
Agency Agency Banks
E-Scroll
11
BT Bills
State Receipt System: IFMIS > FMIS > Receipt & Disbursement
Agency Banks-Internet Banking-CIN Generation
Management (Optional)
Online Payment: E-Challan Form
Preparation
- Challan No. Generation
AGMP
LOR
Transactions Initiated on Departmental Portals
E-Scroll
Online Challan Reconciliation
2
3
DBDB 4
CIN
CIN
6
5
7
Portal Reconciliation
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Plan &
Strong Room
Creation of Deposit Account
Fund Transfer To Deposit Account
Repayment From Deposit Account
• Personal Deposit• Education Deposit• Security Deposit• Revenue Deposit• Court Deposit• Local Fund Deposit
Cheque
Book
HoA ValidationValidation Expiry
IFMIS>FMIS>DepositDeposit Module
Receipt & Disburseme
nt
Plan & Budget
K–Deposit Transfer of Fund
K–Deposit Repayment of
Fund
Lapsed Deposit
Repayment of Lapse Deposit
Release & Accounting
Advance
Release & Accounting of Permanent
Advance
Accounting of
Account
Accounting of Stock Suspense
Account
Claims
Intimation
16
General ledger and Asset
Accounting Transfer JV
Strong Room
Valuables/Packets
Stamps
Deposit of valuables/packets
Return of valuables/packets
Procurement of Stamps
State Receipt and Disburseme
nt -> State Receipt System
Stamp Discount bill,Transfer of Stamps
Online stampstock details
Overview – Strong Room IFMIS > FMIS > Strong Room
State Receipt and Disburseme
nt -> State Disburseme
nt System
Cheque Book(CB)/Mone
y receipt book(MRB)
Procurement of CB / MRB
Issue of CB/MRB
Stamp sale to Vendor/Public/Oth
ers
Destroy Stamps and Return of
Stamps
Stamp Discount bill,Cheque for payment processing
Payment of Valuable DepositFee, Stamps and MRB
Messenger and govt.Depositor details and
verification
Cheque books issued to PD/EDAccount holder
Transfer of Stamps
DepositHRMS >
ESS
17- 17 -
General Ledger
AG Office General Ledger
Primary Account
General Ledger
Interface JV – Out of treasury
Transaction DMO
Manual JV – Out of
Posting of Interface JV Primary Account
Overview – General Ledger
Receipt & Disburseme
ntProject
Management
Purchase and
Debt & Investment
Disbursement, Forest,
Works Offices
Primary Account General Ledger
FMIS > OA > General ledger & Asset Accounting
Manual JV – Out of treasury
Transaction
Transfer JV (T JV) –Out of Treasury
Transactions
JV Primary Account
Submission of Primary Accounts
Adjustment JV -Primary Account
Freezing of Primary Accounts
Final Account
Final Account Report Generation
and inventory
Vendor invoice
capturing
Asset Accounting
Investment Manageme
nt
Payroll
18- 18 -
INTEGRATED IFMIS APPLICATION
Disbursement, works
and forest office’s
Receipt and disburseme
Verify, Update
and Finalize Primary Account
Primary Accounts
AG Office
AG – Existing System
Import final account
Final Account Preparation - AG Uses IFMIS SystemFMIS > OA > General ledger & Asset Accounting
disbursement
IFMIS - Reports
View Monthly and Annual Finalized Data
Account
No need for Consolidati
on
Out of Treasury
transactions (Except
Debt Mgmt.)
account information from IFMIS, if required
- 19 -
Debt Mgmt. Transactions (Finance
Users)
AG – Existing AG – Existing System
Verify, Update
and
Finalize
Verify, Update
and
Finalize
IFMIS
Monthly Statement in
electronic format
Out of Treasury
Out of Treasury
Updated AccountsUpdated Accounts
Primary Accounts
Final Account Preparation - AG Uses VLC System
1
2
3
FMIS > OA > General ledger & Asset Accounting
IFMIS – Reports
Receive Approval
for Request for change
Consolidate Data of
all treasuries and works departmen
ts
Consolidate Data of
all treasuries and works departmen
ts
View Monthly and Annual Finalized
Data
Treasury transactions (Except
DMO)
Treasury transactions (Except
DMO)
Monthly and Annual
Finalized data in electronic
format
- 20 -
4
Pension ModulePension
District Pension Office (DPO)
•Payroll
HRMIS•ESS (Employee Self Service)•SM (Service Matter)•Payroll
Disbursement Office
Receipt & Disbursement
Bill Processing
New Pension Case Processing
Provisional Case Processing
Provisional to Final Conversion
Revision Case Processing
First Pension Payment Processing•Pensioner Identification•Issue Pension ID Card
Complete Exit
Partial Exit
Complete Exit After Department Settlement
IFMIS > PMIS > Pension
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Pension Case Management
Life Certificate Processing
Grievance Management
First Pension Payment
Monthly Pension Payment
Monthly Pension Payment
Arrear Pension Payment
Link Bank
Web Portal
Monthly Payment Processing
Types of Pension : Superannuation, Voluntary Retirement , Compulsory Retirement , Family Case, Provisional
- 21 -
HRMIS Overview
Probation Training Confirmation
Organization Structure
Recruitment Payroll Manpower
PlanningVacancyReport
PerformanceManagement
Service Matter (SM)
Deputation
DepartmentalInquiry
AdditionalCharge
Transfer
Promotion
Pay Related
Roster Register& Gradation List
AwardsCourtCase
Exit Management Centralized Database
of Employee
Recruitment &Post Allocation
Confirmation
Probation &TrainingEnter
Office Procedures& Use of Self
Services
Organization
IFMIS > HRMIS > Introduction
- 22 -
Employee Self Service (ESS)
Service Book & Service Records
Reimbursements
Leave Management
Exit Management
Leave Encashment
Loan & Advance
Assets Declaration
Grievance Miscellaneous
GPF/ DPF Management
Double DutyAllowance
E-Profile
Absorption
of EmployeeService Records
MIS&
Reports
Exit
EmployeePerformance
Cessation of Service(Retirement, Resignation, Termination)
Retirement Benefits
Allowances and Deduction
Computation
• Modification in Salary Components
• HRMIS -
Intimation for Self Assessment
• Intimation for submission of Self Assessment form
Payroll Processing
• Processing for creation of Pay bills
Payroll System Overview
• Pension
Payroll System
IFMIS >HRMIS >Payroll
• HRMIS - ESS
• HRMIS -Service Matters
• Plan and Budget
• Receipt and Disbursement
- 23 -
• Office Accounting
• Pension
Annual Confidential Report IFMIS > HRMIS > Performance
Management
•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 trainings
undertaken
•Enables Senior Authority to view status of ACR for employees in the department and pendency at
each stage of approval
•Aid in process of DPC, Krammonati, Samaymaan
Hierarchy Setting for Appraisal
Self Appraisal by
Employee
Reporting Authority
Comments and Grading
Reviewing Authority
Comments and Grading
- 24 -
Employee GradingGrading
Communication
to Employee
Communication of
Adverse Remarks to Employee
Employee’s
Remarks
Employee’s Representation
on Adverse Remarks
Final Grading of EmployeeBy Accepting
Authority
Accepting
Adverse remarks
Accepting Authority
Reviews for anyAdverse remarks
Promotion Service Record
ProjectManagemen
t
- 24 -
Department Performance IFMIS > HRMIS > Performance
Management
•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.
Controlling Dept.: Define
HOD: Defines activities and timelines for
Employees may define sub-
activity for an
Real-time reports available at
Controlling Dept.
- 25 -
Dept.: Define KPA/Target & assign to HOD
timelines for achievement of Target/KPA and
assigns to Employees
activity for an activity and
continuously update status of
same
Controlling Dept. and HOD for
monitoring Work Progress
Organization
SetupE-Profile
- 25 -
Internal Audit And Local Fund Audit Module Overview
HRMIS
Internal Audit Process
CAG Draft Para Process
Special Audit Process
Internal Inspection Process
Internal and Local Fund Audit
Internal Audit
Au
dit
or
Ma
ste
r� System will cover online tracking of Roster.�Risk Assessment
� Harda Treasury� Narsinghgad Sub-Treasury� Sagar Treasury� Geratganj Sub-Treasury� Rajgard Treasury
Audit Support Tool
Pre and Concurrent Audit
Post Audit Process
Special Audit ProcessAudit Inspection
ProcessInternal Inspection
Process
Local Fund Audit
Au
dit
or
Ma
ste
r
�Risk Assessment� Auditor can fill Audit Report online� Online tracking of auditor diary / task� Tracking of Audit Fees Report� CAG Draft Para Summary Report� Objection / Para Summary Report� Institute Wise Para Status Report� Auditor Schedule Report
� Zila Panchayat , Bhopal� Nagar Palik , Bhopal� Pathya Pustak Nigam, Bhopal� Zila Panchayat , Gwalior
Audit Support Tool
Web Portal Module Overview
Cyber Treasury
Registration (Optional)
Online Challan Payment
Profile Management
1
Login
Web Content Management
Search /Feedback /Survey /
News/FAQ
Pensioner / Citizen
2 3
4
IFMIS > FMIS > Web Portal
- 27 -
Refund Request for Online Challans
Reconciliation and Approval
Pensioner / Citizen Grievance and
Information Access
IFMIS Reports
5
HRMIS - ESS
The proposed IFMIS WAN and Internet connectivity
- 28 -
Intranet Users: AG Office, DDO, DoF, Pension Office, Sub Treasury, District Treasury and City Treasury, Works/Forest
department(Divisional/Sub divisional offices), HOD, BCO, are considered as internal users who will access IFMIS
application
through Intranet.
Internet Users: Citizens, Pensioners, Employees, PSU/Local bodies, Agency Banks, RBI, GOI, NABARD are considered as
external users who will access web portal of IFMIS through Internet.
User’s Connectivity to DTA Network
- 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
- 30 -
• 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.
Thank youThank you