IFMS West Bengal Brochure

7/26/2019 IFMS West Bengal Brochure

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An e - Governance Initiative of Government of West Bengal

Under Govt-to-Govt (G2G) and Govt-to-Citizen (G2C) category

Finance Department

Government of West Bengal

iFMS

Integrated Financial Management System


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Brief overview of the project

Integrated Financial Management System (IFMS) is a web-based application implemented for better fiscal

management and efficient financial operations of the Government of West Bengal (GoWB). It integrates the

entire cycle of financial activities undertaken by all the Departments, Offices, Treasuries / Pay & Accounts

Offices (PAO), Local Bodies and Drawing & Disbursing Officers (DDOs) of the GoWB. There is a citizen centricity

aspect to this project through electronic payments which have enabled direct credit to respective bank accounts

of state Government employees / pensioners; suppliers / contractors / service providers and beneficiaries of

Government welfare schemes, thereby making it a pan-State coverage.

Inception and project brief

The project started from 14thJanuary 2014 and went live from 1 stApril 2014. It has a dedicated website / portal,

available publicly at www.wbifms.gov.in. The Project Domain encompasses all Departments, Directorates,

Regional, District and Field Level Offices of State Government and covers all of their financial activities across the

state in a single web based platform. The system allows Single Sign On (SSO) for conducting multiple activities by

a user by providing appropriate security across levels. It is divided into 6 integrated modules having several sub-

modules to ensure faster and accurate processing, better monitoring and control of financial activities as well as

generating and accessing various reports and queries through a robust MIS facility.

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INTEGRATED FINANCIAL MANAGEMENT SYSTEM

iFMS- An OverviewSuccessfully implemented in 67 Departments, Directorates,

Regional, District Offices and over 8000 Drawing & Disbursing

O icers DDOs across the State

01
http://www.wbifms.gov.in/http://www.wbifms.gov.in/


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Project Objectives

To facilitate better fiscal and financial management of the State

To integrate financial activities of all Departments, Offices and Treasuries of the GoWB for better fundmanagement

To provide a real-time MIS facility and Reporting System for all the users, stakeholders and Offices,

thereby enabling them to monitor the process and performance in their offices and sub-ordinate offices

on 24x7 online basis with respect to fund allotment and utilization

To develop a comprehensive database comprising information on financial and human resources related

details, transactions and status

To enable various field level officers to monitor availability of fund and its utilisation

To ensure transparency in fund management and eliminate rent-seeking

To make it convenient for users, stakeholders and beneficiaries by reducing paper work and visits to

Treasuries/ Pay & Accounts Offices by DDOs and beneficiaries to offices of DDOs

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Government Receipt InformationPortal System (GRIPS): for online &offline receipt of all Government tax

& non-tax revenues

CTS: Web based CTS

e-Bantan: Online fund allotment

Modules

of iFMS

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

Human Resources ManagementSystem (HRMS): Comprehensivedatabase to facilitate planning &

management of all employees

e-Pradan: Online payment for directtransfer to beneficiaries bank accounts


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SNAPSHOT OF THE IMPROVED SYSTEM

KEY BENEFICIARIES & STAKEHOLDERS

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An advanced web-based application facilitating complete treasury operations and management.

Treasury functions like bill receiving, processing and passing, cheque printing & delivery and paymentmandate in favour of beneficiaries are done online, and dont involve any manual intervention.

A comprehensive Pension sub-module of CTS facilitates accurate and faster processing of first as well as

subsequent pension claims. Also, online payment of pensions is made into the bank account of

pensioners choice.

Stamp sub-module of CTS facilitates efficient and secured inventory, process and delivery management of

stamps.

Facility provided for operating and managing Local Fund (LF), Personal Ledger (PL) and Provident Fund

(PF) Accounts of various Statutory, Autonomous and Local Bodies / PRI Institutions.

Access Controlto all users through system generated User ID & password.

Approval and Payments only through Digital Signature Certificates(DSCs). In case of exigencies there is

an arrangement for using One Time Password (OTP)for a temporary period.

The user activities in the system are secured and activity logs are made available.

Dual Payment Modes, through cheque and Electronic Clearing System (ECS), are made available.

Unique Reference Number (URN) enables query and tracking of each transaction in a hassle free manner.

Sub-Modules/ functionalities of CTS

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Centralized Treasury System

CTSFully Integrated Web-based Treasury Functioning

Successfully implemented at 84 Treasuries & 4 Pay & Accounts Offices

across the state of West Bengal covering about 8000 DDOs

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All the treasuries are

integrated with e-Kuber

payment portal of RBI for

online payment to the

beneficiaries bank

accounts, which is a first

time initiative in India

Integratedwith other modules of IFMS like e-Bantan, e-Billing, e-Pradan etc.

Functionalities to process the bills of works department like PWD, Forest and other work Departments after

abolition of Letter of Credit (LOC) System.

DDOs can access real-time status of transactions made.

Accounts sub-module enables preparation, checking and reconciliation of Monthly Accounts and online

submission of those to Accountant General (AG), West Bengal.

Interface to AG, West Bengal for online access to monthly accounts of Treasuries and PAOs.

Real-time support of MIS and Dashboard.

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FEATURES


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IMPROVEMENT OVER THE EARLIER SYSTEM

The DDOs used to submit manual bills in the Treasuries and Pay & Accounts Offices,

which used to run in standalone non-uniform applications. After receiving bills from

DDOs, the Treasuries used to manually enter all the required fields for processing

purpose. Now, bills are generated and submitted online on e-Billing module of IFMSand through its seamless integration with CTS, Treasuries are no longer required to

enter any details of those as the submitted bills are available online for processing. This

has led to substantial savings in man-hours.

In the earlier system, payments used to be made through Cheques only. Introduction of

the ECS mode of payment has eliminated cheque printing and delivery processes, which

again has resulted in huge saving of manpower and cost.

CTS allow online payment facility for LF/PL/PF Account operator. These authorities can

now issue online advice on Treasuries for payment to any beneficiary out of their

Account instead of Cheque. This is a major improvement which has saved at least 10

days in payment process.

Earlier, in standalone systems at each Treasury, any change in application needed to be

implemented in all 88 Treasuries separately which was a time consuming task and there

was a fair chance of running different versions at different sites. With IFMS being a

centralised system, all the changes made in the application and global master at central

server is readily available to the users of all the treasuries without any delay. This has

eliminated the chance of getting different format of reports/screens at different

locations.

Earlier, it was not possible for the authorities to know the exact amount under each

Head of expenditure at any point of time. Now, the system has enabled authorities to

generate real-time reports by applying different filters / parameters.

Online tracking of Bills, Challans, PPO, and Stamp Indent (request) is possible. There

was no facility for central monitoring of the status of pending bills at different

Treasuries, which now can be monitored from The Directorate of Treasuries andAccounts (DTA) and other levels, and necessary corrective actions can be taken.

Monthly Accounts can be prepared and finalized and closed through System and

submitted to the AG, West Bengal online. Separate interface with unique Login ID and

password has been given to the office of AG using which they can download Treasury

Accounts.

MIS support and Dashboard provides real time Reports and Queries which has ensured

effective monitoring and planning of Treasury functions.

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TechnologyPlatform

Non-uniform standaloneplatforms with different

versions in each Treasury

Running on uniform platformwith uniform version

Bill Receiving Complete manual entry ofbill details at Treasury.Time taken: 3-8 minute

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

Mode of Payment Manual cheque printing and

delivery which used to beabout 21 lakhs in numbersper year

ECS mode of payment and

mandate generation.Instantaneous payment to bankA/CMan hours savings: Approx.3.50 lakhs per year

Allotment Entry Manual entry of Allotmentorders in the DDO register.

Average Time taken : 20minutes

No need of any allotment entrydue to integration with e-

Bantan.Time taken: Nil

Parameters Pre-iFMS Post-iFMS

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1259

26012665

2957 2786 2799 29443017 3185

3873

3214

5724

508849

592 467 417 314 356 363 502 350 415

2339

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

e-Treasury Challan All Treasury(except e-Treasury)

Scheduling ofPayment & Pension

Scope of scheduling ofPayment and Pension Limited, Manual anddependent

Guaranteed Scheduling ofPayment and Pension

Misplacement ofcheques

Chances of expiry, loss andtheft of cheques

No such occurrence due toECS payment

Account Compilation Manual entry of bank receiptsand paid cheques individually.Time taken: More than 2 - 3days

No need of manual entry dueto auto updating of scrolls onsame transaction date.

Time taken: Nil

Probability of Error There were chances ofmisclassification of

expenditure

Elimination of themisclassification of

expenditure

Quality ofinformation

Not possible for the authoritiesto know the exact expenditure

Authorities can know theexact expenditure anytimeenabling better fundmanagement


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Pension related benefits

+ Earlier there was no facility of direct crediting of

Pension to Pensioners Bank account, which used to

delay the process of crediting pensions. Now, about 6

lakhs pensioners receive their pension on the first day

of the month through online credit to their bank

accounts.

+ The 1stpension of a new pensioner is being credited to

the pensioners account on the 1stday of appearance in

Treasury. Previously, it used to take about 30-45 days

to get the first pension credited to the bank account.

+ Earlier pensioners were allowed to open a pension

account in few selected bank branches only. Now, a

pensioner can open a Pension Account in Branch of

most of the Banks nearest to his / her residence as per

his / her convenience.

+ In addition to Pension, all other retirement benefits like

Gratuity, Arrear Pension etc.is credited to pensioners

bank account on the day of clearance by Treasury.

+ Simple, fast, accurate & transparent.

+ Better utilisation of manpower.

+ Eliminates the reconciliation needs at different levels.

+ Real-time MIS regarding allotment and utilisation of

funds and payments ensures better monitoring andplanning of treasury functions and efficient decision

making.

+ Huge reduction in paper based working, a giant leap

towards complete paperless environment.

+ Highly secured payment gateway.

+ System based validation with the Budget Allotment

before Bill Approval.+ Efficient inventory management of stamps.

+ Vendors / individuals / Treasuries can place requisition

for stamps online.

+ Faster and hassle free Account closing.

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Government Receipt Information Portal System


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Option 1

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Government Receipt Information Portal System

GRIPSOnline receipt of Government Tax & Non-tax Revenues

Successfully implemented and made mandatory across the State of West

Bengal for all kinds of revenue collection

Online payment mode

Credentials entered in

GRIPS portal by Citizen

Credentials

approved by

system

Head of Accounts selected by citizen

Amount details entered against

selected Head of Accounts

Selection of bank and payment mode

done

Offline payment mode

Government

receives amount

paid by citizen

Payment challan

received by citizen

which can be printed

Citizen pays the amount to

bank by showing the

payment challan

Paid challan received

by citizen

Payment of Government revenue from gateways of 23 agency banks through any of the following modes-

Net-Banking; Debit Card/Credit Card; Over the Counter [OTC] through GRIPS generated Challan;

Departmental Officer collecting the revenue from the taxpayers can also deposit the amount to any branch

of the 23 authorised Banks.

Using a single challan, payment under multiple Heads of Account can be made.

Instant generation of GRN, which is a unique identity, once e-Challan is filled. Instantaneous acknowledgement of challan receipt after online/ offline payment is made into the system.

Information on revenue collection instantaneously available to the Revenue Collection Authority / Finance

Department.

Account settlement by RBI on the day succeeding the day of making payments.

Search Challan facility available to citizens for tracking processing status of deposited challans.

The portals of all Departments/ Directorates are integrated through GRIPS for making payments. Revenue collection without integration of GRIPS with the Department Portal can also be done.

GRIPS: An e-service provided by the GoWB to

citizens, traders, entrepreneurs, other revenue

payers & depositors of West Bengal, which

enables them to pay all tax & non-tax revenueof different Departments/ Directorate/

Officesof GoWB through a user-friendly web-

based portal. With every online payment

transaction, an e-Challan bearing a GRN

(Government Receipt Number) is generated

from GRIPS which helps in uniquely identifying

each payment made through the system.

This helps the State authorities through:

Real-time credit of revenue into the

Government exchequer

Generation of MIS facilities with real-time

monitorin of revenue collection

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FEATURES



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Earlier, the depositor was

required to fill in the Treasury

Form (TR) & get it countersigned

from the concerned government

office. S/he was then required tovisit a particular branch of a

particular bank, which was linked

with the Treasury to deposit the

Government revenue. It was a

time-consuming process as it

required making frequent visits

to multiple officials & therebyresulted in inconvenience to

depositors. The delays also used

to encourage non- compliance.

After introduction of GRIPS, the

depositor can deposit the

revenue at any time through any

mode without physically visitingthe Government offices or banks.

Present system is more accurate,

transparent, secured & provides

easy access over the earlier

system. It has completely

eliminated the scope of

misclassification / incompleteclassification of tax & non-tax

revenues.

The process of compilation of

reports on revenue collection

was a tedious & time consuming

task. The collected reports wereoften outdated & unreliable.

Now the departments,

directorates / offices can

monitor the revenue collections,

trends, performance etc. online

through a well-developed MIS

facility.

Tax deposited by the citizens for various services used to be

delivered to the system after a long delay, as it was difficult &

time consuming to verify the authenticity of the deposits. Now,

the service delivery office can verify the authenticity of thepayment through GRN / Bank Reference Number (BRN) online &

deliver the services quickly.

Earlier, there was scope for making fraudulent claims of deposits

by providing forged challans, which has now become impossible.


+Saving of significant time as there is no need to visit

any Office/Treasury/Bank.

+Process is transparent as payment record is made

available 24X7 in dematerialised form.

+System ensures accuracy because limited user

inputs are required.

+User friendly and less time dependent systemencourages tax compliance.

+The system comes with secured payment modes.

+Integration and validation with bank portals

possible.

+Robust reporting system, which supports efficient

decision making.

+Easy access enables a depositor to pay taxes from

any place/ bank branch convenient to the

depositor.

+Control over the revenue system ensures real time

monitoring.

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TimeConsumption

Involved a lengthy processfor making payments whichinclude filling of TR Form,getting it countersignedfrom the concerned office,making visits to a particularbranch of a particular bank

Elimination of the timeconsuming and tediousprocess as payment canbe done 24X7 onlinethrough paymentgateways of 23 agencybanks

Procedure forauthentication

Manual verification ofauthenticity of deposits usedto lead to delays indepositing amount paid bypayee

Service delivery officecan verify authenticityof the payment throughGRN/ BRN online andservices thus aredelivered promptly

Probability ofError

There were chances ofmisclassification/ incompleteclassification of tax and non-tax revenues

Elimination of instancesof misclassification /incomplete classificationof tax and non-taxrevenues due to built-insystem checks


Reports on revenuecollection often containedoutdated and unreliableinformation due to non-integration of systems

Authorities can knowthe exact revenuecollected anytimeenabling better fundmanagement

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Parameters Pre-iFMS Post- iFMS

Online Fund Allotment - e-Bantan


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Web-based Application Module of Integrated Financial Management System (IFMS).

Funds can be allotted from Finance Department to 67 Administrative Departments and

subsequently sub-allotted instantaneously to over 8000 Drawing & Disbursing Officers

(DDOs) through a pre-defined hierarchy of Directorates, Regional Offices, District and field

offices.

Allotment ordercan be generated online in Dematerialized Form.

Electronic Allotment Register of the specific treasury is updated online as soon as budget

is allotted to any DDO.

Budget Withdrawal: Facility available for partial or full withdrawal of previously allotted

fund from Budget Allotting/ Sub-allotting officer/ DDO level.

Budget Re-appropriation: Funds under one Head of account can be re-appropriated by

the administrative departments to another Head of Account within their delegated

powers and overall limit of Budget of the Department.

DDO Management: Facility of creation of New Departments / Directorates, Offices /

Establishments and DDOs.

SMS alert facility to Allotting and Receiving officers.

Real-time MIS facilityon allotment and utilisation of funds and payments ensures better

monitoring and efficient decision making.

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Distribution of Budgeted Fund to all Administrative Departments up to

DDOs through Allotting & Sub-Allotting Officers

Successfully implemented in 67 Departments, Directorates, Regional,

District Offices and over 8000 DDOs across the State DDOs

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FEATURES


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Annual Budget passed

by State Legislative

Assembly

Approved budget uploaded

on IFMS website by Finance

Department

Fund received seamlessly by

various Departments using Fund

Management Guidelines

Departments allot fund to Budget Allotting

& Sub-Allotting Officers and DDOs through

the pre-defined hierarchy

Budget Allotting & Sub-Allotting Officers

allot fund to same or lower hierarchical

levels depending upon the level

Intimation to TOs/ PAOs

on fund allotment

Intimation to DDOs for

fund drawl & spending

Government Orders (GOs) for allotment used to be sent in the paper form manually to the respective

Departments, Directorates, DDOs and Treasury Officers. In many instances, even though DDOs used to receive

GOs, they could not draw fund as copy of GO was not available to Treasury Officer (TO) or vice versa. Thisoften used to lead to non-utilization of fund and delay in execution of schemes/projects. Now this has become

instantaneous and real-time.

Implementation of e-Bantan module of IFMS has obviated this conventional method of preparing Allotment

letter and forwarding the same manually to Departments / Directorates. Funds can now be allotted from

Finance Department & Administrative Departments to the field units instantaneously in dematerializedform.

This online process of fund flow does not involve any manual intervention and has drastically cut down

process delay which used to take around 2-3 months.

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

completely eliminated.

Due to integrationin between e-Bantan & Centralised Treasury System, the fund allotment directly reflects at

the Treasuries, which has enabled hassle free and faster bill processing.

Reconciliation need at different levels is completely eliminated.

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Format ofAllotment Order

Paper based Allotment Orders Allotment order indematerialized Form

Time consumption Time consuming fund flowprocess. DDOs used to receiveGO but often fund could not bedrawn as TOs copy was notavailable and vice versaTime taken: 2-3 months

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

Probability of error Chances of human error /duplication rampant

Accurate and synchronousprocess with least manualintervention

Withdrawal withinallotted amount

Error prone manual fundwithdrawal process leaving every

scope to exceed budget orduplicate withdrawal

Chance of error in budgetwithdrawal completely

eliminated

Validation Excuses of non-receipt of orders

were prevalent

Time stamped trails are

available of all allotments

SMS / email facility Earlier the Recipient Authoritieswere unaware of any allotment

until they received the hard copy

of the allotment order

Now the recipientauthorities get SMS & email

the moment any allotment is

made in their favor.

Pre-iFMSParameters Post-iFMS

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+ All information regarding fund available 24x7 to all

stake holders.

+ Real-time availability of fund status at any

hierarchical level leading to informed decision

making.

+ Easier, faster and more accurate allotment of fund

to different levels through electronic medium is made

available on real time basis.

+ Online availability of Sanction Letters for all kinds of

allotments/ withdrawal/ sub-allotment.

+ Quicker allotment of fund, lesser time loss in

allotment and communication of Sanction Orders

improves utilization of fund for work of different

Government Projects. This has also reduced time and

cost overruns.

+ Optimal use of fund through easy and on time

budget re-appropriation.

+ Available MIS reports enable higher authorities to

monitor entire budget allotment and utilization up to

DDO level.

+ Being a web based application, updated version /

new features are instantly available to all the users.

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Electronic Payment

P d


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05e-Pradan

Direct Payment to the Bank Accounts of Employee / Non-employee/

beneficiaries of Government Offices by Treasuries / PAOs

Successfully implemented in all 84 Treasuries & 4 PAOs covering over

8000 DDOs all kinds o revenue collection

West Bengal is the first

state in the country to

make online payment

through treasury level

integration with e-Kuber

Portal of RBI

Credentials

approved by

system

Details of beneficiaries (Name, Bank

Account Number, IFSC Code, MICR Code,

PAN, Aadhar Number, Mobile Number)

collected by DDO

DDO enters / uploads details and approves

using Digital Signature Certificates (DSCs) in

the system once only

DDO raises bill against claims of

Payee/ Beneficiaries to PAO/ TO

PAO/ TO processes & passes received bills and

generate payment mandate online on RBI

Amount credited in the account

of the Beneficiary online

Through e-Pradan, claims of all types of payees or beneficiaries are directly credited to their bank accounts

electronically, once the payment is passed by Treasuries / PAOs. Payee and beneficiaries include all types of

employees of any Government / Non-Government agency, pensioners, suppliers, contractors, service

providers, beneficiaries of all Government schemes, recipients of stipends / scholarships etc.

Payment to beneficiary can be made by one time entry of payee / beneficiarys name, bank account details,

PAN, Aadhar Number, mobile number & other details into the system by DDOs.

One-time approval of beneficiary details is required to be made in the system for all future payments to the

payee for any number of times. However, entered details can also be modified, if required.

System generated SMS is sent to the payee/ beneficiary on release of payments by PAO / Treasury Office.

Rectification of the failed transaction, if any, is possible by DDO within very short span of time.

Deferred / pre-scheduled (on a specific date) payments can be made through e-Pradan.

Know Your e-Payment Statusfacility enables each beneficiary to get details of their claims & payments.

Payment is released to Bank Account of payee/ beneficiaries through Reserve Bank of Indias e -Kuber portal

within few hours or latest by succeeding working day from the day of processing. West Bengal is the first state

in the country to integrate e-Kuber with e-Pradan.

FEATURES

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DDOs need not visit

Treasury/ PAOs to collect

cheques. The whole process

has been made online.

Payee/ Beneficiaries need

not visit DDO offices to

know the status of his

payment claim or for

collection of cheques. Thisensures transparency at all

levels.

Convenient and user

friendly for DDOs, Treasury /

PAOs and Payee /Beneficiaries.

Printing of huge numbers of

cheques is not required.

Earlier, about 21 lakhs

cheques in a year used to be

printed. e-Pradan has also

eliminated the need for

collection of cheques by

DDOs, distribution to

beneficiaries and further

deposit to banks and saving

in transport costs.

No cheques are delivered to

Payee / Beneficiaries, so no

risk of expiry & loss ofcheques.

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+Fast disposal of Payee / Beneficiaries

claim by DDO/ Pay & Accounts Office/

Treasury Office.

+Saving of time and money since no

repeated visits by the beneficiary is

required.

+Hassle free receipt of payment by

Payees/ Beneficiaries as it is directly

credited in their Bank accounts.+Rectification of failed transaction

within very short time and subsequent

successful payment.

+Annual saving of 45,000 man-days

approximately at treasuries only due to

elimination of cheque printing anddelivery.


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TimeConsumption

Payment cycle from bill receiving toactual encashment of cheques in

beneficiary account used to take 17days on an average.Time taken : 1060 days

Payment cycle from billreceiving to actual credit to

beneficiary account takes 4days on an average.Time taken : 0 - 4 days

Mode ofPayment

Payment used to be through chequesthereby involving tasks of chequesprinting and deliver. Average number of

cheques printed and delivered in a yearwas 21 lakhs

ECS mode of payment haseliminated the cheque printingand delivery tasks, resulting in

huge saving of manpower andcost

Audit TrailAudit trail was possible up to DDO levelonly

Drill down audit trail availableup to the beneficiary level


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(in numbers)

Online preparation & submission of Bill


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e-BillingAn important Step Towards Paperless Office and Record Keeping

06

DDO staff:

Selects Bill category

Selects Bill-specific T.R.

Form & fills it online

Fills details in the Common

Bill Entry Form

Credentials

approved by

system

Unique Reference Number is generated

Allotment details are automatically

validated

Name(s) of the beneficiary & amount is

added from e-Pradan module

PAO/ TO passes the bills

transferred from DDOs

Acknowledgement, Bill Extract, Top Sheet & relevant

TR Form with schedule is generated & printed by DDO

DDO submits the bill electronically using Digital

Signature Certificate (DSC)

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Bill Forms available in digitised form.

System based validation with the Budget

Allotment & other details before Bill

Submission.

Integration with e-Bantan, CTS, e-Pradan

& HRMS has eliminated instances of

data inadequacies & inconsistencies.

Cross checking with other external

systems like Information Management

and Promotion of Administration in

Commercial Taxes (IMPACT), Online

Salary Management System (OSMS),

Integration with West Bengal Health

Scheme portal

(www.wbhealthscheme.gov.in), etc.

Preparation of Bill Register,

Appropriation Register & TDS Statement

through system. Manual preparation

completely done away with.

Online withdrawal of bill by DDO at any

time through system before payment

mandate given by Pay & AccountsOffices/Treasuries ensures flexibility.

Online Bill tracking through use of a

Unique Reference number.

Use of Bar Code/QR Code on the bill for

easy receiving at Treasury.

System generated schedules showing

deductions & transfer details from bills.

FEATURES

A time

saving,

error-free &secured

utility!

http://www.wbhealthscheme.gov.in/http://www.wbhealthscheme.gov.in/http://www.wbhealthscheme.gov.in/http://www.wbhealthscheme.gov.in/


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Mode of billpreparation

Manual preparation of allbills & schedules involving

huge data entry

Fast, simple & minimal dataentry in digitized bill forms

Volume of bills There were about 70 BillForms & Schedules

Rationalization has resulted inreduction in the no. of BillForms & Schedules which now

stands at 30

User friendliness

Separate preparation of Billwas required for each &every personal claim inmost of the cases

A new Bill was required to

be done afresh every time

Similar types of claims of largenumber of beneficiaries cannow be clubbed in a single bill

Details of old bill can be usedfor submission of a new bill

after modification

Probability of error Instances of misclassification,miscalculation and selectionof wrong bill forms prevalent

Elimination of such instancesdue to in-built system controls

TimeConsumption Extremely time consumingand tedious process of billreceiving

Easy and faster receiving of billsusing Bar Code and QR code

Bill preservationfacility

No scope of bill preservationat Treasury available forfuture reference. AG alsoused to destroy the hardcopies after stipulated timeperiod

Virtual copy of the bills arealways available indematerialized form


No entries are required to be made at Treasury/PAO end.

Pay order are not required to be written in Treasury/PAO.

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+Allotment Register of DDOs is

instantaneously updated.

+DDOs can track the status of bills any

point of time.

+Error relating to TR Form Number

and/or Head of Account is

completely eliminated.

+All Schedules showing deductions

and transfer details from bills are

system generated.

+Details of old bill can be used for

submission of a new bill after

making minimal modification.

+Virtual copy of the bills always

available in dematerialized form

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07Human Resources Management System -

HRMS


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Service records & details of allemployees available in a centralised

database.

Availability of past records / legacy data.

Comprehensive database.

Preparation of salary bills of

Government / Non- Government

employees.

Integration with e-Billing, CTS & e-

Pradan.

e-Service Book

e-Payslip

General Provident Fund Account

Maintenance.

System based personal claims

submission.

07 HRMSA web based solution for complete management of human resources

from recruitment to retirement

Human Resources Planning

Recruitment Management

Training Management

Confirmation Management

Leave Management

Payroll Process

Pay Fixation

Travel Allowance & Dearness Allowance Management

Leave Travel Concession Management

Medical Entitlements

Transfer, Posting and Joining

Deputation and Lien

Loan Management

Promotion Management

Performance Appraisal

Departmental Proceedings Management

Exit Management

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Sub-Modules of HRMS

FEATURES



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Earlier, service records & other

attributes of Human Resources were

maintained local office-wise or

Department-wise depending on thecategory of the Government

employee. The quality of record

maintenance was unorganised

which made it difficult to retrieve

information easily. Also, the

information was incomplete and / orunreliable. Damage or loss of data

used to make it impossible to

restore the information accurately.

Due to non-availability of reliable

comprehensive data, it was difficult

to make plans about recruitment,

transfer, promotion and retirement

etc. HRMS enables the Government

to have a comprehensive central

database for effective and efficient

decision making for better utilisation

of the human resources.

Manual maintenance of Service

Books has been substituted by e-

Service Books.

Pay parameters can be centrallycontrolled instead of office based

efforts.

System based preparation of pay &

other bills is made possible after

due validation.

Unique ID for

each employee

+Advance and targeted human

resource planning.

+Effective, efficient and optimum

utilization of human resources.

+All service records of employeeswill be available in soft form.

+The system enables accurate and

real-time Human Resources Data

Management.

+Online availability of employee

details to individuals and offices.

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P iFMS P t iFMS


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Incomplete, unreliable & highlydisorganized information on

human resource was availabledue to various factors likemaintenance of records inmultiple locations in variedformats which often led todifficulty in retrievinginformation

All information will be storedcomprehensively in the Central

Database which will ensureeffective and efficient decisionmaking process for betterutilisation of the humanresources

Maintenanceof Servicebooks

Service Books of employeesused to be maintained manually

Manual maintenance ofservice books has beenreplaced with e-Service books

Control of payparameters

Pay parameters like salaries,arears etc. were controlledmanually from respectiveOffices/ Departments

Pay parameters of employeesare now centrally controlledthereby eliminating scope ofinadequacies & inconsistenciesin records

Generation ofpay & otherbills Pay bills & other bills of

employees used to be preparedmanually

Pay bills & other bills ofemployees will now begenerated online after duevalidation


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08 Implementation of IFMS


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

integrated platform.

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

Providing a reliable primary & redundant connectivity to 88 Treasuries & PAOs across the State in

different remote locations.

Capacity building of > 50,000 stakeholders.

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

Inertia to change from old traditional paper-based bill preparation by DDOs & checking process

and accounting system by Treasuries.

Significant number of old Government rules, orders, procedures & recording systems requiring

Business Process Re-engineering with respect to bill format, preparation & submission, Treasuryaccounting and payment modalities.

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

functions.

Creating interface with external agencies like RBI, Accountant General, Digital Signature

Certificates (DSC) authorities & Intra Governmental agencies.

For a transformativeinitiative of this type,a gradual, well-

sequenced & flexiblestrategy is the key!

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CHALLENGES FACED IN IMPLEMENTATION OF IFMS

All the stakeholders were

CAPACITY BUILDING MEASURES


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All the stakeholders were

trained at different level

locations.

Modes of capacity building

adopted were:

o

Master Training to

Resource persons

o

Class Room Training to

Users

o Hands on Training on

dedicated Training Server

o Web Training

o

CBT (Computer Based

Tutorials)

o

User Manual and FAQs

o

Classroom trainings to the

Master trainers/ selected

Users have been imparted

for about 155 training days,

who in turn, have imparted

multiple rounds of training

to their respective

subordinates and other

users

+ A dedicated IFMS Cell under the Finance

Department created to provide domain support to

Technical team & train the master trainers.

+ Regular web based interactive sessions to train &

receive feedback from TOs/ DDOs.

+ Temporary help desks set-up & made operational

at all 88 Treasuries to resolve queries of DDOs/

other Users to facilitate roll-out of every module.

+ Facility to send bulk SMSs to DDOs/ TOs on urgent

& key updates/instructions.

+ Dedicated official email IDs for officers & staff of

Treasuries/ DDOs created for communicating

instructions, guidelines & GOs.

+ All the guidelines, manuals, GOs & presentations onIFMS portal are made publicly available.

Grievance Management System

Call Center for IFMS - Online call logging (24 x 7)

by all users has been made. Unique Call Incident

Number (CIN) is given to the call logger, which

helps in knowing the status of logged calls at

any point of time. MIS for monitoring call

resolution by higher levels exists.

Help Desk telephone - Live interaction through5 lines is provided to all users.

Call Center for leased Line (MPLS)telephone

and email based services are available to users.

In addition to above, email/mobile/ in person

communication is also used for special issues.

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INTERFACE WITH OTHER SYSTEMS & SERVICE PROVIDERS


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B

First State in the

country to do so

for electronic

payment

integration

e-Kuber

system of the

Reserve Bank

of India (RBI)

InformationManagement& Promotion

ofAdministrationin Commercial

Taxes(IMPACT)

Online Salary

Management

System

(OSMS) of the

School

Education /

Panchayat

Integration

with West

Bengal Health

Scheme portal

(www.wbhealth

scheme.gov.in)

Centre for

Development

of Advanced

Computing

(C-DAC)

Digital

Signature

Certificates

For VAT

integration,

reconciliation

& validation

For salary database

for payment to

staff of Schools,

Colleges & PRI

Institution

Forreimbursement

of medical

expenses to

Government

employees

For SMS The only state

in the country

to have given

DSCs to all the

DDOs

INFRASTRUCTURAL ASPECTS

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

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

Disaster Recovery Setup with Business Continuity Plan.

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

state.

Internet connectivity at all Government offices.

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

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COST EFFECTIVENESS OF THE PROJECT


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01

02

03

04

05

06

07

08

Cost of paper due to availability of Allotment

Orders in dematerialized format and non-

printing of about 21 lakh cheques.

Postal charges which used to be

annually incurred for dispatching

allotment letters to around 5 lakhs

recipients.

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

This is a Go-Green initiative.

Commission which used to be paid

earlier to banks for disbursement

of salary/ pension.

Interest due to scheduling of pension payment

exactly on the scheduled date. Earlier there was a 5-

7 days lead time between receipts of cheque by

banks & subsequent credit to pensioners accounts.

Manpower due to elimination of certain

manual processes involved earlier in the

office of Treasuries & DDOs.

Manpower & logistics due to discontinuation ofdistribution of pension cheques to nearly 3000

different bank branches.

Cost due to non-maintenance of

standalone servers / heavy duty

printers at each treasury.

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Notes


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Notes


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Finance Department

Government of West Bengal

www.wbfin.nic.in

IFMS West Bengal Brochure

Documents

Transcript of IFMS West Bengal Brochure