Government of Karnataka
Finance Department
Project: KHAJANE II
Redistribution Process at CCO
User Manual
Version 1.0
March 2016
Project Monitoring Unit
7th floor, Commercial Taxes Building, Kalidasa Marg, Gandhi Nagar, Bangalore – 560009.
Email: [email protected]/pdkhajane.gov.in
Ph: 080-22354020, Helpdesk No: 080-22342266
Notice:
This is a controlled document.
Unauthorised access, copying,
replication or usage for purposes other than for
Which it is intended are prohibited.
Table of Contents
1. Overview –Redistribution process at CCO office .................................................................................. 1
1.1 Purpose: ........................................................................................................................................ 1
1.2 Scope: .................................................................................................................................................. 1
1.3 Roles and Responsibilities ................................................................................................................... 2
1.4 Redistribution process at CCO office .................................................................................................. 2
1.4.1 Description: ............................................................................................................................... 2
1.5 Redistribution process at CO office .................................................................................................... 4
2 Course Summary ...................................................................................................................................... 19
3 Appendix A - Acronyms……………………………………………………………………………………………………..18
Table of Figures
Figure 1: Khajane-II Login Page ..................................................................................................................... 4
Figure 2: Khajane-II Home page .................................................................................................................... 4
Figure 3: Post Role Switch Screen ................................................................................................................. 5
Figure 4: Navigation of Redistribution screen .............................................................................................. 5
Figure 5 : Select budget line screen .............................................................................................................. 6
Figure 6 : Click on Select DDO Hyperlink....................................................................................................... 6
Figure 7 : Select DDO screen ......................................................................................................................... 7
Figure 8 : DDO Selection Screen ................................................................................................................... 8
Figure 9 : Enter Amount screen .................................................................................................................... 9
Figure 10 : Enter Remarks Screen ................................................................................................................. 9
Figure 11 : Select To List Screen .................................................................................................................. 10
Figure 12 : To List adding Screen ................................................................................................................ 10
Figure 13 : Order Issued By Screen ............................................................................................................. 11
Figure 14 : Common Draft Screen ............................................................................................................... 11
Figure 15 : Submission Screen .................................................................................................................... 12
Figure 16 : File Submitted Successfully Screen ........................................................................................... 12
Figure 17 : Select Redistribution file screen ............................................................................................... 13
Figure 18 : Forward file screen ................................................................................................................... 13
Figure 19 : Submit for approval screen ....................................................................................................... 14
Figure 20 : File successfully forwarded for approval .................................................................................. 14
Figure 21 : Redistribution file selection screen ........................................................................................... 15
Figure 22 : Redistribution file open screen ................................................................................................. 15
Figure 23 : Approver redistribution file ...................................................................................................... 16
Figure 24 : Draft order screen ..................................................................................................................... 16
Figure 25 : Draft order approval screen ...................................................................................................... 17
Figure 26: Redistribution file approval confirmation screen ...................................................................... 17
Figure 27 : Approval of Redistribution file screen ...................................................................................... 18
1
1. Overview –Redistribution process at CCO office
1.1 Purpose:
The purpose of this document/ manual is to provide an overall understanding of scope, roles and
responsibilities involved in the process of redistribution of fund at CCO office. This process will facilitate
CCO to redistribute the funds from the budget lines operated by him.
CCO can redistribute funds to, CO (controlling officer) DDO (Drawing and disbursement officer)
This document provides a detailed description of redistribution of funds at CCO office from one
stakeholder to another.
1.2 Scope:
The scope of this manual is to give a detailed understanding of Redistribution at CCO office in
Khajane-I I application.
Redistribution process at CCO office incorporates the transfer of funds from a DDOCO who has balance available in a particular budget line, to another DDO /CO operating the same budget line, and being controlled by the same CCO to meet the excess expenditure anticipated under the later unit in the current financial year.
Fund redistribute proposal would be processed in role based workflow of three levels i.e. Creator, Verifier and Approver at CCO office
The outcome of this process is reducing the funds from one DDO/CO and releasing more funds to another DDO/CO operating the same budget line
Pre-requisite:
a. Scheme to CCO-CO-DDO mapping master should be configured.
b. Funds should be released to DDOs/ COs
c. User should identify the DDOCO who requires more funds in the budget line and another DDOCO who has balance available in the same budget line.
2
1.3 Roles and Responsibilities
Following table gives information about Users (roles) involved in the processes of Redistribution at CCO
Table 1: Roles and Activities
Redistribution at CCO - Roles and Activities
SI.
No.
Role Process Name Activities
1 Creator (BUDGET_CCO_C)
Redistribution at CCO Prepare redistribution fund file and send it
to the Verifier.
2 Verifier (BUDGET_CCO_V)
Redistribution at CCO a. Verify redistribution fund amount against budget lines. b. Modify redistribution fund amount if required.
3 Approver(CCO) Redistribution at CCO a. Verify redistribution fund amount against budget lines. b. Modify, Verify redistribution fund amount if required. c. Approve redistribution fund Proposal and issue order to the concerned executives
1.4 Redistribution process at CCO office
CCO can redistribute the funds from DDO /CO to another DDO/ CO.
1.4.1 Description:
1. This sub process details the process of redistribution of funds at CCO office. 2. There are three roles at the CCO office who will be involved in redistribution activity.
a. Budget_CCO_C
b. Budget_CCO_V
c. Approve/Chief Controlling Officer 3. Budget CCO_C will identify the DDO /CO who requires more funds in the budget line and
another DDO/ CO who has balance available in the same budget line, based on the comparison creator may initiate the redistribution process.
4. Budget CCO_C will select the budget line in which funds needs to be released. 5. System will populate the list of DDOs/COs operating the selected budget line. 6. Budget CCO_C needs to enter positive amount against the DDO/CO to whom more funds needs
to be given and negative amount against the DDO/CO from whom funds needs to be reduced. 7. For each of the budget line the sum of positive amount entered should be equal to sum of
negative amount which ensures the same amount has been reduced from 1 DDO/CO and given to another DDO/CO.
3
8. Funds can be redistributes in multiple combinations: a. DDO to DDO b. DDO to CO c. CO to CO d. CO to DDO
9. Budget CCO_C can withdraw funds from DDO/CO to the extent of balance available for expenditure with DDO/ Balance available for fund release with CO.
10. Balance available for fund release with CO = funds received by CO – Funds released by CO 11. Balance available for Expenditure with DDO = Funds received by DDO – Actual expenditure Even if DDO has prepared bills and is in processing at treasury, the amount can be withdrawn, in which case treasury will reject the bill due to insufficient balance. 12. After preparing the redistribution file Budget CCO_C will view the draft order and modify the
content in Order if required.
13. Budget CCO_C has to select the “To List” to whom the Order needs to be sent.
14. After creating the redistribution file Budget CCO_C will send the file to verifier for verification
15. Budget_CCO_V will verify the redistribution file, modify if required and send it to CCO for
approval.
16. CCO will verify the redistribution file, modify if required and approve it using DSC.
Outcome:
Funds will be withdrawn from the DDO/CO to the extent of negative amount, i.e., Balance
available for Expenditure/ Balance available for fund release with CO will decrease
Funds will be given to the DDO/CO to the extent of positive amount, i.e., Balance available
for expenditure Balance available for fund release with CO will increase.
17. When file is approved, the redistribution order will be sent to all the executives selected in To List. The users can view the orders in notification. Users can download the Order if required.
4
1.5 Redistribution process at CO office Step 1: Budget_CCO_C logs into Khajane application by providing login credentials
Step 2: On successful login Budget CCO_C, User will be able to view the Home Page of the Khajane
application.
Figure 2: Khajane-II Home page
Figure1: Khajane-II Login Page Figure 1: Khajane-II Login Page
5
Step 3: Budget CCO_C clicks on Post Role Switch button and selects the role as BUDGET_CCO_C
Step 4: The Budget CCO_C navigates to following path:
Budget Control > Transaction > Redistribution
Figure 4: Navigation of Redistribution screen
Figure 4 Figure 3 Figure 3: Post Role Switch Screen Figure 3: Post Role Switch Screen Figure 3 : Post Role Switch Screen
6
Step 5: The Budget CCO_C select the budget line and click add button.
Figure 5 : Select budget line screen
Step 6: Again each budget line select DDO Hyperlink is provided to select the DDO for Redistributions
Figure 6 : Click on Select DDO Hyperlink
7
Step 7: Budget_CCO_C select DDO from the DDO search form and clicks on select.
Figure 7 : Select DDO screen
8
Step 8: The selected DDOs gets populated in the redistribution screen. Budget _CCO_C enters the
redistribution amount and reasons for redistribution.
Budget CCO_C needs to enter positive amount against the DDO to whom more funds needs to be given
and negative amount against the DDO from whom funds needs to be reduced.
For each of the budget line the sum of positive amount entered should be equal to sum of negative
amount
Figure 8 : DDO Selection Screen
9
Step 9: Budget CCO_C clicks on To List to select the list of users to whom order needs to be sent
Figure 9 : Enter Amount screen
Step 10: Budget CCO_C enter remarks for Redistribution
Figure 10 : Enter Remarks Screen
10
Step 11: Click on “Select To List” Hyperlink
Figure 11 : Select To List Screen
Step 12: Select the Admin department, Directorate, Field office and Post on this screen and click on
Search button.
Figure 12 : To List adding Screen
11
Step 13: Select Order Issued By from the drop down and click on View Draft Order
Figure 13 : Order Issued By Screen
Step 14: Click on “View Draft Order” Button. Enter the Draft Title and Content and Click on Save and
Close Button.
Figure 14 : Common Draft Screen
12
Step 15: Click on Submit Button
Figure 15 : Submission Screen
Step 16: Click on Ok to submit the file for Verification.
Figure 16 : File Submitted Successfully Screen
13
Step 17: Budget_CCO_V Logs in with his credentials and navigates to the following path.
Budget Control >Worklist > Redistribution at CCO
Figure 17 : Select Redistribution file screen
Step 18: Click on the Document Number to open a Request and Click on Forward Button.
Figure 18 : Forward file screen
14
Step 19: Select the CCO Approver to whom the file should be forwarded. Click Yes on Pop up Message.
Figure 19 : Submit for approval screen
Step 20: Budget_CCO_V clicks on OK.
Figure 20 : File successfully forwarded for approval
15
Step 21: Budget_CCO_A Logs in and navigates to the following to the following path.
Budget Control >Worklist > Redistribution at CCO
Figure 21 : Redistribution file selection screen
Step 22: Click on Document Number to open a File.
Figure 22 : Redistribution file open screen
16
Step 23: Approver opens the redistribution file.
Figure 23 : Approver redistribution file
Step 24: Click on View Draft Order Button
Figure 24 : Draft order screen
17
Step 25: Click on Approve Draft.
Figure 25 : Draft order approval screen
Step 26: Approver clicks on Yes to approve the file.
Figure 26: Redistribution file approval confirmation screen
18
Step 27: File will be approved successfully with a prompt on the screen.
Figure 27 : Approval of Redistribution file screen
19
2 Course Summary This course is designed to redistribute process at CO. The document consists of detailed steps along
with screenshots. By the end of this training the user will learn to successfully redistribution process at
CO in Khajane-II Application.
3 Appendix A - Acronyms
Abbreviation Description
AC Bills Abstract Contingency Bills
AFS Annual Financial Statement
AG Accountant General
AIN Account Identification Number
AM Alteration Memo
Asst. Assistant
ATN Action Taken Note
ATO Assistant Treasury Officer
BAO Bill Approving Officer
BDSS Budget Decision Support Systems
BE Budget Estimate
BEO Budget Estimating Officer
BMS Beneficiary Monitoring System
BoA Back Office Assistant
BOI Bank of India
BPL Below Poverty Line
BSA Budget System Administrator
CAAA Controller, Aid, Accounts and Audit Division
20
Abbreviation Description
CAG Comptroller and Auditor General of India
CAO Chief Accounts Officer
CAS Central Accounts Section
CBE Current Budget Estimate
CC Credit Card
CCD Civil Court Deposits
CCO Chief Controlling Officer
CCS Credit Confirmation Slip
CDV Cheque Delivery Voucher
CEO Chief Executive Officer
CFC Citizen Facilitation Centres
CM Clearance Memo
CO Controlling Officer
COPU Committee on Public Undertakings
CPO Chief Planning Officer
CPPC Central Pension Processing Centre
CPPO Central Pension Processing Officer
CPS Central Plan Schemes
CPSMS Central Plan Scheme Monitoring System
CRA Central Record keeping Agency
CRA-FC Central Record keeping Agency Facilitation Centre
CRCD Criminal Court Deposits
CSC Citizen Service Centres
21
Abbreviation Description
CSF Contribution Submission Form
CSO Counter Signing Officer
CSS Centrally Sponsored Schemes
CVP Commuted Value of Pension
DA Dearness Allowance
DAG Deputy Accountant General
DBMS Database Management System
DC Debit Card
DC Bills Detailed Contingency Bills
DCRG Death Cum Retirement Gratuity
DD Demand Draft
DDO Drawing and Disbursement Officer
DDR Debt, Deposit and Remittances
Dept. Department
DIS Daily Input Sheet
DMO Debt and Investment Management Office
DMS Day-wise Monthly Statement
DoT Department of Treasuries
DPI Dots Per Inch
DS Deputy secretary
DSC Digitally Signed Certificate
DSN District Serial Number
DSSP Directorate of Social Security Pension
22
Abbreviation Description
DTO District Treasury Officer
DWP Destitute Widow Pension
EAP Externally Aided Project
EBR Extra Budgetary Resources
ECS Electronic Clearing System
EDMS Electronic Document Management System
EFT Electronic Funds Transfer
EMD Earnest Money Deposit
EMI Equated Monthly Installments
EMO Electronic Money Order
EO Executive Officer
FAQ Frequently Asked Questions
FD Finance Department
FIFO First In First Out
FoA Front Office Assistant
FP Family Pension
FPU File Preparation Utility
FRS Functional Requirement Specification
FTP File Transfer Protocol
FVU File Validity Utility
GDFP General Delegation of Financial Powers
GIA Grant-in-Aid
GIS Bills Group Insurance Scheme Bills
23
Abbreviation Description
GO Government Order
GOI Government of India
GoK Government of Karnataka
GP Gram Panchayat
GPF General Provident Fund
GSDP Gross State Domestic Product
GSTO Gazetted Sub Treasury Officer
GUI Graphical User Interface
HA Head Accountant
HBA House Building Advance
HDFC Housing Development Finance Corporation
HE His Excellency
HoA Head of Account
HoD Head of Department
HoO Head of Office
HRMS Human Resource Management System
HTTPS Secure Hyper Text Transfer Protocol
IEBR Internal Extra Budgetary Resources
IFA Internal Financial Advisor
IFSC Indian Financial System Code
IGNOAP Indira Gandhi National Old Age Pension
INR Indian Rupees
IO Implementing Officer
24
Abbreviation Description
I-pin Internet Pin
IR Inspection Report
IST Indian Standard Time
ITC Input Tax Credit
IVRS Interactive Voice Response System
JD (Admin) Joint Director (Administration)
KB Knowledge Bank
KCSR Karnataka State Civil Services Rules
KFC Karnataka Financial Code
KGID Karnataka Government Insurance Department
KSWAN Karnataka State Wide Area Network
KTC Karnataka Treasury Code
LAR Local Audit Report
LE Latest Estimate
LIC Life Insurance Corporation of India
LOP List of Payments
LoV List of Values
M/O/C Mandatory / Optional / Conditional
MCA Monthly Civil Accounts
MCE Manual of Contingent Expenditure
MICR Magnetic Ink Character Recognition
MIS Management Information System
MO Money Order
25
Abbreviation Description
MoE Memorandum of Error
MOU Memorandum of Understanding
MPAS Model Panchayat Accounting System
MPIC Monthly Program Implementation Calendar
MTFP Medium Term Fiscal Plan
NABARD National Bank for Agricultural and Rural Development
NCDC National Co-operative Development Corporation
NDC Bills Non Detailed Contingency Bills
NEFT National Electronic Fund Transfer
NIC National Informatics Centre
NOC No Objection Certificate
NP Non Plan
NPS New Pension Scheme
NSDL National Securities Depository Limited
NSSF National Small Savings Fund
NWMA Normal Ways and Means Advance
OAP Old Age Pension
OBE Original Budgetary Estimates
OCR Optical Character Recognition
P Plan
PAC Public Accounts Committee
PD Personal Deposits
PF Public Fund
26
Abbreviation Description
PFM Pension Fund Managers
PFRDA Pension Fund Regulatory and Development Authority
PHP Physically Handicapped Pensions
PMU Project Monitoring Unit
POP SP Point of Presence Service Provider
PPAN Permanent Pension Account Number
PPO Pension Payment Order
PPU Payment Processing User
PRAN Permanent Retirement Account Number
PRI Panchayati Raj Institutions
PS Principal Secretary
PSB Public Sector Banks
PSU Public Sector Unit
PwC Price water house Coopers
PWD Public Works Department
RBD Reserve Bank Deposits
RBI Reserve Bank of India
RDPR Rural Development and Panchayati Raj
RE Revised Estimates
RFP Request For Proposal
RO Release Order
ROI Rate of Interest
ROP Recovery of over payment
27
Abbreviation Description
RTGS Real Time Gross Settlement
RTI Right To Information
SBI State Bank of India
SBM State Bank of Mysore
SCF Subscriber Contribution File
SCP Special Component Plan
SE Supplementary Estimates
SHCIL Stock Holding Corporation of India Limited
SI System Integrator
SO Section Officer
SOA Service Oriented Architecture
SOP Schedule of Payments
SOR Schedule of Receipts
SOT Statement of Transaction
SPU Schedule Processing User
SR Service Register
SRS System Requirement Specification
SSP Social Security Pension
SSY Sandhya Suraksha Yojana
STO Sub- Treasury Officer
SWMA Special Ways and Means Advances
T Day Transaction Day
TA Travelling Allowance
28
Abbreviation Description
TAN Tax Deduction and Collection Account Number
TB Trustee Bank
T-Bill Treasury Bill
TCS Tata Consultancy Services
TE Transfer Entry
TIN Tax Payer Identification Number
TNMC Treasury Network Management Centre
TO Treasury Officer
TP Taluka Panchayat
T-Pin Telephone Pin
TSP Tribal Sub Plan
TTR Treasury Transfer Receipts
UAT User Acceptance Testing
UC Utilization Certificate
UCI Unique Challan Identity
UID Unique Identification Number
UIDAI Unique Identification Authority of India
ULB Urban and Local Bodies
US Under Secretary
UTI Unit Trust of India
UTR Unique Transaction Reference
VAT Value added Tax
VDMS Verified Day-wise Monthly Statement
29
Abbreviation Description
VOA Vote on Account
VPN Virtual Private Network
VSAT Very Small Aperture Terminal
WDPB Work Done by Public Bodies
WMA Ways and Means Advance
ZP Zilla Panchayat
Project Partner