ISSUED BY IT DEPARTMENT Dear Sir, H.O

Page 1 of 5

HO/08/BR/IT/2015-16/170 20-02-2016

CIRULAR TO ALLBRANCHES, OFFICES AND DEPARTMRNTAL HEADS

Dear Sir,

Re:- Migration of Fixed Assets/Furniture & Fixture etc into FASSET Module in Finacle.

Presently Branches maintain the manual records of every purchase, sale, write-off, transfer-in/out of fixed assets held by them. Also depreciation is applied annually with preparation of manual returns (6A & 6B) Further, with the new system of Depreciation/ life span of any asset as per our circular no HO/08/OPR/2015-16/44 dated 18-06-2015, it became necessary to introduce an Automated Method of calculating depreciation, preparation of Statutory Returns and maintenance of records of fixed asset through simple One-Step activity of making entry of fixed asset in Finacle at the time of Purchase/Sale/Transfer/Write of stock. Now, a new module FASSET has been included in Finacle which will take care of all above itself and it has been decided to Migrate record of all existing ‘Fixed Assets’ at branches/ROs in time bound manner: TIME – LINE Date Activities to be carried-out

26‐02‐2016

All Branches to prepare Fixed assets data (Item wise) as of 31-Dec-2015 (Tallied with G/L as on 31.12.15) with depreciation amount (Item wise tallied with GL as on 31-Mar-2015) as per Annexure-II & III latest by 26-Feb-2016 Note- ROs will consolidate and check the accuracy of item wise details of branches

05‐03‐2016 Completion of Migration of fixed asset into Finacle (FASSET)

10‐03‐2016 Completion of Depreciation Computation by FASSET for December- 2015 for all branches with passing of necessary GL/PL entries (as computed by system)

15‐03‐2016

Completion of entry of all remaining stock (Fixed Asset/ Dead Stock – item wise) purchased/ transferred/ sold/ Written off by the branches/ROs from 1-Jan-2016 onward (including all pending entries)

Finacle Menu Options Available

1. FASSET : For capturing Fixed Asset Data in Finacle 2. FADEPR : For Computation of Depreciation 3. FARPT : For Generating Reports from Finacle

ISSUED BY IT DEPARTMENT H.O.

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Step by Step Activities

1. Pre-Migration Activity- i. ROs to form a “Team of 4-5 staff members” to get the accurate data prepared by

branches and to coordinate & complete the entire process of Migration to Fasset ii. Branches/ROs to prepare ‘Annexure-I & II as per set time line and RO team to ensure

accuracy of category wise/ Item wise data of branches (all tallied with GL) iii. Branches/offices have to bifurcate entire fixed Assets into seven categories as given

in ‘Annexure-I’ and Balances/Depreciation of all items bifurcated in these seven categories should be tallied with GL balances as on 31-12-2015.

iv. RO team to guide branches in line with the procedure explained to P&E staff during workshop held at Head Office.

v. RO Team to consolidate in EXCEL File all data provided by branches (Excel Format provided to ROs during workshop at HO)

2. Migration Activities a. Branches/ROs shall enter Item wise details of each and every items in FASSET in

appropriate category (as defined in Annex-II) b. Item wise entries will be made in FASSET for all those items for which GL entry

towards cost has been passed till 31.12.2015 with corresponding depreciation upto 31-Mar-2015 (actually applied) which means that items entered in GL from 01.04.15 to 31.12.15 will bear ‘ZERO’ depreciation to match with GL depreciation A/c.

c. Existing GL amount as on 31.12.15 (Cost & depreciation) will be redistributed into New Category wise GL Heads.

d. Head Office will run the depreciation computation through menu FADEPR in Finacle for arriving at actual depreciation as per extant guidelines. Necessary entries will be passed by branches for Difference in Depreciation amount (GL Dep as 31.12.15 & system Computed Dep. for the same date).

3. Post Migration activities- a. Branches / ROs will begin making Finacle entry of remaining Dead Stock items

Purchase/ Transferred/ Sold/ Written Off etc. after 31-Dec-2015 (i.e. 1st Jan 2016 onward) through Menu option FASSET.

b. RO Team will ensure that no such entry is pending 15th March 2016 at any branch. (Please refer to Annual Closing Circular dated 15.02.2016)

NOTE : IN VIEW OF IMPLEMENTATION OF FASSET MODULE, BRANCHES/ ROs SHOULD NOT PASS ANY MANUAL ENTRIES OF DEPRECIATION IN G/L FOR MARCH 2016. (A Job card for FASSET MODULE, provided by Data centre is also attached for user’s guidance.)

We advise all the Regional Heads to personally supervise the FASSET Migration Process and ensure that aforesaid Time-line is adhered to without fail.

Yours faithfully,

sd-

(Mahendra S Kumar) General Manager

CATEGORY Categ Code ITEM_CODE Annex‐IAC_ETC_EQUIP 1 AC (SPLIT)AC_ETC_EQUIP 1 AC (WINDOW)AC_ETC_EQUIP 1 AIR COOLERAC_ETC_EQUIP 1 REFRIGERATORATM 2 ATM MACHINEATM 2 MICRO ATMATM 2 POS MACHINECOMP_HW 3 BIO‐METRIC DEVICE/WEB CAMCOMP_HW 3 COMPUTER (DESKTOP PC SET)COMP_HW 3 COMPUTER (TABLET PC)COMP_HW 3 COMPUTER LAPTOPCOMP_HW 3 COMPUTER SERVERCOMP_HW 3 COMPUTER ZIP DRIVECOMP_HW 3 DONGLE/ DATA CARDCOMP_HW 3 MODEMCOMP_HW 3 MONITORCOMP_HW 3 NW RACKCOMP_HW 3 NW ROUTERCOMP_HW 3 NW SWITCHCOMP_HW 3 PRINTER (ALL‐IN‐ONE)COMP_HW 3 PRINTER (DMP)COMP_HW 3 PRINTER (INKJET)COMP_HW 3 PRINTER (LASER)COMP_HW 3 PRINTER (LINE)COMP_HW 3 PRINTER (PASSBOOK)COMP_HW 3 SCANNER (CTS)COMP_HW 3 SCANNER (FLATBED)COMP_HW 3 SOFTWARECOMP_HW 3 VOIP PHONESCOMP_HW 3 VSATFAF 4 ALMIRAH (BOOK SHELF)FAF 4 ALMIRAH‐STEELFAF 4 ALMIRAH‐WOODENFAF 4 BED ETCFAF 4 BOARD ‐ NOTICE/DISPLAYFAF 4 BOARD ‐BLACK/WHITEFAF 4 BOX (CHEQUE DROP)FAF 4 BOX (SUGGESTION)FAF 4 CABIN/ COUNTERFAF 4 CABINET (CARD)FAF 4 CABINET (FILE)FAF 4 CABINET (FIREPROOF)FAF 4 CABINET (WOODEN/STEEL)FAF 4 CASH SAFE‐SMALL (CASHIER)FAF 4 CHAIR‐COMPUTER FAF 4 CHAIR‐EXECUTIVEFAF 4 CHAIR‐OFFICEFAF 4 CHAIR‐VISITOR (CLUBBED)FAF 4 CHAIR‐VISITOR (SINGLE)FAF 4 COMPLAINT BOX

FAF 4 GLOW SIGN BOARDFAF 4 LOCKSFAF 4 MODULAR WORKSTATION/FURNITUREFAF 4 MONKEY CAGEFAF 4 PARTITION‐ALMUNIUMFAF 4 PARTITION‐‐WOODEN FAF 4 RACK (STEEL/ WOODEN)FAF 4 SIGN BOARDFAF 4 SIGN BOARD (GLOW)FAF 4 SIGN BOARD (INDICATOR)FAF 4 SOFAFAF 4 STOOLFAF 4 TABLE (CENTER)FAF 4 TABLE (COMPUTER)FAF 4 TABLE (CONFERENCE)FAF 4 TABLE (OFFICE)FAF 4 TABLE (WOODEN)FAF 4 TIN BOXFAF 4 TOKENOFF_EQP 5 ALERT ALARM SYSTEM/ HOOTEROFF_EQP 5 AUDIO SYSTEMOFF_EQP 5 BOARDS (TIME DISPLAY)OFF_EQP 5 BUNDLE WRAPPING MACHINEOFF_EQP 5 CALCULATOROFF_EQP 5 CAMERAOFF_EQP 5 CCTV CAMERAS/EQUIPMENTSOFF_EQP 5 CLOCKSOFF_EQP 5 DVD PLAYEROFF_EQP 5 ELECTRIC FITTINGSOFF_EQP 5 EMERGENCY LIGHTSOFF_EQP 5 EPABX SYSTEMOFF_EQP 5 EXHAUST FANOFF_EQP 5 FACIT MACHINESOFF_EQP 5 FAKE NOTE DETECTOR MACHINEOFF_EQP 5 FAN‐CEILINGOFF_EQP 5 FAN‐PEDESTALOFF_EQP 5 FAN‐WALL/TABLEOFF_EQP 5 FAX CUM COPIEROFF_EQP 5 FAX MACHINEOFF_EQP 5 FIRE DETECTOROFF_EQP 5 FIRE EXTINGUISHEROFF_EQP 5 FRANKING MACHINEOFF_EQP 5 GENSETOFF_EQP 5 GEYSEROFF_EQP 5 HEAT CONVECTOR/ROOM HEATEROFF_EQP 5 INTERCOMOFF_EQP 5 INVERTEROFF_EQP 5 KITCHEN APPLIANCES & EQUIPMENTSOFF_EQP 5 KITCHEN‐MICROWAVE OVENS/OTGOFF_EQP 5 LIGHT FITTINGOFF_EQP 5 MICR ENCODER/OTHER ENCODERS

OFF_EQP 5 MOBILE PHONESOFF_EQP 5 NOTE COUNTING MACHINEOFF_EQP 5 NOTE SORTING MACHINEOFF_EQP 5 NOTE STITCHING MACHINEOFF_EQP 5 PHOTOCOPIER MACHINEOFF_EQP 5 PROJECTOR (LED ETC)OFF_EQP 5 PROJECTOR ACCESSORIESOFF_EQP 5 PROTECTOGRAPH MACHINEOFF_EQP 5 PUNCHING MACHINESOFF_EQP 5 SECURITY GADGETOFF_EQP 5 SECURITY SYSTEMOFF_EQP 5 SMALL OFFICE UTILITY ITEMSOFF_EQP 5 SMOKE AND HEAT DETECTOROFF_EQP 5 SOLAR POWER INVERTER SYSTEMOFF_EQP 5 STABILIZERSOFF_EQP 5 TELEPHONE INSTRUMENTSOFF_EQP 5 TOKEN DISPLAY SYSTEMOFF_EQP 5 TOOLS

OFF_EQP5

TV SETS (LCD/LED TV) / CABLE & DISH TV EQUIPMENTOFF_EQP 5 TYPEWRITEROFF_EQP 5 ULTRA VOILET LAMPOFF_EQP 5 UPS SET WITH BATTERYOFF_EQP 5 UPS WITHOUT BATTERYOFF_EQP 5 VACUUM CLEANERSOFF_EQP 5 VIDEO CONFERENCE EQUIPMENTSOFF_EQP 5 WASHING MACHINEOFF_EQP 5 WATER FILTER/COOLERSDV 6 CASH SAFE ‐ LARGESDV 6 CASH SAFE EMBEDDINGSDV 6 CURRENCY BIN CABINETSDV 6 CURRENCY CHEST BINSSDV 6 GATE‐CHANNEL/ GRILL SDV 6 LOCKER ALMIRAHSDV 6 LOCKER CABINETSDV 6 SAFE DEPOSIT LOCKERSDV 6 STRONG ROOM /DOORVEH 7 CAR/JEEP/SUVVEH 7 CASH VANVEH 7 CYCLEVEH 7 MOTOR CYCLEVEH 7 VEHICLE OTHER/E‐RICKSHAW ETC.

Annexure II - ITEM WISE FURNITURE REPORT as on 31-12-2015 for Fixed Asset Data Migration to Finacle

Branch Name- SOL-ID Region -

S.N.

Category Name

Item Name

Date of purchase

Quantity

Original Purchase Cost*

Total Depreciation actually applied upto 31-03-2015 *

Net Value (WDV)

1 2 3 4 5 6 7 8(6-7)

2

3

Category Total 1

2

Catagory Total 1

2

Catagory Total 1

2

Catagory Total 1

2

Catagory Total Grand Total (A) G/L Balance o/s 31-12-2015 (B)

Difference of A & B should be ZERO

For fixed Assets entered in GL from 01-04-2015 onwards, depreciation will be applied on 31-03-2016.Hence Column” 7” for such entries will be ‘ZERO’ at present

Tallied with G/L Verified above Balances in Finacle

Signature Signature

Branch Manager Authorized Officer of R.O

Date- Name-

Designation

Annexure III–Summery of Furniture-Fixture (Data up to 31-12-2015)

FASSET DATA AS ON 31‐12‐2015

Branch Name‐

S.N SOL ID‐ TOTAL AMOUNT UP TO 31.12.2015 DEP. AMOUNT UP TO 31.12.2015

1 FURNITURE & FIXTURES

2 AC‐COOLERS

3 Safe Deposit, Vault

4 Computer New

5 Vehicles

6 Office‐Equipments

7 ATM

Total

* To be tallied with General Ledger Balances.

General Ledger Details

A/c Name A/c Number Outstanding Bal as on 31‐12‐2015 Outstanding Bal as on 31‐12‐2015

Dep Computer 56740015501013 xxx

Dep F/F 56740015501007 xxx

Depvehicle 56740015501011 xxx

Block computer 56740025101013 xxx

Block F/F 56740025101007 xxx

Block vehicle 56740025101011 xxx

Total

Difference New purchase after 31-12-2015

Tallied with G/L Reason for difference should be only due to purchase/sales/Transfer/Write -off after 31-12-2015)

Tallied with G/L Verifiedabove Balances in Finacle

Signature Signature

Branch Manager Authorized Officer

Date- Name-

Designation

FASSET Module in CBS

Approach Document & JOBCARD

RRB DC - CBS Operation Centre, UTI Tower, South Wing, 2nd

Floor, G-N Block

Bandra-Kurla Complex, Bandra (E), Mumbai-400051 Page 1 of 16

Presently the RRB branches maintain the records of all the fixed assets held by them, individually

and manually. The records of every purchase, sale, write-off, transfer-in/out under these

categories are being maintained by every branch and depreciation at different rates and methods,

based on the category, has to be calculated by them. Various registers such as Dead Stock Register,

Furniture & Fitting ledger etc. and proper record of depreciation provided on quarterly basis are

also to be maintained. There is a need felt by RRB to move from standalone to centralize the data

with centralized processing of depreciation computation based on the bank wise parameters.

To address these issues and automate the process of calculation of depreciation, maintaining

these registers and to generate all related returns, a module namely FASSET has been developed in

Finacle. Through this module the individual details of the total Fixed Assets of all the branches/

offices can be captured and using this data, depreciation calculation and generation of various

returns and registers can be automated. The module provides following options :-

1. Capturing of Entries – (Menu Option – FASSET)

A) Migration of existing entries as on a cut-off date (Sub Option – Migration)

B) New Entries / On-going entries post one time migration –

i. Supplier Master

ii. Purchase

iii. Payment

iv. Transfer

v. Sale / Write Off

2 Depreciation Calculation (Menu Option – FADEPR) (Quarterly)

3 Report generation (including 6A & 6B) (Menu Option – FARPT)

As a part of activity, there is a need to migrate existing entries at branch level as on a cut-off date.

Initially the migration functionality will be activated for the branches. Through this functionality,

branches will feed in data related to the existing individual Fixed Assets items along with costs and

also the outstanding depreciation amounts as on a cut-off date. Accordingly the individual details

of all the Fixed Assets (available in the dead-stock register) of the branches/ offices shall be

captured and tallied with the GL balances for a particular cut-off date. This migration functionality

shall be subsequently disabled and Branches will be required to make use of menus for new

additions for on-going entries. Branches will be required to complete migration of all entries as on

cut of date to avoid any impact the depreciation calculation. As depreciation calculation will be

centralized process, there is need for all operating units to ensure capturing of correct data during

migration.

After completion of migration activities for all the branches, other functionalities for on-going

entries, such as, Purchase, Payment etc. will be enabled and the operating units are expected to

feed in details of all the fixed assets items they procure, sell or transfer through these menus only.




Floor, G-N Block


The individual items purchased, sold or transferred etc after the cut-off date will be entered

through these modules of FASSET only and no direct entry will be allowed in Finacle.

The calculation of depreciation is menu driven and is to be done on a quarterly basis by the HO for

all the branches. It may be noted that the system will calculate full depreciation from the initial

date of purchase of the item (as fed in by the branches) for all the migrated Fixed Assets items,

during calculation of depreciation for the first quarter after migration. Any shortfall or excess, as

against the depreciation amounts fed in by the branches, will be adjusted and vouchers passed in

Finacle accordingly. As such the branches have to ensure that the migrated details are correct and

without errors.

As an initial pre-deployment facilitation, RRBs have to ensure that all the branches keep in

readiness the complete details of the individual Fixed Assets items available with them, and ensure

that the data is in order and the total amounts are tallying with the outstanding GL figures for

Fixed Assets and Depreciation as on cut-off date.

As a prerequisite to enable the functionality, RRBs will be required to list out Category Codes and

Sub-category Codes (Item codes) related to the fixed assets along with category wise balances

related to blocks of the existing Fixed Assets total amount and depreciated amount as per the

format below for necessary action at DC end. The format to be used for data submission is as

under:

SOL_ID CATEG_CODE TOTAL_AMT DEP_AMT

As a phased approach, post UAT confirmation from HO Team, the functionality shall be enabled for one RO

of the RRB for migration of entries as on cut-off-date for all of their branches. RRB/RO will ensure that all

branches complete the migration as per schedule. RRB shall simulate the centralize calculation of

depreciation for the RO and confirmation. Post successful computation & confirmation from RRB, all other

branches/ROs shall be enabled for migration.




Floor, G-N Block


JOBCARD

Menu Option: FASSET

There are four functions : Migration, Purchase, Transfer, Sale/Write off.

Migration function will be available initially for data entry for the existing Fixed Assets items and will

be disabled thereafter.




Floor, G-N Block


1. Migration: Data entry for all the outstanding Fixed Assets items available in the branch/

office as on the cut-off date (30-09-2015) is to be made. Data entry is to be done as per the

Category Codes and item codes available in the drop-down menu.




Floor, G-N Block


Verify the same using VERIFY Option.




Floor, G-N Block


2. Purchase: When an item is purchased the following 3 steps are to be carried out.

2.1 Supplier Details: Add and verify the details of the supplier from whom the item is

purchased.




Floor, G-N Block





Floor, G-N Block


2.2 Purchase Details: Add and verify Purchase Details of the item purchased




Floor, G-N Block


2.3 Payment: Payment to the supplier.




Floor, G-N Block





Floor, G-N Block


Verify the record with different user.




Floor, G-N Block


3. Transfer: For transfer of Asset to other branch.




Floor, G-N Block


4. Sale/Write Off: For sale or write off of an existing item




Floor, G-N Block





Floor, G-N Block


Menu Option: FADEPR to be run by HO for applying set-wise Quarterly Depreciation.




Floor, G-N Block


Menu Option: FARPT (Generation of various Reports including 6A and 6B)

*** End of the document ***

Documents

ISSUED BY IT DEPARTMENT Dear Sir, H.O