DDU-GKY Public Financial Management System. Vision A robust 21st century system for efficient, effective and transparent public funds management

DDU-GKY Public Financial Management System

VisionA robust 21st century system for efficient, effective and transparent public funds

management

Learning

(Monitoring & Bank

Intergation)

Payments

Current and Future Capabilities of PFMS

Workflow integration Accounting Reporting

Roles and responsibilities of key Agencies and Actors

State

Registration – One time activity

Its is mandatory to register the individual PIA in to system to get an accurate status on the Project.

Fund Transfer – One time activity

Online fund transfer is done to get an clear picture on the fund flow status of the Projects.

Monitoring - On going activity

It leverages the state in extracting the project wise monitoring details which will show an fund utilization process of an Project.

UC Generation – One time activity

The actual amount utilized out of the total amount released interest and any other amount brought into project(like: loans and advance)

7.1 Marking receipt of funds in PFMS by PIA

7.Transfer of Funds to PIA

5. PIA creating Beneficiary and Vendors

4. Registration of PIA’s

(CTSA for YP, SRLM for AP)

3. Registration

of SRLM(CTSA)

2. Registration of CTSA(MoRD)

1. Registration of MoRD (CGA)

&DDU-GKY (MoRD)

Life-cycle of PFMS functionalities

6. Transfer of funds to CTSA

and SRLM(MoRD)

6.1 Marking receipt of funds in PFMS by CTSA

8. PIA making payments via Electronic Mode- e Payment using Print Advice

9.Monitoring and Reporting

9. 1 Tracking PIA Expenditure and Advances

9.3. Monitor the Financial Transactions of each project account made by PIA

9.2 Monitoring Bank Statements

11. Legacy Data

10. Utilization Certificate generation

12. Activation Accounts for e-Transactions

Roles and responsibilities of key Agencies and Actors

PIA

Validation of Beneficiary/ Vendor accounts - One time activity

Validation of beneficiary/ vendor is very important as it will validates the data entered in PFMS by the Banks on the elements like name and account#.

This feature of validation form banks is available in PFMS only , which is not available in any other application.

Expenditure Filing - On going activity

PIA has to record the expenditure entries with the documentary proof as reference number and invoice number

e-Payment using Print advice – On going activity

Print advice will leverages the accurate payment to the beneficiary as the details are verified by banks which feature is not available in any other on line payments like (NEFT, RTGS , etc.)

UC Generation – One time activity

The actual amount utilized out of the total amount released interest and any amount brought into project(loans and advance)

Hierarchy of Roles in PFMS software

Agency Login

Data Operator

Data Entry Expenditure

Filing

Submit for Approval

Key Actors: MoRD, CTSA, SRLM & PIA

Data Approver

Approve or Reject

Key Actors: MoRD, CTSA, SRLM & PIA

Functional Roles of Data Administrator/Admin Login -PIA Mapping Training Centres

Recording Fund Receipts from CTSA/SRLM

Recording Bank Charges

Creating Data Operator(s) and Data Approver

Everything Data Approver/Data Approver can do

Functional Roles of Data Administrator/Admin Login -PIA

Functional Roles of Data Operator/Data Approver -PIA

Adding Loans made to Project from HO

Uploading Beneficiary / Vendor Details

Recording Expenditures/legacy Data

Recording Advances

Managing Deductions

Recording Interest Income

Functional Roles of Data Administrator-SRLM

Mapping of Projects

Recording Fund Receipts from Centre/State government

Transferring funds to PIA


Everything that a DA/DO can do

Functional Roles of Data Operator/Data Approver of SRLM

Uploading Vendor Details

Recording Expenditures/Legacy Data

Recording Advances

Managing Deductions







3. Registration

of SRLM(CTSA)



&DDU-GKY (MoRD)



and SRLM(MoRD)







11. Legacy Data








3. Registration

of SRLM(CTSA)



&DDU-GKY (MoRD)



and SRLM(MoRD)







11. Legacy Data








3. Registration

of SRLM(CTSA)



&DDU-GKY (MoRD)



and SRLM(MoRD)







11. Legacy Data








3. Registration

of SRLM(CTSA)



&DDU-GKY (MoRD)



and SRLM(MoRD)







11. Legacy Data








3. Registration

of SRLM(CTSA)



&DDU-GKY (MoRD)



and SRLM(MoRD)







11. Legacy Data








3. Registration

of SRLM(CTSA)



&DDU-GKY (MoRD)



and SRLM(MoRD)







11. Legacy Data








3. Registration

of SRLM(CTSA)



&DDU-GKY (MoRD)



and SRLM(MoRD)







11. Legacy Data








3. Registration

of SRLM(CTSA)



&DDU-GKY (MoRD)



and SRLM(MoRD)







11. Legacy Data



Heads of Expenditure

• The below listed Expenditures are defined in the SOP(Part 2) for the PIA’s

PFMS Code

Heads

A Training Cost

A1.1 Trainers Salaries

A1.2 Q Team Salary

A1.3 Other training Cost

A2 Boarding and Lodging

A2.1 State Headquarters

A2.2A2.3A3A4

District HeadquartersOther LocationsOne Time Travel CostFood and To & Fro Charges

PFMS Code

Heads

A5 Post Placement Support

A5.1 Placement within district domicile

A5.2 Placement within state domicile

A5.3 Placement outside state domicile

A6 Tablet Computers

A7 Uniform

A8 Incentives






3. Registration

of SRLM(CTSA)



&DDU-GKY (MoRD)



and SRLM(MoRD)







11. Legacy Data



MonitoringS

RLM

Monitor the Financial Transactions of each project account made by PIA through online

Seek the details of unusual transactions

Types of Reports in PFMS

Summary Reports

The following table summarizes the reports available in the system for monitoring financial position

Report Section Report Code Purpose

Expenditure E10 Reports expenditure, advance and bank statements

Monitoring M16 Reports receipts, expenditure, advance, transfer and bank statements

DBT DBT01 Codes and validation status of all beneficiaries uploaded by Agency






3. Registration

of SRLM(CTSA)



&DDU-GKY (MoRD)



and SRLM(MoRD)







11. Legacy Data








3. Registration

of SRLM(CTSA)



&DDU-GKY (MoRD)



and SRLM(MoRD)







11. Legacy Data








3. Registration

of SRLM(CTSA)



&DDU-GKY (MoRD)



and SRLM(MoRD)







11. Legacy Data



WEB Link : http://Pfms.nic.in

Expenditure E10 Report

Bank Statement M16 Reports

Bank Statement M16 Reports

DBT01- Beneficiary Registration Report

Agency Cash Book M04 Report

Utilization Certificate

Limitations of PFMS

• E-payments for deduction(PF, TDS etc.)- these need to be manually entered for now

• It is not a full fledged accounting platform at the moment. However, it does generate a basic bank book.

PFMS

PFMS Process

(From Slide 22 to 66 its all practical session)

Login Information

Home Log In Financial Year Log In ID and Password

Note :- The system will ask you to change your password during your first login. The system will also do this periodically for all logins.

Changing Password

Agency Login

Change Passwo

rd

Current Passwo

rd

New Passwo

rd

Confirm

Password

Change Passwo

rd - submit

Note :- In the process select the Hint Questions and the enter the answer

Home

Registering Agencies Please check here if

agency is already registered

Additional Instruction :-The login id is created from the first letters and last four digits of the agency unique code (e.g. : For Agency Unique Code – DLIN00001234, Login ID: DLIN1234)

Password Retrieval for Admin Agency

Password Retrieval for Admin Agency

Manage Agency

Account Number

Retrieve Unique Code

Forgot password

Login ID based on unique code

Forgot password

Send me Email

Retrieve the password from Email

Activating Accounts for e-Transaction

Agency Admin : Bank Section

Account Activation E-payment

Activation of bank account

Click select Scheme & under Scheme name type Scheme ID and Search

Select Scheme name and click Search

Account Activation for E-payment

Select the account which you want to activate

Select Account Activation type as E payment Using print Advice or E-payment using DS and

submit.

If accepted , message will appear as Records Saved Successfully

Go to Account Status for Activation Approval

Note: i) If the status for account is shown as Activated, the account can be used for e-transactionii) If it is not activated within 24 hours, contact your nodal officer for PFMS

Agency Registration

Home Agency Agency Registration

New Registration

New Registration Scheme wise Institution Type

Scheme wise Institution Type

Agency Registration

Enter All Details in Agency Registration Page

* While saving these details (save and continue) a pop up will appear with Agency Code which should be noted for future reference

Click OK

Ag

en

cy

De

tails

Agency Registration

Agency Scheme

Location, Contact

and funding Agency Details

Administrative /

Funding : CTSA/SRL

M

Add Funding Agency

Save and Continue

Agency Registration

Add Bank Account

Add / Edit Component

Agency Registration

Agency User Login

User name and password

Accept –Terms & conditions

Submit

Agency Registration

Agencies

Approve

Agency Registration Approval

Agency Status

New Agency Registration Approval

Remarks

Approve

Agency Mapping

Home page :

Agency

Agency Mapping

Scheme Name

Select Rural

Select State

Scheme Fund flow Hierarchy

PIA Map New Agency

Search agency

for mapping & enter Unique Code

Select Agency name to

be mapped & click add AgencyRecord

Mapped Successf

ully

Creation of Project Masters

Masters

Add Master Projects

Select the scheme as applicable

Project Name

Add Project

Project List

Creation of Project Master

Location Mapping

PROJECT LOCATIO

N MAPPING

State & District

In location list added states & districts

will appearNavigate back to Project

List

Component

mapping

Project Costs Save

Receiving Central Share Funds

My Funds

Received from central Govt.

Manage Funds from Central Govt.

Bank

Inter bank transfer

Fund transfer self

Receiving State share funds

My Funds

Received from State Govt

Manage fund from State Govt

Add new funds from state Govt

Instrument type

Receiving State share funds

My Funds

Received from State Govt

State Scheme

Funds from state Govt details

Submit for approval

Approve

Confirm

Transferring Funds To PIAs

Transfers

Add new

Funds Transfer

Transaction Type

Select Agency

Payee details

Bank Account

Instrument Type

Fund Transfer details

Submit for Approval

Approve and confirm

Creating Data Operator and Data Approver logins

Login to Data Administrator

Masters

Under Users, click Add new

Create Agency User

Select Type of user and fill all the details and submit

Monitoring Reports

MonitoringExp

enditure

DBT

Summary Repo

rts

M-04 M-16 M-24

E-10

DBT01

Monitoring Reports-Filters

Report Filters

Controller: 004

Grant :084

Scheme Type : Central Sector

Scheme

Scheme: 9388 for

YP, 9389: for AAP

State : Central Agency

Mapping Training Centres



Uploading Beneficiary and Vendor Details


Recording Legacy Transactions

Initiating e-Transactions

Roles and responsibilities of PIA in PFMS

Data Administrator

Data Administrator

Primary Login of an Agency

PIA will access into PFMS

Functional Roles of Data Administrator







Masters

Add Master project

Scheme

Project

Sub Project

Start Date and End Date

Add Project

Receiving Funds from SRLM/CTSA

My Funds

Received from other

agency

Scheme

Bank Account

Status


Bank

Bank Charges

Scheme

Project

Bank account

Reason

Transaction date

Actual transaction date

Type

Amount

Narration


My funds

Interest income

Bank account

Status

Add interest income

Data Operator (DO)

Data Operator (DO)

Login for entering Transaction Data

Functional Roles of Data Operator

Adding Loans made to Project

Uploading Beneficiary / Vendor Details

Recording Expenditures

Uploading e-Transaction Details

Recording Advances

Managing Deductions

Adding Loans made to Project

My funds

Income from other source

Add new

Scheme

Project

Bank account

Fund source

Fund type

Fund received from

Ref No.

Actual transaction date

Payment mode

Favouring off

Instrument date

Fund amount

IFSC code

Narration

Uploading Beneficiary data

Masters

Beneficiary management

Add new beneficiary

Scheme

Beneficiary type

Bank details

Submit

Recording Expenditures

Expenditures

Add new

Create Expenditure details

Beneficiary details

Select scheme component

Expenditure payee details

Instrument type selection

Add deductions (if any)

Submit for approval

Recording Advances

Advances

Advance Settlements

Manage Advance Settlement

Search

Select sanction No.

Add New settlement

Select scheme component

Instrument type

Expense type

Voucher No.

Submit for approval

Managing Deductions

Misc. Deduction Filing

Manage Deduction

Scheme

deduction type

Add deduction

tax deduction payment details

Instrument type

Remarks

Save

Misc. Deduction filing

View deduction details

Data Approver (DA)

Data Approver(DA)

Login for Reviewing and Approving Transaction Data

Functional Roles of Data Approver (DA)

Approving Loans made to Project

Approving Beneficiary / Vendor Details

Approving Expenditure entries

Approving e-Transaction Details

Approving Advances settlements

Approving Deduction filling

Approving/Rejecting Loans

My Funds

Income from other sources

Manage/Manage refund settlement

Search

Select scheme

Approve/Reject

confirm

Approving/Rejecting Beneficiary Data

Masters

Beneficiary Management

Approve beneficiary

Approve/Reject

Approving/Rejecting Beneficiary Data

Expenditure

Approve

Manage expenditures

Expenditure details

Scheme component

Approving/Rejecting Expenditure Entries

Expenditure

Approve

Manage expenditures

Select sanction No.

Expenditure details

Approve / Reject

Approving/Rejecting Advance Entries

Advances

Approve

Manage advance settlement

Select Sanction No.

Fund advance details

Approve/Reject

Approving/Rejecting Advance settlements

Advance

Advance settlements

Manage advance settlement

Sanction No.

Approve/Reject

Approving/Rejecting Deduction Filing

Misc. Deduction filing

View deduction details

Tax deduction details

Select voucher No.

Approve/Reject

Reporting and Tracking issues on PFMS

PFMS portal provides an issue tracker module using which any user can report or track the reported issues.

Error/Issues can be reported/logged on PFMS portal by users with or without login, but it is advisable to report issues from user login only which will auto populate the user details and will make tracking of issues easier.

An automated email is sent to the registered email ID of user reporting the issue with the unique Ticket number and issue details.

MoRD/CTSA team would continuously monitor to ensure quick resolution of the issues

Reporting of issues on PFMS

Login to PFMS

Select Register/Track Issues

Select Scheme as DDU-GKY

Fill in all mandatory fields marked with *

Create a video of issue using Webcaster and provide its link

in description if possible

Attach error screenshot

Submit

Tracking of issues on PFMS

Select track Issue option

Search details of issue using Ticket number,

email id or mobile number

Click on the Issue ID to view the details and

current status of the Issue

THANKYOU

Documents

DDU-GKY Public Financial Management System. Vision A robust 21st century system for efficient, effective and transparent public funds management