Web Based IAAD Budget and Expenditure Monitoring System ...cag.delhi.nic.in/bems/web-beams-New.pdf · Web Based Budget and Expenditure Monitoring System (IAAD-BEMS) • IAAD-BEMS

18 June 2014 NIC, Audit Informatics Division 1

Web Based IAAD Budget and Expenditure Monitoring System

(IAAD-BEMS)

18 June 2014 NIC, Govt. of India 2

Budget and Expenditure Monitoring System

of

Indian Audit And Accounts Department

http://cag.delhi.nic.in/bems

http://cag.delhi.nic.in/beams

Web Based Budget and Expenditure Monitoring System (IAAD-BEMS)

• The objective of IAAD-BEMS is to build up a transparent and effective process for budget allocations and to control over expenditure.

• IAAD-BEMS also aim at maintaining the financial discipline to create effective Management Information System (MIS) for Indian Audit and Accounts Department (IAAD) across the country



• Online Budget distribution system as per

Sub Object and Sub-Sub Object level of

account classification.

• NC-DDO and C-DDO notify the daily

expenditure booked as per Account head

classification and respective PAO

authenticates the passing of the bills

submitted by the respective NC-DDO.


Web Based Budget and Expenditure Monitoring System

(IAAD-BEMS)

• IAAD-BEMS will facilitate Budget Section of

office of CAG, PAO, 146 Main DDOs of field

offices of CAG located in different parts of

the country along with Branch DDO who are

managing financial service of more than 250

field offices and 50,000 employees of Indian

Audit & Accounts Department


Web Based Budget Allocation and Expenditure Monitoring System

(IAAD-BEMS)

FEATURES

• Work Flow based application

• Users get access to the modules as per role allotted

• Facility for online Allocation of the budget to Micro level head by Budget Control Authority

• Facility to create Branch Offices by the Parent Wing

• Facility to allocate Budget to Branch DDO by Parent

Wing

• Online booking of Expenditure by the DDO as per

availability of Budget.

18 June 2014 6 NIC, Audit Informatics Division

Web Based Budget and Expenditure Monitoring System

(IAAD-BEMS)

FEATURES

• Budget Monitoring of the DDO is online

• PAO approves the expenditure booked by DDO

online

• PAO can also monitor the budget of DDO as per Sub

Sub object level

• Online Surrender of Surplus Funds

• Online Additional Demand for Budget from DDO

• Generation of MIS Reports


Modules of the Software

• Enrolment

• User Management

• Master Management

• Budget Allocation

– BE and RE

– Additional Budget

• Expenditure Management

• MIS Reports


User Enrolment

• Budget Section of office of CAG

• DDO ( NC-DDO and C-DDO)

• Pay and Accounts Officers


User Management

• Administrative User

• Budget Initiator (AAO)

• Budget Approver (AO/SAO)

• Budget Controller

• DDO

• Sub Users of DDO in section

• PAO

• DDO of Parent Wing

• DDO in a Branch


User Roles • Administrator

• Budget Allocation

• Initiator

• Approver

• Controller

• DDO

– DDO DEO Operator

• CDDO

– CDDO DEO Operator

– NCDDO Under CDDO

• Branch DDO ( DDO of Branch offices)

– DDO DEO Operator

• PAO

• Viewer ( to view Report for MIS) 18 June 2014 NIC, Govt. of India 11


Ministry of Finance Government of India

Office of Comptroller and Auditor General

of India

Budget Section of office of CAG

DDO Demand for BE and RE

Additional

Process of Respective Demand

Allocation of Budget as per Sub Object and Sub

Sub Object Level

Funds Received by DDO

DDO Book Expenditure as per

Classification of Account Heads(As per funds allotted)

Pay and Account Office (PAO)

Approved for Payment Rejected

Budget Allocation and Expenditure Process

Budget Allocation Process

• Budget Administrator prepares the percentage of the previous years Expenditure

• Preparation of Budget to be allocated to each DDO by initiator along with Notes

• Authorisation of Budget by Budget Approving Authority along with Notes

• Controlling Authority approves and allocate Budget to DDO.

• DDO gets information of allotment of Budget instantaneously on allotment and DDO can print letter of funds allocation online


Process of Expenditure • Expenditure details prepared by Dealing hand of

DDO as per classification of accounts and submit to DDO along with Notes

• DDO Pass/Reject Expenditure details and sent to PAO for Authorisation and final disbursement

• PAO verifies the details and Pass/Reject Payment

• On passing the bill the Budget details get updated of respective Account heads of DDO



Process for Funds Allotted to the Branch Office

Budget Section of office of CAG

Funds Allotted to Parent Wing

Allotment of Funds

Funds Received by Branch Office DDO

Process of Branch Creation and Allocation of funds to Branch DDO

• User id of Parent Wing created by the Administrator

• Parent Wing Creates all users of their Branches including their own office as one branch

• Parent Wing allocates Budget to Branch DDO

• Branch DDO demands Additional Budget from Parent Wing



Process for Additional Grant to DDO

Request by DDO for Additional Demand

Approve by HOD

Request Sent to Budget Section for funds allocation

Budget Section Reviews & Process

the Request

Allocate Funds to DDO

Allocate Rejects

Process of Demand for Additional Budget by DDO

• DDO Prepares the Additional Demand - offline

• Gets approved from HOD offline

• DDO initiates additional demand on system with information of authority number and date - online

• Request assigned to designated officer/official of Budget Section

• Process start at Budget Section of office of

CAG.



Budget and Expenditure Monitoring System (IAAD-BEMS)

VERIFICATION AND VALIDATION

• The Budget allocations does not exceed limits provided in

Demand for Grant ( DDG)

• DDO Can not book expenditure excess of Budget Allotted to

respective DDO.

• DDO can demand Additional Budget online.

• The Parent wing can not exceed the Limit Provided for

allocation of funds to branches

• Branch DDO can only get Budget from Parent Wing


Departmental Users

• User Created by the Administrator

• Password of each user sent by Email and Mobile

• Roles are defined as Budget Initiator , Budget Approver, Budget Controller , NC-DDO, C-DDO,PAO


Complete Cycle Covers

Demand for BE and RE by Field offices

Process of Budget at Budget Section of Office of CAG

Budget Allocation

Additional Demand from DDO

Expenditure by DDO and Authorisation of Expenditure by PAO


Process of Demand for Additional Budget by DDO

• DDO Prepares the Additional Demand - offline

• Gets approved from HOD offline

• DDO initiates additional demand on system with information of authority number and date - online

• Request assigned to designated officer/official of Budget Section

• Process start at Budget Section of office of

CAG.



USER-INTERFACE


Web Based Budget Allocation and Expenditure Monitoring System (BEAMS)

USER-INTERFACE



USER-INTERFACE



USER-INTERFACE



USER-INTERFACE



USER-INTERFACE



USER-INTERFACE


Web Based Budget and Expenditure Monitoring System (IAAD-BEAMS)


Benefits

• The release of grant by the administrative department, and the

controlling officers to DDO online

• Users can access BEMS at any time from any where on 24 x 7 x

365 basis

• Data Integrity, accuracy in Information Processing.

• Automatic generation of various reports on Real time Basis.

• All the financial information are being stored in the form of

databases.

• As the data is analyzed and reliable, the timely data availability of

the same for planning and decision making.

• Efforts on preparation of reports get reduced



Implementation Plan • Action to be taken by the O/O CAG for issuing Office Order for distribution

of budget allocation and expenditure through BEAMS software instead of manual existing procedure.

• Creation of Project Advisory committee for reviewing the project activities for successful execution of the Project and full support to nodal officers and the Project Implementation Team.

• Testing of the Software.

• Prepare Training Calendar and arrange venue and logistics for the users training and hand holding.

• To identify administrator(s) for System administration.

• To provide necessary security approvals, computer systems, internet connection, telephone etc. for the implementation team deployed at Offices of the IAAD Departments.

• Providing logistics (Hardware) and office space for the implementation team.


For Official Purpose

http://cag.delhi.nic.in/bems

For Practice and training purpose

http://cag.delhi.nic.in/bemsdemo




Web Based Budget and Expenditure Monitoring System (IAAD-BEAMS)

for Indian Audit and Accounts Department (IAAD)


THANKING YOU




PROCESS FLOW

Ministry of Finance Govt of India

Controller General Of

Accounts(CGA) Govt of India

BRS

CAG

Fild office 1

(DDO)

Fild office 2

(DDO)

Fild office N

(DDO)

...

RE/BE/* Demand initated by DDO

RE/BE Demand initated by DDO

RE/BE Demand initated by DDO

...

BUDGET

Estimate

Approved

BRS

CAG

Fild office 1

(DDO)

Fild office 2

(DDO)

Fild office N

(DDO)

PAO PAO

Expenditure bill Demand granted

Expenditure

Budget And Expenditure System (Draft)

Branch Office DDO BE/RE

Demand

...

...

HO

Branch DDO

PAO

* Additional Budget




PROCESS FLOW

Start Detail Demand grant Budget Preparation

Budget Allocation to

DDO

Expenditure booking by DDO

& passing through PAO

Generating of reports and

Queries

End

Process of Budget & Expenditure




Start (X)

End Budget Allocation DDO Initiated by Initiator (AAO)

Budget Allocation Approved by

Approver (AO)

Budget Finalized by controller (ACN)

Budget Allocation process




Start Expenditure bill amount book by DDO’s opreater

End

Expenditure Authorised bill

amount passed by PAO

Expenditure amount book Authorised by

DDO

Process of expenditure booking

Start RE/DE/* Demand Initiated

by DDO (X) Approved by Head Office

RE/BE Demand Process Additional Budget


Inauguration of Budget and Expenditure

Monitoring System

of

Indian Audit And Accounts Department




For Official Purpose


For Practice and training purpose

http://cag.delhi.nic.in/beamsdemo


http://cag.delhi.nic.in/beamsdemo

Documents

Web Based IAAD Budget and Expenditure Monitoring System ...cag.delhi.nic.in/bems/web-beams-New.pdf · Web Based Budget and Expenditure Monitoring System (IAAD-BEMS) • IAAD-BEMS