Comprehensive Financial Management System …wrd.bih.nic.in/download/CFMS/5.pdfCredit(LOC)process....

CONFIDENTIAL

24-Sep-17

Comprehensive Financial Management System (CFMS),

“e-Billing”

TCS Confidential 1

Objective

The main objectives of this module are as follows:

• Enable the user to sensitize with the proposed system of e-Billing module.

• To understand the process flow of this module

• To clarify the sub-processes and functionality if the module

• To understand the roles and responsibility of this module

TCS Confidential

Overview

Deposit

Receipts

Beneficiary

Management System

Budget

Bill Processing

Accounts Compilation

& Reconciliation

Expenditure Sanction

Bill Preparation

Bill Verification

Bill Submission

Bill Preparation & Submission

Master Data Management

Works & Forest

Sub-ModuleEmployee Maintenance

TCS Confidential 3

Overview- Contd.

E-Billing is one of the modules of Expenditure Management System. It is designed to

prepare different types of bills along with all schedules, supporting documents and so

on into the system and submit the same to Treasury. It consists of below main

processes

� Expenditure Sanction: An expenditure sanction order is a pre-requisite for the

creation of bill except for Pay bill and Pension bill.

� Bill Preparation & Submission: The bill creation is generally initiated by Billing

Assistant and scrutinised by Head Clerk. The bill is then approved by DDO. Based on

bill type, it may require Counter signature by CSO.

� Employee Maintenance: This functionality is for capturing the employee’s

information in the system which may be used for generation of Pay bill.

� Works & Forest sub-module: Works & Forest sub-module will be enable to

create Bill directly through the CFMS system and to abolish the existing Letter of

Credit (LOC) process.

TCS Confidential 4

Key Features

� Expenditure Sanction

� Processes like Search, Initiate, Approve, print, Modify, Cancel are possible in


� System will enforce approval of Expenditure sanction as per DFPR

� Bill Preparation and Submission sub-processes

� Bill Preparation and submission may involve Billing Assistant, Head Clerk,

DDO, CSO

� Checklist based validations

� Send for Revision

� Online Recall of Bills by DDO after bill submission to treasury

� FIFO Overrule Request

� Online Failed Transaction

� Bill Status/Query

� Work List

TCS Confidential 5

Key Features-Contd.

� Employee Maintenance

� Employee Details Capture and approval and tagging to a

section

� LPC Out and LPC In

� Works & Forest Sub-Module

� Work Creation in system

� Work - HoA Mapping

� Defining Milestone of work

� Contractor Work Mapping

� Bill Preparation

TCS Confidential 6

Benefits

� Real Time Information Availability :

During Bill preparation & Submission, the

user will be able to view the real time information on fund availability and

expenditure position.

� Single Source of Truth:

CFMS shall enable capturing of the data at the source of

origin and eliminate data redundancy & duplication of efforts in entry of the same

data multiple times in different forms.

� Financial Discipline :

� Expenditure sanction

� Budget availability checking

� Speed and Certainty in Service Delivery :

CFMS will be capable of speedy and

transparent delivery of services such as faster payment of invoices/ claims of

vendors/ employees, speedy refund, computerized acknowledgement etc.

TCS Confidential 7

Functional Comparison

# PROCESS CTMIS CFMS

1 Roles

related to

Expenditure

Sanction

Not applicable � Billing Assistant

� Head Clerk

� Drawing and Disbursing Officer

� Head of Office

� Expenditure Sanctioning Authority-1



2 Roles

related to

Bill

Preparation

&

Submission

� Drawing and

Disbursing

Officer

� Billing Assistant

� Head Clerk

� Drawing and Disbursing Officer

� Counter Signing Officer

3 Expenditure

Sanction

processes

� Sanction

process is done

offline

� An expenditure sanction order is a pre-

requisite for the creation of bill except for

Pay bill and Pension bill.

� Expenditure sanction will be approved as

per DFPR encoded in the system

TCS Confidential 8

Functional Comparison-Contd.


4 Bill

Preparation

and

Submission

processes

� Bill Generation

� Bill modify

� Bill Finalize

� Bill Submission

� Bill cancellation

� Bill Preparation

� Bill Verification

� Bill Submission with Digital sign

� Online Bill Counter Signing

� Online Recall request of Bills


� Bill Cancellation

� FIFO Overrule Request



� Work List

5 Employee

Maintenance

processes

� Employee Detail

Capture and approval

� Section Creation and

tagging

� Employee Detail Capture and

approval

� Section Creation and tagging

� LPC Out and LPC In

TCS Confidential 9

Functional Comparison-Contd.


6 Works &

Forest

Sub-

Module

� LoC system is used

� Carried out in Division

office offline. Once

received in treasury, the

cheque processing

becomes online.

� Budget allotment will be done

in respective Heads.

� New bills introduced

� Work Master

� Work - HoA Mapping Master

� Work Milestone Master

� Contractor Master

7 Bill Claim

types Microsoft Excel

97-2003 Worksheet

TCS Confidential


10

TCS Confidential 11

Process Description


Expd. Sanction

Search

Expd. Sanction

Initiation

Expd. Sanction

Modification

Expd. Sanction

Cancellation

Expd. Sanction

Approval

Expd. Sanction

Print

TCS Confidential 12

� Expenditure Sanction Search:

The search is sub-divided in two:

� HoA wise

� Specific Expenditure Sanction order

� Expenditure Sanction Initiation:

A request can be raised for new Expenditure sanction for the selected HoA by

providing the mandatory details

� Expenditure Sanction Approval:

� When there is no Admin sanction

� When Admin sanction exists

Process Description-Contd Expenditure Sanction

TCS Confidential 13

� Expenditure Sanction Modification:

This option can be used to modify an expenditure sanction before final

approval by DDO/HoO/ESA

� Expenditure Sanction Cancel:

This option can be used to cancel an expenditure sanction unless it is utilized

against any bill.

� Expenditure Sanction Print:

This option can be used to print/view expenditure sanction letter fin the

specified format or existing sanctions.

Process Description-Contd Expenditure Sanction –Contd.

TCS Confidential 14

Process Flow | Expenditure Sanction

TCS Confidential 15

Process Description| Bill Preparation & Submission

Bill Preparation and Submission

Bill Preparation

Send For Revision Bill Recall

Bill Counter Sign

Bill Submission

Bill Verification

Bill Print

Bill Cancellation

Bill Status/Query

Failed Transaction

Bill Redistribution

FIFO Overrule

TCS Confidential 16

� Bill Common Details Preparation:

Billing Assistant (Maker) in DDO office will initiate bill preparation. After providing

basic bill details, a unique Bill Reference Number is generated.

� Bill Specific Details:

Fields specific to bill claim types will be covered and captured here

� Tagging of Bill Wise Beneficiaries:

Will contain the list of Beneficiaries who will be paid once the bill is successfully

processed in Treasury.

� Transfer Payment (PL/PD/WD) Detail:

Using the Transfer Payment Details option, Billing Assistant while preparing a bill

can enter the details of PL/PD/WD account details where the Book Transfer of

fund is to be done.

� Bill Attachments

The scanned copies of the supporting documents will be attached using this

option.

Process Description| Bill Preparation & Submission-Contd.

TCS Confidential 17

� Book Transfer (Deduction) Entry

It enables the user to prepare and capture the schedule of various deductions for

a bill. Total Book transfer amount is equal to deductions (that is, Gross amount -

net amount) in the bill.

� Additional Certificate

The user in DDO office can manually enter/select additional certificates against

the bill, apart from the certificates which are already there in the bill.

� Bill Verification by Head Clerk (Checker)

Head Clerk (Checker) will scrutinize the bill details entered by the Billing Assistant.

If no issues found, then forward the bill to DDO for final approval and submission

to Treasury.

� Bill Submission by DDO

DDO should verify and digitally sign or e-sign the bill before submitting it to

Treasury. Bill requiring countersignature will be forwarded to CSO who will be

countersigning the bill and send it back to DDO. DDO will then submit it to

treasury.


TCS Confidential 18

� Bill Counter Signing

Certain bills types like TA bill require Counter Signature. Bills which require

counter signature will be sent to Counter Signing officer mapped to the DDO.

Once countersigned by countersigning officer, the bill will be send back to DDO for

necessary rectification (as per remarks from CSO) and submission to treasury.

� Online Recall of Bills by DDO

A new functionality to allow DDO to recall a bill after it is submitted to treasury.


A bill can be sent for revision in the following scenarios:

� If discrepancy is found in the bill in DDO office

� If treasury finds any discrepancy in the bill


TCS Confidential 19

� FIFO Overrule

Based on the urgency, a DDO can request for overruling the normal bill

processing as per FIFO (First In First Out) order. FIFO overrule can be requested

after the bill is inwarded in Treasury but before approval from Treasury Officer.

� Cancellation of bills

A bill can be cancelled in the following scenarios:

� Bill objected by treasury officer.

� Submitted Bill recalled before inward in treasury

� Bill objected by Treasury Officer based on recall request of DDO before e-

Payment mandate generation.

� Any other reasons before submission to treasury.

� Bill Print

This option will enable to print the online bill, schedules, beneficiary list,

supporting documents. if the print is taken before bill submission to Treasury then

'Draft Bill' will be written on top on the bill.


TCS Confidential 20


e-Payment transactions may fail due to incorrect account no. and/or IFSC code.

DDO will get the details of failed beneficiary corrected and will then notify the

Treasury accordingly to proceed with the payments.


This functionality will enable the user to find the status, history and details of the

bill.

� Work List

Work List shows the list of pending tasks the logged in user has in his queue in

respect to the module.

� Bill Redistribution

Bills can be redistributed to another user after it was assigned to a particular user

if the DDO feels that some BA/HC is overloaded or for any other reasons.


TCS Confidential 21

Bil

l P

rep

ara

tio

n

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Process Flow| Bill Preparation & Submission B

ill

Ve

rifi

cati

on

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Bil

l S

ub

mis

sio

n

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Bil

l C

ou

nte

r S

ign

ing

Process Flow| Bill Preparation & Submission-Contd.

TCS Confidential 25

On

lin

e B

ill

Re

call

by

DD

O


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Bil

l S

en

t fo

r R

ev

isio

n


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Fail

ed

Tra

nsa

ctio

n


TCS Confidential

Employee Maintenance

28

TCS Confidential 29

Process Description| Employee Maintenance

� Employee Details Capture

It will enable the user to create an employee in the database.

� Employee Details Approval

This functionality is for approving and tagging the employee information to

Beneficiary management system so that pay and allowances can be paid directly

to employee account.

� Section Creation

Pay bill for a set of employees is generated based on section. This option can be

used to create a new section. Pay bill for a employee can only be generated if

he/she is tagged to a section.

� Section Tagging

Once an employee is created and tagged as a beneficiary, the employee need to

be added to a particular section. Pay bills will be generated section wise.

TCS Confidential 30

� LPC Out

LPC Out is generated when an employee is transferred from one location/post to

another or when the employee retires. The employee to be transferred and/or

released from current engagement need to be go through LPC-out process which

will untag the employee and release him/her to the general pool.

� LPC In

In case of Transfer/change in Post, the already relieved (LPC-Out) employee

need to be engaged in the new designated location/post through LPC-In process

by the DDO.

Process Description| Employee Maintenance-Contd.

TCS Confidential

Works & Forest Sub-Module

31

TCS Confidential 32

Process Description| Works & Forest

� LOC will be abolished and budget will be allotted to respective Heads. Also, new

Bills related to Work & Forest will be introduced.

� The proposed system will capture basic details of work after the tender is assigned

to contractors which are required for Bill preparation. Also, the millstones will be

defined.

� Based on Work size, Work is sub-divided as:

o Work more than 5 lakh:

Admin sanction, technical sanction, tendering and contract will take place in

e-Procurement. The work detail will be fetched from e-Procurement module

to bill preparation and Submission module for Bill creation. Thus integration

with e-Procurement will be done.

o Work costing < 5 Lakh/ World bank /EAP project:

where e-Procurement is not followed / where tender process is manual , it is

assumed that once the awarding process is over, the details will be

registered in CFMS

TCS Confidential 33

� Work Department will maintain their Work Management system (WMS) which will

contain details of work. In future , CFMS may be integrated with WMS. Till non-

availability of WMS, the work master will be maintained in the CMFS Master

Maintenance Module

� Pre-Audit of R/A bill with reference to MB and conformity with codal provision

and rules are carried out in the Division by the concerned authority and this is

done offline before creation of the work bill

� Below types of Deposit accounts may be used:

o General Deposit accounts

o Security Deposit accounts

o Miscellaneous deposit account

� Currently, AG reconciles the separate accounts sent by treasury and by

divisions. Reconciliation process will become easy for AG as AG may be able to

book expenditure/receipt based on treasury transaction.

Process Description| Works & Forest-Contd.

TCS Confidential 34

Work Masters related to Work & Forest

� Work Master:

Will capture details of Work and will generate a Work ID against it. Can be

sub-divided into below :

� Work Department’s New Work

� Work Department’s Ongoing Work

� Other Department’s New Work

� Other Department’s Ongoing Work

� Work - HoA Mapping Master

Will enable to tag the Work to the HoA against which bill may be generated

� Work Milestone Master

Will enable to define the milestones of a work

� Work Contractor Master

Will enable to map contractors to a work

TCS Confidential 35

Work & Forest Bills

� BTC-70

This bill type is used to draw fund from allotment and to pay to contractors.

� BTC-70B

This bill is used when work is outsourced to PWD by other departments.

Other department will transfer fund to PWD’s PL account through Book

Transfer. BTC-70B is used to withdraw amount from this account and pay to

PWD

� BTC-70C

Securities (full/part) will be refunded to contractor using this bill type

TCS Confidential 36

Business process Re-engineering

� Expenditure sanction order is a pre-requisite for the creation of bill except for Pay

bill and Pension bill.

� The bill details along with supporting documents will be captured online. In future,

no physical copy will be submitted to Treasury in future.

� Checklist based validation.

� Online Bill Counter Signing

� Recall of Bills by DDO after bill submission to Treasury.


� Online FIFO Overrule Request


� Letter of Credit (LoC) will be abolished and budget will be allotted to the

respective Heads from where the Works & Forest related bill can be prepared.

TCS Confidential

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Comprehensive Financial Management System …wrd.bih.nic.in/download/CFMS/5.pdfCredit(LOC)process....

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