O/o PCCA, DoT, TNC, Chennai PAO 2000 COMPACT PACKAGE VIS-À-VIS BSNL HRMS GPF Account Maintenance standardization for DoT 07-Jul-11

O/o PCCA, DoT, TNC, Chennai

PAO 2000 COMPACT PACKAGE VIS-À-VIS BSNL HRMS

GPF Account Maintenance standardization for DoT

07-Jul-11


DoT, TNC, Chennai

Agenda

2

1. Overview of GPF implementation for DoT

2. Agreed Roles & Responsibilities

3. Glossary

4. Usage of HRMS files in PAO COMPACT Package

5. Issues in the HRMS files

• General Information

• Credit Schedule

• Debit Schedule

• Outstanding Advance details


DoT, TNC, Chennai

Overview of GPF implementation for DoT

Objectives :

To decommission Foxpro based GPF Account maintenance for BSNL employees by implementing GPF module within COMPACT package (PAO 2000)

To standardise GPF account maintenance across all DoT circles

Key Benefits:

Customised report generation

Less prone to errors (Human, System)

Reduction in human effort due to automated process


DoT, TNC, Chennai

Overview of GPF implementation for DoT (Contd.)

BSNL HRMS

DOT - COMPACT PACKAGE

PRECHECK

BUDGET

COMPILATION

MASTER

PENSION

UTILITY

GPF

• General Information (.txt)

• Outstanding Advance details (.xls)

Files received through e-mail on monthly basis

• Credit Schedule (.txt)

• Debit Schedule (.txt)

Files received through e-mail only once


DoT, TNC, Chennai

Agreed Roles and Responsibilities

BSNL ITPC, PUNE BSNL FIELD UNITS DoT CirclesDevelop & maintain interface for porting HRMS GPF data to COMPACT package

Conversion of employee master data as available in HRMS into text format compatible with COMPACT

Preparation of OB & advance outstanding balance as on 1st April2011 in text format

Preparation of GPF Debit and Credit schedules in text format on monthly basis

Develop utility to ensure the authenticity of the text file generated from HRMS

Provide incremental master data of transfer in and out employees in excel format for manual updation in CCA package

Provide list of change in HRMS number due to modification of appointment date for manual updation in CCA package

Provide master data of BSNL staff who are on deputation outside BSNL, for manual updation in CCA package

Live use of HRMS Package for all GPF transactions, avoiding manual / offline transactions

Download employees master, transferred in / out, credit, debit data in excel format at circle level from HRMS and converting the same into required text format

Verification of downloaded HRMS data in excel format before submitting to CCA.

Provide GPF transaction details of deputationist for manual updation

Provide details regarding GPF transaction of TSM cadre employees directly to CCA for manual updation, as there is no entry in HRMS

Accept only HRMS generated gpf data files except the cases where manual updation is required

Check the authenticity of the text files before uploading in the NIC package

Manual reconciliation of text files with data maintained in DOT

Live use of COMPACT package for all GPF transactions


DoT, TNC, Chennai

Glossary

6

Subscriber : BSNL employees holding GPF account

Credit Schedule comprises of the following three amounts

Subscription : Amount paid by a subscriber on monthly basis

Recovery of advance : Amount deducted from subscriber on monthly basis by BSNL Office for the advance drawn by the account holder

Others : Any amount other than subscription / Recovery / Refund of unutilised advance or withdrawal

Eg. – Supplementary recoveries

Transfer In : New subscriber or Existing Subscribers transferred in to a DoT Circle.

Refund of Outstanding Advance / unutilised Withdrawal : One shot repayment of outstanding advance / unutilised withdrawal.


DoT, TNC, Chennai

Glossary (Contd.)

7

Previous O/S Balance: Outstanding amount towards old advance before the sanction of new advance

Consolidated Amount : Sum of previous outstanding balance and new advance amount

Transfer Out : Existing Subscribers transferred out to a DoT Circle.

Final Payment : Settlement and closure of GPF account in the event of death, retirement etc


DoT, TNC, Chennai

Usage of HRMS files in PAO COMPACT Package

8

Sl. No

Activity in COMPACT package

HRMS File used

1Capturing of General Information of Subscribers

General Information text file GPF_GENINF_203392_02.TXT

2 Fixing of subscription rateGeneral Information text file GPF_GENINF_203392_02.TXT

3Capturing of advance details for first time

Advance details excel file

4 Credit Schedule postingCredit schedule text fileGPFSCH077153203392201003311.TXT

5 Debit Schedule postingDebit schedule text fileGPFDB_203392_20100430200000_001.TXT


DoT, TNC, Chennai

Issues in the HRMS files – General Info (.txt) file

9

Issue No. 1 :

Incorrect Subscription amount and Subscription Month / Year subscription

Existing format / Values:

Expected format / values :

Note : For retirement cases, subscription date and amount should hold the previous month data (Eg–20110201 / Subscription. Amt. Recovered in Jan’11 salary for April,2011 retirement cases ).


DoT, TNC, Chennai

Issues in the HRMS files – General Info (.txt) file

10

Issue No. 2 :

Basic pay and Subscription amount is null in certain cases

Expected :

Basic pay and Subscription amount should contain valid amount in all cases

Issue No. 3 :

Sum of nomination percentage is not 100 in certain cases

Expected :

Sum of nomination percentage should be 100 for all cases


DoT, TNC, Chennai

Issues in the HRMS files – Credit Schedule (.txt) file

11

Issue No. 1 :

Mismatch between the cheque value and credit schedule amount

Expected :

The cheque amount should always tally with the sum of subscription, recovery and other amount shown in the credit schedule.

Issue No. 2 :

No general information for transfer in cases.

Expected :

General information for transfer in cases should be furnished monthly along with credit schedule

Guidelines for data accuracy in shown in the embedded document below

GUIDELINES FOR DATA ACCURACY


DoT, TNC, Chennai

Issues in the HRMS files – Debit Schedule (.txt) file

12

Issue No. 1 :

Mismatch between the debit claim raised by BSNL and debit schedule amount

Expected :

The cheque amount should always tally with the sum of Advances and withdrawals shown in the debit schedule.

Issue No. 2 :

For withdrawal cases, previous outstanding field is filled with previous outstanding balance instead of zero as it is not applicable.

Existing value

Expected value


DoT, TNC, Chennai

Issues in the HRMS files – Debit Schedule (.txt) file

13

Issue No. 3 :

For Advance cases, previous outstanding balance field is filled incorrectly with consolidated amount.

Existing Value

Expected Value


DoT, TNC, Chennai

Issues in the HRMS files – Outstanding advance details (.xls) file

14

For recovery amount in March,2011 salary (April,2011 credit schedule), the following details are necessary

• Advance sanction month / year

• Sanctioned amount

• Previous o/s balance

• Consolidated amount

• Rate of recovery

• Number of instalments

• Amount recovered till Feb,2011 salary

• Balance amount to be recovered from Mar,2011 Salary

Existing data

• Consolidated amount

• Rate of recovery

Expected Value


DoT, TNC, Chennai

Issues in the HRMS files – Outstanding advance details (.xls) file

15

Questions ?

ISO 9001:2008 CERTIFIED DoT, TNC, Chennai

Thank You

Documents

O/o PCCA, DoT, TNC, Chennai PAO 2000 COMPACT PACKAGE VIS-À-VIS BSNL HRMS GPF Account Maintenance standardization for DoT 07-Jul-11