for finance department, govt. of keralamanagement system through finance department. the application...

NIC- Kerala State Centre User Manual of 44

NIC-KLSC-ASG2-GAINPF-IFMS-UM Version 1.0 Release: 04/11//2015

GAINPF (Government Aided Institutions Provident Fund System)

A Project under Integrated Financial Management System (IFMS)

For

Finance Department, Govt. of Kerala

USER MANUAL

(Ver 1.0)

October 2015

NATIONAL INFORMATICS CENTRE MINISTRY OF COMMUNICATIONS AND INFORMATION

TECHNOLOGY KERALA STATE CENTRE

THIRUVANANTHAPURAM

NIC-KLSC-ASG2-GAINPF-UM-001



No Part of this document shall be reproduced without prior permission of Director General, National Informatics Centre

Prepared By: Sreekala V S, Principal Systems Analyst Somi P Thomas, Senior Systems Analyst Reviewed By: M Asir Edwin, Technical Director Approved By: T. Mohan Dhas, State Informatics Officer



Amendment Log

Version Number

Date Change Number

Brief Description Sections Changed

1.0 04/11/2015 - First Release



Table of Contents 1. Introduction

1.1. Audience 1.2. Purpose 1.3. Document Organisation 1.4. Conversions 1.5. Problem Reporting

2. Product features

3. General/common operating Instructions

4. Specific operating Instructions

4.1. Portal Management 4.2. Menu Management 4.3. User Management 4.4. PF Number Seeding 4.5. PF Number Seeded List 4.6. PF Number to be Confirmed 4.7. PF Number Confirmed List

5. Annexure

5.1 Glossary

5.2 List of codes

5.3 Error messages



1. Introduction

1.1 Audience

All the computer users must have basic computer knowledge. User should have enough experience in using the mouse, keyboard, printer and other essential peripheral devices. Also, file system management like file creation, file opening, folder creation, folder opening taking backups etc. are an added advantage. If the user has not acquired these skills, they should have to go through a prior training program.

1.2 Purpose of this document

The purpose of the document is to get a complete idea f the software to a user. On going through, the computer operator can acquire adequate knowledge about the software, clear his doubts and utilize the program in full extent. Basically the user manual should contain a lot of things explained on a more basic level and targeted to users. The Software GAINPF-IFMS Version 1.0 has been developed for automating all the PF related activities of the Aided Institutions of Govt. of Kerala. GAINPF- IFMS Version 1.0 Developed in Linux / Apache/ PGSQL/PHP

1.3 Document organization

As per the NIC- QMS standards.

1.4 References

User Activity Document



2. Product Features

GAINPF–IFMS is a Project under Integrated Financial Management System through Finance Department. The application is aimed to establish a network based system and development of databases and information and workflow systems to cover all the PF related activities and monitoring the Provident Fund scheme in all the Aided Institutions of Govt. of Kerala. All the PFO‟S (PF Accounting Offices) are maintaining the accounts of the scheme, sanctioning advances, closures of accounts etc. In order to maintain proper accounts and speedy process of advances, Issuance of Credit Card, PF Closures, IFMS Project decided to computerize all the activities related to the PF system. The PF related works are;

Employees Admission to the PF system Monthly subscription & Loan recovery Issuance of Credit Cards Sanction of Temporary Advance Sanction of NRA Sanction of PF Closure etc Online Application of PF Transfer Online submission of Temporary Advance (TA) Application Online Submission of Non Refundable Advance Application (NRA) Online request for Conversion of Temporary Advance to Non

Refundable Advance Online PF Closure application Online submission of Nominee details Online submission of PF Closure application View the Ledger card View & Resubmission of Rejected Online Application status of

TA / NRA / NRA Conversion View the Financial year wise PF Account Statement MIS Reports

Main Features As part of the Integration of PF related activities

electronically, the following procedures are to be completed in a Phased Manner. The Phase – I modules developed and hosted in the State Data Centre‟s Co - hosted Server.

Phase 1 Development of the following Modules for the Phase I, as part

of the application o Portal management o Menu Management



o User Management o Data porting of master data received from SPARK to GAINPF o PF Number Seeding o PF Number Seeded List o PF Number to be Confirmed o PF Number Confirmed List o Updating the PF number in the SPARK system corresponding to the PEN Seeded through GAINPF application o GAINPF validate the data (PEN & PF Number) of final list provided by SPARK with the GAINPF employee detail o Closing balance entry based on 2015-2016

Phase II

Integration of SPARK & TIS (Treasury Information System) data to GAINPF Application through the following Web Services. o Web services for consuming PAO wise Bill Header from Treasury o Web service for consuming Employee Personal details from Treasury o Web service for consuming PF Schedule details from Treasury

Phase III

Development of the following Web based Modules in the Phase III

o Online submission and processing of Temporary Advance (TA)

o Application by integrating with SPARK & Treasury System o Online Submission and processing of Non Refundable

Advance Application (NRA) by integrating with SPARK & Treasury System

o Electronic authorisations of payments by the concerned PAO

o Online request and processing for Conversion of Temporary Advance to Non Refundable Advance by integrating with SPARK & Treasury System

o Online Submission and processing of PF Closure application by integrating with SPARK & Treasury System

o Online Submission and processing of PF Admission by integrating with SPARK & Treasury System

o Online Submission and processing of Nominee details o Annual PF Interest Processing o Digitally signed Credit Card Issuance o View /download / print the PF Credit Cards by the

beneficiaries



o View /download / print the PF Statement (Ledger sheet) by the beneficiaries

o MIS Reports as per user requirements Security Security Auditing of the Site through CERT-K Verification of login in to the system Menu level control Multi- level user authentication for data processing History of all-important data is maintained and can be verified at any

time.

GAINPF USER HIERARCHY

In GAINPF Application, the following various types of users are available and the

Portal Administrator is the Super Administrator for the site.



1. Portal Administrator

This user is under the custodian of Finance Dept.

Power to Monitor all PAO‟s Activities

2. PAO Admin Users

This user is created by Super-Admin

This user is having the power to create Office Users for the PAO, other office Admin users and the Institution Admin users

3. Office Admin Users

This user is created by PAO Admin

This user is having the power to create Office Users for the PAO and the Institution Admin users

4. Office User

PAO Office users (Created by PAO Admin)

DD/ RDD/ District office users (created by Respective Office Admin users)

5. Institution Admin Users

Created by PAO Admin user

Having the power to create institution Users

PAO Admin User:- The PAO Login Id list as shown below is to be

intimated to each Office by the Finance Department with the password of

each user. This user has power to create other types of users (i.e. Office

User & Institution User) coming under the PAO. The following are the

main PAO administrative Users of GAINPF Application coming under the

IFMS (Integrated Financial Management System)

Sl.no Login Id PF Accounts Names

1 gainpfpao119 Kerala Private Engineering Colleges & Polytechnics Provident Fund

2 gainpfpao120 Kerala Aided School Employees Provident Fund

3 gainpfpao121 NMRPF

4 gainpfpao122 KPCSPF

5 gainpfpao123 KPCNSPF



6 gainpfpao124 KPEPF

7 gainpfpao127 Kerala Ayurveda Studies Reaserch Society EPF

8 gainpfpao132 Vaidyaretnam Ayurveda College Employees PF

9 gainpfpao133 Kerala Aided Higher Secondary School (+2) EPF

10 gainpfpao134 Kerala Aided Vocational Higher Secondary Employees Provident Fund

11 gainpfpao351 KERALA STATE LPF

12 gainpfpao410 Kerala Private Homeo Medical College Employees PF

Portal Administrator Login (GAINPF):-The Portal Administrator user when logs into the application with Portal Admin User Name and Password a page as shown below in the “ Screen-1”. Clicks on the button “LOG IN”, the “Screen-2” as shown in the below page will appear.

Screen-1

Clicks on the button “LOG IN” in the following page as in shown in the ”Screen-2” will appear with over all Status of PF Number Seeding / PF Number Confirmation Count and percentage of Seeding / Confirmation of PF Number against each PAO.



Screen-2

PAO LIST: - The Portal Administrator can view all the PAO (PF Account type) details by selecting the menu “PAO List” in the site as shown below in the “Screen-3”.

Screen-3

PAO Admin – Login ( http://gainpf.kerala.gov ) :- When a PAO Administrative user login to the GAINPF application URL the following page “Screen-1” will appear. In the page as shown in the “Screen – 1” enter the Login Id, password and enter text shown in the Text Box shown and click the “Login “ button to logon into the system. On Successful login, the following page “Screen - 2” will appear.

http://gainpf.kerala.gov/



Screen - 1

The “Screen-2” shows all the Institutions coming under that PAO with the status of PF Number Seeding / Confirmation Count and percentage of Seeding / Confirmation of PF Number against each Institution.

Screen-2

The PAO Admin user has the menus as shown in the page “Screen-3”.



Screen – 3

The menus available to PAO Administrator user are as shown in the above

page “Screen-3”

How to Create Office Admin User:- When Login with PAO user , the following

page ““Screen-4” will appear as shown below. The menu “Create User” is used

to create Office users for the PAO. From the “Create User” combo select the

“Office User” option to create „office admin‟ users for the PAO.

Screen -4

Click in the “Dept User” option in the from the “Create User” menu, the following page “Screen-4” will appear. In that page the user has to enter their personal Information like PEN, Employee Name and select the Office from the Combo. Now enter the email Id in box against the email Id boxes as shown and also enter your personal Mobile Number in the Screen-4.



Screen -5

Fill the user‟s details in the above page “Screen -5” and click the „Save‟

button for creating an office User. All mandatory columns may be filled

(shown in red star*). After saving the user details, a page may show as below

in the page „Screen–6‟ with a message showing the User name and

password of the User at the top of this screen in Green color. It may be

noted that User name and password will be the PEN number entered in the

above page.

Screen -6

Create User for Institution :- When click on the menu “Create User” an option “Institution User” is listing under the Create user menu.



Screen -7

Click on the option “Institution User” the following page as shown in “Screen-8” will appear. Fill all the columns in the in the page and click on the “SAVE” button to create the Institution User.

Screen -8

How to Set Menu (Menu management menu setting to a User):-

The Menus for each user can be set using this option “Set Menu” as

in the “screen-7” When click the menu, a page as shown in

Screen-10 will appear.



Screen -9

When you click this menu as shown in the page “Screen-9” as shown

below will appear. Here you can set the menu for each user. In this page

Select the office from the Combo, the users under that office will be listed in

under the label “Select Employee” Combo as shown in the page “Screen -

9”.

Screen -10

Now set the menu for a user by clicking on the “Set Menu Management”

button. By setting the “Menu Management Menu” option to a user for a

selected Office, that user will have the power to set the menu‟s to other

users of that Office / Institution. (When the user login to the site with the

User id & password assigned, the user have the menu for Menu

Management as shown in “Screen-10”.)



Screen -11

How to Assign Menu‟s to different User by the Office Administrator user :- As seen in the “Screen -11”, click on the “Menu Management” menu a page as shown in “Screen -12” will appear. Select the Office from the combo and select the User under that office .

Screen-12

Now set the menu‟s for the user by Tick ( ) the check box against the highlighted menu (which can be assigned to the user) and click on the “Set Menu” button shown in the page.



Screen-13

A message ” Menu Added Successfully” as shown in “Screen-14” will appear in the page.

Screen-14

Set Institution Panel:- This option is for setting treasury against the Institutions.

When click on the option the following page as shown below will be displayed.

The user has to select the district from the combo and select the

User from the combo, then the Institutions coming under the district will be

displayed. From the list of institutions set, the necessary institutions to the user by



clicking on the check box shown against the Institution and click on the “Save”

button for setting the Panel for the user.

Screen -16

Resetting the Password:- Resetting the password of a user of that PAO can be

done throuh the menu “Reset Password”. As shown below in the following page

„Screen-16‟.

Screen-16

When clicking the “Reset Password” option a page as shown in the the „Screen-17‟ will appear . To reset the password of a user, select the Office



and then select the user name of that employee from the combo shown in the page „Screen-17‟ .

Screen -17

Now click the button “Reset Password”, that employee‟s password

will be reset with Static password of that user provided by the initially. Select the Office name & User name of that employee from the combo as shown in the “Screen-18” and click on the “Reset Password” button, the following page as in the “Screen-18” will be displayed

Screen -18

with the message “Password has been reset Successfully” as shown below in “Screen-19”.



Screen -19

Upload Parameters:- The “PAO Administrator” user have the privilege to

upload the parameters (i.e. Site Header / Logo / Footer / Message

Caption etc.) related to GAINPF site which they are using. i.e. Each

Provident Fund Office can have their own Site look. To do this activity, click

the menu “Upload Parameters” in the PAO user as shown below in the

page „Screen-19‟ . When clicking on the menu a page as shown in

„Screen-20‟ will appear.

Screen -20 Enter the Text against the label in the page “ Screen -20 “ as per your requirement in the Text box shown in the below page and upload the Logo of your PAO ( with the Image specification shown the message box in



the “ Screen-21”) and click “Save” button for saving the parameters for the Home page look.

Screen -21

Change the Password of the User:- The User who has logged in the site

can change their own password by using the option “Change Password”

at the Top right side of the site in the combo of that user as shown in the

below “Screen -22”.

Screen -22

When you click on the option “Change Password” the following page

“Screen -23” as shown below will appear. Enter the New Password &

the Confirm New Password in the Text boxes corresponding and click on



the “Change Password” button. The old password will be changed and

the new password will be set as per the New Password entered.

Screen -23

How to Login with Office User :- Enter the URL http://gainpf.kerala.gov and

the following page as “Screen -24” will be displayed. Enter Office user Login

Id , Password & text as shown in the box to the corresponding test boxes and

click on the “ Login “ button the following page will appear as the “Screen -

24”

Screen -24

As In the below page “Screen-25” the user have the following menus assigned by the Administrator.

http://gainpf.kerala.gov/



Screen -25

Employee‟s PF Number Seeding & Confirmation:-

When login with the Office Admin user, the following menus are

displayed as shown below as per the menu assignedby the PAO

Administrative users. Here the logged user have the following menu‟s :

1. PF Number Seeding

2. PF Number Seeded List

Screen -26



PF Number Seeding: - For seeding the PF Number of the Employee of that office, the menu option the “PF Number seeding” may be used. By clicking on the menu a page as shown in “Screen-27” will appear with Office Code, Office Name, Total Employees, Seeded Employees & Confirmed Employees count.

Screen-27

By clicking the Icon, in the right end side of the Office Name shown in blue colour, all the employees details whose PF Number is to be Seeded as shown in the “Screen-27” will appear. DEPUTATION & TRANSFER:- In the office list shown in the label “DEPUTATION & TRANSFER”, the employees coming under these label “DEPUTATION & TRANSFER” cases can be done. DEPUTATION:- Click on the icon shown under the “Select” label against the office name “DEPUTATION”. The employees in that category will be listed under this and user can do the PF Number Seeding & other related activities as like the other cases stated above. TRANSFER:- In the Same way, Click on the icon shown under the “Select” label against the office name “TRANSFER” , the employees in the category “TRANSFER” will be listed under label. The user can do the PF Number Seeding & other related activities can be done as in the cases as stated in the above pages.



Screen-28

After filling / correcting the PF Number of each employee and click on the

“Save” button, the entered / modified PF Number of the employees will get

saved. The saved details are now available under the menu “PF Number

Seeded List”.

Screen-29

According to the Employee‟s details of the Office, the employee details of

that office will be displayed in the page wise order, as shown in the bottom

right side of the page “Screen-29” of each page. By clicking on the page

number, the employee list under that page will be shown. By clicking the

page number, the employee‟s PF Number in that page which can be modify

/ corrected will be shown and click on the “Save“ button for saving the



page. This way “PF Number Seeding” activities of that Institution can be

done page by page order shown at the bottom of the page in the Tab order

as like the page as shown in the above “Screen-29”.

PF Number Seeded List: - When you click on the menu “PF Number Seeded List”, the following page as shown in the “Screen- 30” will be displayed.

Screen-29

Please select the Office from the Combo and click on the button “List”,

then the Seeded PF Number of Employees of that office will be displayed.

Here also you can edit / modify the PF Number by correcting the PF

Number shown in the Text box. After edit / modify Click on the “Save“

button to the save the data as the page “Screen-29”.

By clicking the Icon, in the right end side of the Office Name shown in blue colour, all the employees details whose PF Number Seeded List as shown in the “Screen-30” will appear. DEPUTATION & TRANSFER:- In the office list shown in the label “DEPUTATION & TRANSFER”, the employees coming under these label “DEPUTATION & TRANSFER” cases can be done. DEPUTATION:- Click on the icon shown under the “Select” label against the office name “DEPUTATION”. The employees in that category will be listed under this and user can do the PF Number Seeding & other related activities as like the other cases stated above.

TRANSFER:- In the Same way, Click on the icon shown under the “Select” label against the office name “TRANSFER” , the employees in the category “TRANSFER” will be listed under label. The user can do the PF Number



Seeding & other related activities can be done as in the cases as stated in the above pages.

Screen-30

Employee‟s PF Number Confirmation Procedure:-

When Login with the user having the following menu:

(1)PF Number to be Confirmed

(2) PF Number Confirmed List

PF Number to be Confirmed: - This menu shows the list of employees

details whose PF Number has been Seeded through the menu option “PF

Number Seeding”. To Confirm the PF Number the menu “PF Number is to be

Confirmed” may be used.

When clicking on the menu “PF Number to be Confirmed” the following

page as in the Screen-31 will appear.

Screen-31



Select the Office from the Combo as shown in the“Screen-32” whose

employees PF Number is to be confirmed. Select the Office and click on the

button “List”.

Screen-32

The entire employee‟s in that office is to be confirmed will be listed as

shown in the page “Screen-33”

Screen-33

Here in the “Screen-33” the PF Number of the employee can be confirmed

by clicking the check box ( ) against the Employee name under the label



“Confirm” and click on the “CONFIRM” button in the page as shown in the

above screen “Screen-33”.

In the right end of the page under the label “View” an icon is showing

in blue color. If any of the employee‟s detail‟s is to be verified / viewed, click

on the icon against that employee. The employee details will be shown.

PF Number Confirmed List: - This menu list all PF Number which is already

been Confirmed through the menu option “PF Number to be Confirmed”.

The user when login with the Login Id, Password & text as shown in the

text box and click on the “Login“ button, the menu assigned to the User will

be displayed as shown in the below page “Screen-34”.

Screen-34

When logins with the user a page as “Screen-35” will display as

shown below.



Screen-35

Here in the page “Screen -35” select the office and click on the “List”

button the following screen as in the “Screen-35” will appear. Here all the

PF Number Confirmed employees list of the selected office will appear.

Click on the check box against that employee under the label “Confirm”

and after modification / correction of the PF Number, click on the

“CONFIRM “ button for saving the data.

If you want to see the employee details click on the “View” shown against

each employee.

Screen – 36

How to set Institutions & Treasury: - When click on the menu

“Set Institution Panel” a page as shown below in “Screen-36”



will appear. i.e. all the treasury set for that user will be displayed

in the page.

District wise Treasuries can be listed by selecting a District from

the combo and the employees created in that district will be

displayed. Through this option a user can set the treasuries for a

user by clicking on the check box shown against the treasury

Name. Click on the button “Save” shown below the page to set the

treasuries.

Screen – 37

Report Menu:- Report regarding PF Number Seeded list can be

generated for PAO. When click on the “Report” menu, an option

“Seeded List” will be listed under this menu. By selecting the

option, Pf number seeded report will be generated. The reports

holds the Total Employees, Number of Employees Seeded and

Number of Employees Confirmed details as shown below in the

page “Screen-37”.



Screen – 38

How to Set Admin Offices (DD / RDD/ District) for PAO like DPI:-

When login with the user id password for the PAO DPI the following page

as shown below screen-38 will appear with the Office list under the label for “Set

Admin Offices” and the list of Offices already set, in right side of the page under the

label “List of Admin Office “.

Screen – 39

To the Set the admin Offices for the DD/ RDD/ District Offices Select the

Offices shown under the label “Set Admin Offices”. To Set the office, click

the check box shown against the office name as shown below in the “Screen-39”

and click on the “Save” button.



Screen – 40

A message “Data Saved Successfully” as shown in the below page shown will

appear.

Screen – 41

All the newly added offices will be added under the Frame in the

Right side of the page under the label “List of Admin Offices”. Here

please ensure that, all the offices for the user has been added.



Screen – 42

Screen – 43

After confirming office addition, click on the button “Confirm to Create New User”

for creating the users for the offices set as Admin Office. Click “Confirm to Create

New User” button will create the users for the offices. The created users will be

pop-up in the page with “user name” and “password” for the users.



Screen – 44

See the page shown below in the page “Screen-44” showing all the

Username and password for the offices.

Screen – 45

These user name and password are used for setting the DEO /AEO offices for the DPI.

How to Set DEO / AEO for an office Administrator User: -

( Applicable only for departments like DPI)

Now use the user name & password for login to the site for setting



DEO / AEO offices. When an Office Administrator user login to the site, with the

User Id and Password created through the above procedures, a page as shown in

the “Screen-46” will appear:

Screen – 46

Click the “Set DEO / AEO Office” menu from the site the following page as

shown in “Screen – 45” below will appear (to set AEO office or DEO Office For a

user). As shown in the below page “Screen – 47” the user has to select the DEO /

AEO from the combo. In the “Screen-47” the already set AEO & DEO List will be

listed in the right hand side of the page with AEO Office list in the Top right hand

side of the frame and DEO list at the bottom right hand side of the frame.

Screen – 47



How to Set DEO/AEO Office:- When New offices are to be added under the DEO list select the offices to be added to the DEO list by clicking the Offices list shown under label “Set AEO /DEO Offices list”.

To set the office, Tick ( ) the check box against the office name and click on the “Save” button in the bottom of page. The selected offices will be shown in the right side DEO list.

Screen – 48

And click on the “Save“ button shown in the bottom side of the page as shown in “Screen-49”.

Screen – 49



A message as shown in the page “Screen-50” with the message “Data Saved successfully” will appear. Click on the “OK” button in the page.

Screen – 50

The newly added DEO offices will list under the “DEO list” frame as shown in the page “ Screen-51”.

Screen-51

AEO Office Set:- When New offices are to be added to the AEO list select the offices to be added to the AEO list by clicking the Offices list shown

under label “Set AEO /DEO Offices list”. To set the office , Tick ( ) the check box against the office name as shown in the page “Screen-52”



Screen-52

Set Institutions:-

Now the Admin users can set the Institutions through this option. Click the menu

“Set Institutions” the “Screen -53“ as shown below in the page will appear.

Select the rdd/dd/district/aeo/deo from the combo as shown in :Screen-54”.This

page shows two lists as shown “Screen -54 “ with the labels Set Institutions

(left side ) & List of Institutions (right side) .In the left side of the page

“Screen-54“, under the label “Set Institutions” shows the institution list, to be set

as Institution through the Set Institutions. The right side of the page shows the

Institution List which has been already been set.

Screen-53



Screen-54

The Added institutions can be saved by clicking the “Set Institutions” button as shown in the below page “Screen-56”. All the selected offices selected will be added under the label “List of Institutions”.

Screen-56

After saving the details a message as shown in the below page “Screen-57”will be shown. Click on the “OK” in the message a page as shown in the the page “Screen-56” will be shown with all added office list in the right side of the page.In this way institutions can be added to the List .



Screen-57

Screen-58

How to Remove the office from List of Institutions :- If by mistake, any of the office added in the Institution list, it can be removed from the list, by clicking on the blue icon shown against the office under the label “Delete” as in the page below “Screen-59” with pop up having “Delete” and “Cancel” button will appear. If you want to delete click on the button “Delete”.



Screen-59

When click on the “Delete” button one message “Are you Sure” will come and click “Delete” button as shown below in the page. By confirming the office will be deleted from the “ List of Institutions”

Screen-60

Now the deleted office will be listed under the “Set Institutions” label as shown in the page “Screen-61”.



Screen-61

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