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

- 6 -

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

- 7 -

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

- 8 -

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

- 9 -

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

- 10 -

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

- 11 -

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

- 12 -

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

- 13 -

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

- 15 -

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

- 21 -

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