implementation of management information system (mis) including...

Projects MIS – User Manual Version 20.0

Oracle Projects MIS – User Manual

Implementation of Management Information System (MIS)

Including Financial Management System (FMS)

ICAR

Version No.: 20.0

INDIAN AGRICULTURAL STATISTICS RESEARCH INSTITUTE

(INDIAN COUNCIL OF AGRICULTURAL RESEARCH)

LIBRARY AVENUE, PUSA, NEW DELHI – 110 012

www.iasri.res.in

2013


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Project Team

Mission Leader Dr. N.S. Rathor, DDG (Engg.)

IASRI, New Delhi (Lead Institute)

Dr. A.K. Choubey, HoD, CA

Dr. Alka Arora, Sr. Scientist

Dr. Sudeep Marwaha, Sr. Scientist

Smt. Shashi Dahiya, Scientist

Sh. S. N. Islam, Scientist

Smt. Angshu Bhardwaj, Scientist

Sh. Soumen Pal, Scientist (till 30th September, 2012)

Sh. A.P. Sharma, F&AO

Sh. K.P.S. Gautam, SAO

IBM Team

Sh. Amit Bothra

Sh. Madhur Keswani

Sh. Sameer Sachdeva

Sh. Anil Sharma

Sh. Ravi Kant Singh

Sh. Navroz Singh Dhillon

Sh. Alok Saraogi

Sh. Pushpendu Roy

Sh. Sapthagiri Srirangam

Smt. Sneha Yadav

Sh. Sourabh Kumar

Sh. Nitin Batta

Smt. Lakshmi Sowmya

List of Resource Personnel

ICAR

Sh. Devendra Kumar, Dir (F)

Sh. Sanjay Gupta, Dir (A) (till July, 2012)

Sh. J. Ravi, Dir (P)

Dr AK Vasisht, ADG(PIM/ESM)

Ms. Namrta Sharma, DS (P)

Sh. Rupesh Sharma, SO (GA)

Sh. Harpal, SO (Cash-I)

Sh. Dilip Roy, CASH DISBURSEMENT

Sh. SK Behera, DS (GAC)

Sh. Rajiv Mangotra, DS (P)

Smt. Rashmi Rao, Deputy Director Finance

Sh. GP Sharma, DDF

Sh. S K Pathak, SF&AO

Sh. S K Sharma, F&AO

Smt. Sunita Arya, SF&AO

Smt. Rajashree Sunil, US (Tech & WS)

Sh. Naresh Kumar Arora, F&AO (Edn)

Sh. Kanhaiya Lal Chowdhary, DS (Edn)

NDRI, Karnal

Sh. J.K. Kewalramani, JD (Admn) & Registrar

Sh. Vishal Acharya, AF&AO

Sh. Brahm Parkash, AAO

Sh. S George, CF&AO


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CIFE, MUMBAI

Sh. Suresh Chandra, CF&AO

Sh. Suresh Kumar, CAO

Dr. S. Jahageerdar, Officer In-Charge, IT

NAARM, Hyderabad

Sh. Sanjay Kant, JD (Admn) & Registrar

Sh. Jakir Hussain Khilji, F &AO

CMFRI

Sh. Rakesh Kumar, CAO

Sh. AV Joseph, SF&AO

CRIJAF

Sh. K.P. Nath, F&AO

Sh. M.K. Pachauri, SAO

Dr. D. Barman, Scientist

NBPGR

Sh. B K Bansal, F&AO

Sh. S K Sinha, SAO

IARI

Sh. Radhey Shyam, CF&AO

Sh. P.K. Jain, CAO

DKMA

Sh. Himanshu, Scientist, DIPA, ICAR

Sh. Naresh Kumar Arora, F&AO(Edn)

NAIP

Sh. S Bilgrami, CF&AO

Sh. Kumar Rajesh, US

IVRI

Sh. Pankaj Kumar, Joint Secretary

ICAR-REC

Sh. Pushapanayak, CAO


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DOCUMENT RELEASE NOTICE

ORACLE PROJECTS – User Training Manual

Version no: 20.0

Release no:

Date of Release : 20th

August, 2013

Client : Indian Council of Agricultural Research

Project : MIS & FMS Implementation

Author : Sh. Navroz Singh Dhillon

Reviewer : Sh. Anil Sharma Date: 25th August, 2013


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REVISION HISTORY

Document No.:

Document Title: Oracle Projects MIS – User Training Manual

Version No. Issue Date Change Details Owner Authorized by Remarks

1.0 20th

August, 2013 No Previous Document

10.0 25th

November, 2014 Version No. 1.0 Navroz Dhillon

20.0 24th

May, 2015 Updated Report details, Page No.276

Creation of Project Receipts, Page

No. 278

Enter Budget for Externally Funded

Project, Page No. 286

Ravi Kant Singh


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Table of Contents

1 LOGGING INTO ORACLE APPLICATIONS ................................................................................................................................................................................... 8

2 DOCUMENT NUMBERS .................................................................................................................................................................................................................... 14

3 STATUS REPORT ................................................................................................................................................................................................................................ 16

3.1 STATUS REPORT CREATION ................................................................................................................................................................................................................ 17 3.2 STATUS REPORT COMPLETION ........................................................................................................................................................................................................... 23 3.3 STATUS REPORT APPROVAL ................................................................................................................................................................................................................ 34 3.4 SR RELATED REPORTS ....................................................................................................................................................................................................................... 39

4 RPPI (SINGLE INSTITUTE) .............................................................................................................................................................................................................. 48

4.1 RPPI CREATION ................................................................................................................................................................................................................................ 49 4.2 RPPI COMPLETION ........................................................................................................................................................................................................................... 56 4.3 RPPI – OBJECTIVE AND ACTIVITY INFORMATION ................................................................................................................................................................................ 64 4.4 RPPI - ENTER BUDGETARY INFORMATION INCLUDING ITEM DETAILS .................................................................................................................................................. 83 4.5 RPPI – CAPTURING RPPI CHECKLIST ............................................................................................................................................................................................... 94 4.6 RPPI APPROVAL (INCLUDING PME CELL APPRAISAL) ...................................................................................................................................................................... 105 4.7 RPPI RELATED REPORTS ................................................................................................................................................................................................................. 124

5 RPPII .................................................................................................................................................................................................................................................... 125

5.1 RPPII CREATION............................................................................................................................................................................................................................. 126 5.2 RPPII COMPLETION ........................................................................................................................................................................................................................ 132 5.3 RPPII APPROVAL INCLUDING RATINGS ............................................................................................................................................................................................ 155 5.4 RPPII RELATED REPORTS ................................................................................................................................................................................................................ 171

6 RPPIII................................................................................................................................................................................................................................................... 172

6.1 RPPIII CREATION ........................................................................................................................................................................................................................... 173 6.2 RPPIII COMPLETION ...................................................................................................................................................................................................................... 179 6.3 RPPIII CHECKLIST .......................................................................................................................................................................................................................... 194 6.4 RPPIII APPROVAL (INCLUDING RATINGS) ........................................................................................................................................................................................ 205 6.5 RPPIII RELATED REPORTS ............................................................................................................................................................................................................... 218

7 RPPIV ................................................................................................................................................................................................................................................... 220

7.1 RPPIV CREATION AND COMPLETION ............................................................................................................................................................................................... 221 7.2 RPPIV RELATED REPORTS ............................................................................................................................................................................................................... 233


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8 RPPI AMENDMENT .......................................................................................................................................................................................................................... 234

9 PROJECT ABEYANCE/TERMINATION ....................................................................................................................................................................................... 244

10 INTER-INSTITUTIONAL PROJECT.......................................................................................................................................................................................... 255

11 FIND/OPEN A DOCUMENT ......................................................................................................................................................................................................... 266

12 RUN/VIEW A REPORT ................................................................................................................................................................................................................. 269

13 REPORTS ........................................................................................................................................................................................................................................ 276

14 CREATION OF PROJECT RECEIPTS ....................................................................................................................................................................................... 278

15 ENTER BUDGET FOR EXTERNALLY FUNDED PROJECT................................................................................................................................................. 286


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1 Logging into Oracle Applications

Navigation

Open the link for the Oracle Instance

http://fms.iasri.res.in:8005/ (for User Training Instance)

http://fms.iasri.res.in:8005/


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Logging into

Oracle Apps Enter the Username and Password as provided (individual user name/password to be used). Password need to be changed

on first time login.

On logging into the application, a new page consisting of the responsibilities assigned to the user and the active

notifications for the user will open up.

User Name

Password


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Click on Project Details function.

This is the Projects MIS

responsibility for the user

These are the

notifications for

the user

These are the various

functions available in the

particular responsibility


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Menu Bar and

Shortcuts A new form in Oracle opens up. The menu bar icons and various keyboard shortcuts have been displayed below:

New Find Save Clear Record Delete Record

Attachment


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1. New: Use this icon to create a new invoice. Alternative navigation: File->New

2. Find: Use this icon to invoke find (query) screen. The keyboard short cut is F11 key.

3. Save: Use this icon to save the record. Alternative navigation: File->Save or press CTRL + S

4. Clear Record: Use this icon to clear the current (selected) record. This however does not delete a record that has

already been saved. Alternative navigation: Edit->Clear->Record

5. Delete Record: Use this icon to delete the current (selected) record. Alternative navigation: Edit->Delete

6. Attachment: Use this icon to attach text files or other files if required.


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Keyboard

Shortcuts

Important Keyboard shortcut

Function/Purpose Keyboard Shortcut

Enter into query mode F11

Query with partial information Prefix or suffix with %

Execute query CTRL + F11

Close/Exit screen F4

Invoke List of Values CTRL + L

Insert duplicate field SHIFT +F5

Insert duplicate record SHIFT +F6

To query the form:

1. For query, first press F11.

2. Give partial information on screen like partial employee name, and prefix or suffix with %.

3. Execute the query by pressing CTRL and F11.

List of Value (LOV)

LOV facilitates the completion of a text entry field when there are numerous values that may be assigned. LOVs are a useful

alternative to drop-down lists, particularly in cases where displaying a long list of selections in a drop-down list would require

excessive scrolling.

Search within LOV list

1. Click on the LOV icon.

2. The list of LOV is displayed.

3. If short list then scroll and select the required value. Press OK.

4. If the LOV list is long, then enter any partial/full value and suffix with the ‘%’ in the Find field. The ‘%’ as prefix and

suffix is also used where the subsequent word(s) of the total value is used for query.

5. Then click Find button.

6. This displays a shortened list of values that will match the query submitted.

Select the value desired and click OK. The original text entry screen is populated.


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2 Document Numbers

Document

Numbering Logic The document numbering will be automatic and numeric; and will be generated from the system.

Example 1: If the Document Number is 55200130017:

The first three digits represent the institute. Here 552 is for IASRI.

The fourth and fifth digits represent the document type.

00 is for SR

10 is for RPPI

11 is for RPPI Amendment

13 is for Externally Funded Projects

14 is for Consultancy/Contract Research Projects

20 is for RPPII

30 is for RPPIII

40 is for RPPIV

The sixth and seventh digit represent the year in which the document was created. So 13 means it was created during

the period April 2012-March 2013.

The last four digits are a running sequence and start with the number 0001. So here this is the 17th

Status Report

created in the period April 2012-March 2013 in IASRI.

Example 2: If the Document Number is 15611140012:


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The first three digits represent the institute. Here 156 is for IASRI.

The fourth and fifth digits represent the document type. 11 is for RPPI Amendment

The sixth and seventh digit represent the year in which the document was created. So 14 means it was created during

the period April 2013-March 2014.


RPPI Amendment

created in the period April 2013-March 2014 in IARI.


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3 Status Report

Process Map


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3.1 Status Report Creation

Process

Overview

Descriptio

n

According to the latest guidelines issued by ICAR, the first stage for initiation of a research project is the creation of a status report

for proposal of a new project. So it is the first Performa which a scientist has to prepare, before the initiation of his/her project. It

helps to objectively assess the need of the project.

It covers the basic project information like project title, employee information, genesis and rationale of the project,

knowledge/technology gaps and justification for taking up the present project, Critical review of present status of the technology at

national and international levels, details on propriety/patent perspective and expected output and clientele etc. It has to be approved

before the PI can continue with the creation of RPP-I for his project.

Document

Numberin

g

The document numbering will be automatic and numeric; and will be generated from the system.

For example, if the Document Number is 55200130017:

The first three digits represent the institute. Here ‘552’ is for IASRI.

The fourth and fifth digits represent the document type. 00 is for SR

The sixth and seventh digit represent the year in which the document was created. So '13' means it was created during the period April

2013-March 2014.


Status Report created in the period

April 2012-March 2013 in IASRI.

Navigation Responsibility: IASRI Projects

Navigation->Project Details


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Oracle

Process –

Status

Report

Creation

Double Click on Project Details; or Click on Project Details and Click on Open.

Click here


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Creating a

new Status

Report

New Screen opens up as shown in the figure below. This screen is used to create a new document or open an existing document. Click on

“New Document” button to create a new Status Report.

For new Status Report

Creation, click here


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Creating a

new Status

Report

A new form opens up. Select the second option “Create new Status Report from Status Report Template” and click on the “Next” Button.


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Creating a

new Status

Report

Again click on “Next” Button. A note will appear. Click on OK.


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Creating a

new Status

Report

Click on Finish.

After clicking on Finish Button, a note will appear. Click on OK. A new Status Report is created.

Click here to

finish Status

Report creation


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3.2 Status Report Completion

Completin

g a new

Status

Report –

Project

Header

Details

This is the Project Header Tab. Here enter details such as “Type of Project”, “Lead Division” and “Project Title”.

Type of Project

Lead Division

Project Title


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Completin

g a new

Status

Report –

Project

Header

Details

For example, to enter the “Type of Project”, click on the LOV Button in the field and select the desired value from the new form which

opens up.


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Enter

Team

Member

Informatio

n

Click on “Project Team Info/Doc Approval” Tab. This tab is used to store member information and to send the document for approval. Enter

team member information (team member name and role).

Employee name Employee Role


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Enter

Project

Item

Details

Click on the “Project Items” Tab. This tab is used to enter project item details. Click on the “Standard” Checkbox. A note will appear.

Click on OK. Then a new window opens up. Click on “Status Report” and then Click on “Copy”.

1. Click on Standard

Check Box

2. Select Status Report

3. Click on

Copy Button


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Enter

Project

Item

Details

Status Report Project Items get copied. Click on a Project Item and enter the relevant data for that project item in the text field below.

Click on Project Item

Enter the relevant

text field


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Enter

External

Member

Informatio

n

If there are any external members in the project (optional), click on “External Members” Tab. This tab is used to enter external team

member information (and team ratings etc. in other documents).

In “Team Information” LOV, select External Team Member 1. Enter External Member Name and Institute. Then in the DFF enter other

details such as member role, start date etc. Repeat the above step for other external team members as well.

s

1. Choose option

External Team Member

1

2. Capture External

Team Member Name

3. Capture External

Team Member Institute

4. Click here to

open this window


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Team

Member

Concurren

ce

Now all the information related to Status Report has been entered. The next step is to submit this report for approval.

To get team member approval, click on Go To Button and select the “Communications” option.

Click here


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Team

Member

Concurren

ce

Click on New Button. A new window will open up.

Click on “Action” field.

Then Select the team member from which you wish to take approval.

In text field, enter the communication subject that you wish to send to the team member.

Then save the communication.

Note: Save the communication only after you have entered all the necessary details, especially the person from which approval is

needed.


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1. Click here

2. Enter Team Member

whose approval is needed

3. Enter Text 4. SAVE the Record


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Team

Member

Concurren

ce – Co-PI

Login


http://fms.iasri.res.in:8005/ (For User Training Instance)

Team

Member

Concurren

ce – Co-PI

Login

Team Member will enter his/her Username and Password as provided (individual user name/password to be used). Password need to be

changed on first time login.

On logging into the application, a new page consisting of the responsibilities assigned to the user and the active notifications for the user will

open up.



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Team

Member

Concurren

ce – Co-PI

Login

The Team Member will see a notification regarding the approval in his/her login; and will click on the notification for approval.

Team

Member

Concurren

ce – Co-PI

Login

Clicking on the notification, the team member will be able to see notification details. On verifying that all the information entered is valid

and correct, he will give his concurrence by clicking on “OK” button.

Concurrence will not be achieved until user clicks on OK button, and only then will the Team Member Signature be captured in the

report output.

Notification for approval

OK Button


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3.3 Status Report Approval

Submit

Status

Report for

Approval

PI will open the Status Report (refer to Process 10).

Go To “Project Team Info/Doc Approval” Tab. Click on “Forward” Button. The approval process is initiated.

Click here to start

approval process


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Status

Report

Approval

– HoD

Login

HoD will open the link for the Oracle Instance

Open this URL: http://fms.iasri.res.in:8005/ in your browser.


open up.



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Status

Report

Approval

– HoD

Login

The notification will include basic details like document type, document number, project title, team member information etc.

The HoD can enter his overall comments and approve/reject the document by clicking on approve/reject button.

HoD can click on “View Project Form” link to open the

Project Details Form for that particular document.

Overall Comments

Approve Reject


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Status

Report

Approval

– HoD

Login

Optionally the HoD can open the document by clicking on “View Project Form”. The below form opens up.

HoD can check all the details of the Status Report here.


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Status

Report

Approved

After approval, the status of the document is changed to “Document Approved” as shown below:

Document Approved


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3.4 SR Related Reports

Run/View

a Report From the toolbar menu at the top, select View Requests


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Run a

Report Click on "Submit a new Request" to run a report.

Click here to run a

report


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Select "Single Request” and click "OK"

Run a

Report Enter Report Name as ‘ICAR Status Report’

Enter Parameters and click on OK.


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1. Enter Report Name

2. Enter Parameter 1

Institute Name


Status Report


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Run a

Report Click on Submit Button.

A note will come. Click on No.


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Report

Output Given below is a sample Status Report output:


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Run/View

Report User can run the following reports:

Report Name Report Parameters Report Functionality

ICAR Status Report Institute Name

Status Report Number

It provides the Status Report

output.


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4 RPPI (Single Institute)

Process Map


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4.1 RPPI Creation

Process

Overview

Descriptio

n

This Performa provides details on the project, project team, institutions involved, objectives, activities and output details, technical

programme, financial implications, expected output, expected benefits in economic terms and risk analysis and finally observation

of PME Cell. The Performa essentially identifies activities against which the future research output evaluation will be carried out

including team assessment.



Oracle

Process –

RPPI

Creation -

Screenshot

and Steps

Double Click on Project Details; or Click on Project Details and Click on Open.


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Click here


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Click on New Document Button

Click here


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Select the Option “Copy From Existing Document” and click on Next.

Choose this option for creating

RPPI, RPPII, RPPIII and RPPIV


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In the next window, mention the details of the Status Report from which you wish to create the RPPI Document. Then click on “Next”.

Enter Status Report details


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Then enter details of the new document which you wish to create. In this case, choose RPPI document type. A note will appear; click on

“OK” button. Then enter Project Start Date as the Start Date and click on “Finish”.

A note will appear. Click on “OK”. RPPI Document is created.

Choose RPPI type

Capture Project Start Date

Click here


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Note: Here in document type, 4 RPPI Document Types exist (for each institute):

o IASRI-RPPI: This is for Institute Funded Project

o IASRI-RPPI (Amendment): This is for creating an RPPI Amendment (covered as a separate process later)

o IASRI-RPPI (Consultancy/Contract): This is for Consultancy/Contract Research Projects

o IASRI-RPPI (Externally Funded): This is for externally funded projects

Note: In this example, we have taken an Externally Funded Project. However, the same process is valid for Institute funded and

Consultancy/Contract research projects as well.


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4.2 RPPI Completion

Capture

Project

Details

Form

Project Header form opens.

Enter Priority Area and End Date.

Note: The RPPI number is copied in the Project Code. The actual PME code is generated automatically but only after the RPPI is approved.

Till then, the RPPI number serves as a temporary project code.

End date Priority Area


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Enter

Project

Items

Details

Click on Project Item Tab. Here enter Project Item Details for RPPI as shown (similar to Status Report).

1. Click here

2. Choose RPPI

3. Click here


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Enter

Project

Items

Details

Click on first section “1. Key Words” and capture details in the free text field “Project Item Detail”.

Capture Key Words Detail

here

Click on item

“1. Key Words”


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Click on second section “2. If Project not already in the Priority Area, give Justification” and capture details in the free text field “Project

Item Detail”.

Similarly, capture details for all sections one by one.

Click on this item

Capture Details

here in text format


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Enter

Team

Member

Contributi

on

Click on External Members/Member Contribution Tab. In Team Information field, choose the value “Individual Contribution by Team

Members”.

In the bottom portion of the form, enter serial number. A message will pop up saying that the member information needs to be entered in the

flex field. Click on OK.

Press “Tab” button twice; or press “Ctrl+L”. A new window will open up. Enter details for one team member.

Repeat the above two steps for all team members.


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1. Choose “Individual Contribution

by Team Members”

2. Choose Serial Number

beginning with ‘101’

3. Capture Individual

Contribution Details


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Creation

of Project The next step is to create a project. In a project, the budgetary and objective/activity information is stored.

Go to Project Headers Tab. Click on Project Code field. A note will pop up asking you to validate that you have entered all the

information correctly. Once you click on OK, a project is created successfully.

Note: each project is identified with a unique project number and a unique project code.

1. Click here

2. This Note will pop

up. Click on OK.


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Associatio

n of

Project to

Document

You have to associate the project to the document. For that, click on the project field. Your project number will automatically be

captured in the field.

Click here


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4.3 RPPI – Objective and Activity Information

Enter

Workplan

Informatio

n

Double Click on Project List; or Select Project List and click on Open. A web page will open.


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Enter

Workplan

Informatio

n

Project List page shows all the ongoing projects in which you are a team member.

Click on your RPPI Number or your Project Number. A new window will open.

Enter

Workplan

Informatio

n

This page contains details regarding your objective, activities and monitorable target details. Click on the workplan tab.

Click here

Click here


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Creating

Objectives

and

Activities

Workplan Tab opens up. The next step is to define your objective and activities. For this click on the Create Objectives and Activities

Button.

Creating

Objectives

and

Activities

A new page opens up. To enter objective and activities, select the outline level according to the type.

o Outline level '1' is for defining a year; '2' is for objective and '3' is for activity.

o In serial number, please enter running sequence number 1, 2, 3 irrespective of type.

o In the next column, enter the year, objective or activity as the case may be.

o For activity, enter the activity start date, finish date, % to be carried out and scientist responsible as well.

Click here


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o Note: For each activity, please specify the percentage to be carried out for the year that you have entered. For example, in the

screenshot below, for activity with serial number 3, it means that 45% of the activity will be completed in year 2012 (January-

December 2012). Similarly, for activity with serial number 4, 60% of the activity will be completed in the period January-December

2012.


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Create objectives and activities only for one year and click on apply button.

Note: for future years, the same data will be copied in a later step. So you have to define objectives and activities only for one year.


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Creating

Output

Monitorab

le Targets

After clicking on apply button, you will come back to the previous page.

Now to create output monitorable targets, click on the output monitorable target tab under workplan tab.

Click here to create targets


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Defining

Output

Monitorab

le Targets

To create a new monitorable target, click on Go button as indicated below.

Defining

Output

Monitorab

le Targets

On this page, enter the target name and short description for the first output monitorable target.

To create another Output Monitorable Target, click on “Add Another” button. Then enter same details for other monitorable targets as

well. Like this, define all your targets in one go.

After you define your all output monitorable targets, click on “Apply”.

Click here


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Associate

Activities

and

Output

Monitorab

le Targets

Now you can view all the targets which you have defined. The next step is to associate these output monitorable targets with activities.

To accomplish this, for the first target, click on the update button.

Output Monitorable Target (which

will be printed in the report output)

Click here for the first target


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Associate

Activities

and

Output

Monitorab

le Targets

Click on the Associate Activities Tab; and then click on “Associate Output Monitorable Targets and Activities” button.

Associate

Activities Click on Expand All. Then select the “activity/activities” with which you want to associate that particular target and click on “Apply”

button

Click here


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and

Output

Monitorab

le Targets

You reach the previous page. Again click on “Apply” Button.

Repeat these steps for all monitorable targets.

3. Click on Apply 1. Click on Expand All

2. Select the Activity


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Copying

informatio

n for

future

years

Go to Objective and Activity Details Tab and click on Expand All. Then select the year, and click on Copy Button.

`

1. Click here


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Copying

informatio

n for

future

years

A new window opens up. In Prefix, add any character. For example, initially add A. This value is for internal maintenance of the system

and has no impact on your work.

Note: Please ensure that you use different Prefix every time you copy the objective and activity details for other years.

Click on Expand All and Select the year. Then click on Apply.

Enter Prefix as A

Click on Expand All


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Copying

informatio

n for

future

years

You will come back to the objective and activity details tab. Click on Expand All.

1. Choose the year

2. Click here


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Copying

informatio

n for

future

years

Clean the Data for the new tasks. Rename “A2012” as “2013” and remove “A” from all objectives and activities. Also enter the

percentage of activity to be carried out in the next year.

Repeat the same steps for other years as well.


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Saving the

Workplan To Save Workplan, click on “Save Workplan” Button.


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Then click on “Finally Save Workplan” Button.


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With this the Objective and Activity Details are saved.


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4.4 RPPI - Enter Budgetary Information including Item Details

Enter

Budget Click on “Enter Budget”


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Enter

Budget Enter the Project Number. Choose Expenditure Budget as the Budget Type

Note: There are two Budget Types: Expenditure Budget and Comprehensive Proposal Budget. For single institute project, we define

only the expenditure budget. It contains budget defined for that institute and expenditure transactions can be made against it.

1. Enter the project number

2. Choose Expenditure Budget

3. “DFF Field”. Click here to enter

source of fund and fund type.


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Enter

Budget Click on the DFF Field. A new window will open

Enter fund type, scheme name and division. As this is an externally funded project, user will enter funding agency name and country as

well.

After entering all the desired information, click on OK button.


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Enter

Budget Click on “Details” Button. A new form will open.


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Enter

Budget Select Major Expenditure Head (e.g. Grants – Capital) and click on “Budget Lines” Button. A new form will open. A note will open.

Click on OK.

Note: The Budget that you enter for a particular month is valid for that entire financial year. For example, if you enter the budget for

June 2013, it will be valid for the period April 2013 to March 2014.

User will enter Minor Expenditure Head and Amount Type as shown and enter budget for all years.

1. Choose the minor

expenditure head

2. Capture the amount


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Similarly enter budget for all other major and minor expenditure heads. Save your work.

Click on Submit Button.

Click here


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Click on Baseline Button.

Note: After clicking on Baseline button, the budget becomes available for financial transactions.

Click here


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With this the budget gets saved.

Enter Item

Details Click on “Project Item Details Form”


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Enter Item

Details Click on “New” Button


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Enter Item

Details Enter year, institute name, item name, project code, major and minor category as shown.


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Enter Quantity and Amount Sanctioned, Item Status and Approval Status as shown


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4.5 RPPI – Capturing RPPI Checklist

RPPI

Checklist Click on Project Details


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RPPI

Checklist Open the RPPI Document (Select your RPPI document and click on “Go To” Button. Choose the “Authoring Workbench” option)


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RPPI

Checklist Select the Ratings/Checklists Tab

Click on Ratings and Checklist LOV

Choose this tab

Click here


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RPPI

Checklist A new window opens up. Click on the LOV. Then choose RPPI Checklist and click on OK.

1. Click here

2. Choose RPPI

Checklist


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RPPI

Checklist Enter data for RPPI Checklist as shown below

Click on OK Button.


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Team

Member

Concurren

ce

For team member concurrence, click on Go To Button and select the “Communications” option.

1. Click here

2. Click here


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Team

Member

Concurren

ce

Click on New Button. A new window will open up.

Click on “Action” field.

Then Select the team member from which you wish to take approval.

In text field, enter the communication subject that you wish to send to the team member.

Then save the communication.

Note: Save the communication only after you have entered all the necessary details, especially the person from which approval is

needed.


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1. Click here

2. Enter Team Member

whose approval is needed

3. Enter Text 4. SAVE the Record


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Team

Member

Concurren

ce – Co-PI

Login


http://fms.iasri.res.in:8005/ (For User Training Instance)

Team

Member

Concurren

ce – Co-PI

Login

Team Member will enter his/her Username and Password as provided (individual user name/password to be used). Password need to be

changed on first time login.


open up.


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Team

Member

Concurren

ce – Co-PI

Login

The Team Member will see a notification regarding the approval in his/her login; and will click on the notification for approval.

Team

Member

Concurren

ce – Co-PI

Login

On clicking on the notification, the team member will be able to see notification details. On verifying that all the information entered is

valid and correct, he will give his concurrence by clicking on “OK” button.

Concurrence will not be achieved until user clicks on OK button, and only then will the Team Member Signature be captured in the

report output.

Notification for approval


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OK Button


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4.6 RPPI Approval (including PME Cell Appraisal)

RPPI

Approval To initiate RPPI Approval, click on “Forward” Button. With this, the approval process gets initiated.


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RPPI

Approval

– HoD

Login

HoD will login into the system (refer to process 1). He will click on the relevant notification.

RPPI

Approval

– HoD

Login

HoD will check all the details provided in the notification

Click here


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Additionally, the HoD can click on “View Project Form” link to check more details. The HoD can also give his comments, reject the

document, reassign it to or request information from another user

After HoD approves the document, it goes to the PME Cell Incharge for approval

Click here to open the document details


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RPPI

Approval

– PME

Incharge

Login

PME Cell Incharge will check all the details provided in the notification (similar to HoD) (refer to process 1).


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PME Cell

Appraisal

and

Approval

PME Cell will click on view project form in the notification. A new window with the Project Header Tab will open.

Click here to capture PME Appraisal


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Click on Project Team Info/Doc Approval Tab.

Note: Before any approving authority does the evaluation or rating of a project, it needs to temporarily “stop” the approval process by

clicking on the stop button as shown below.

Click here to halt the process so

that appraisal can be done


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A note saying “Workflow process stopped successfully” will pop up. Click on OK.

Next, click on Ratings/Checklists Tab.


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Select PME Cell Appraisal Report (process similar to RPPI Checklist).

Note: Appraisal by the PME Cell will be based on important parameters to recommend to IRC whether the project is worth execution.


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The PME Cell will fill up all the information shown above (except for Total Score (out of 100) – it will be automatically calculated).

After filling all the information, it will click on OK.


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Now the PME Cell will reinitiate the Approval Process by clicking on “Project Team Info/Doc Approval” Tab and clicking on

“Forward” button.

Click here to

reinitiate approval


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With this the PME Cell Appraisal and Approval is complete. The document will go to the next approving authority (Director/JD (R)) for

approval.

RPPI

Approval

– Director

Login

The Director will login into the application (refer to process 1) and click on the notification.

User will approve or reject the document as he deems fit.


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RPPI

Approved With this the RPPI gets approved.


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Update

PME Code When the PI opens the RPPI document the next time (refer to process find/open a document), a note saying that the PME Code has been

updated will pop up. Click on OK.

The Project Code has been automatically updated with the PME Code.


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Project Code automatically updated with the

PME Code after the RPPI gets approved.


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4.7 RPPI Related Reports

Run/View

a Report To run a report, refer to process 12

User can run the following reports:

Report Name Report Parameters Report Type Report Functionality

ICAR RPP-I Report Institute Name

RPPI Number

Adobe pdf It provides the RPPI output.

ICAR RPP-I Checklist Report Institute Name

RPPI Number

Adobe pdf It provides the RPPI Checklist

Report output

ICAR RPPI Checklist Summary

Report

Institute Name

Division

From Date

To Date

MS Excel It provides the RPPI Checklist

details for a list of projects for a

particular institute (or division)

for a particular period (signified

by the start date and end date)

ICAR PME Cell Appraisal

Report

Institute Name

RPPI Number

Adobe pdf It provides the PME Cell

Appraisal Report output

ICAR Proposal Vs Expenditure

Budget Report

Institute Name

RPPI Number

MS Excel It provides the comprehensive

proposal budget (if applicable)

and expenditure budget details

for a particular project


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5 RPPII

Process Map


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5.1 RPPII Creation

Process

Overview

Descriptio

n

RPPII provides annual progress of the project covering activities and outputs and achievements earmarked for the year for each of

the team member.



RPPII

Creation User will create a new RPPII Document from the related RPPI Document. The process is similar to creating RPPI from Status

Report.

Click on Project Details. A new window opens


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RPPII

Creation Click on “New Document” Button.


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Click here


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RPPII

Creation Select the “copy from existing document” option so that the relevant information is copied from RPPI Document. Click on Next.


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RPPII

Creation In the next screen, select the document type and RPPI Number as shown below. Then click on Next.


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RPPII

Creation In the next screen, select type as RPPII. In start date field, enter the start of RPPII reporting period. Then click on finish.

With this the RPPII document with a unique RPPII number is successfully created.

Enter RPPII

Reporting Period

Enter RPPII Type


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5.2 RPPII Completion

RPPII

Completio

n

All the relevant information is copied from RPPI to RPPII Document.

In the Project Header Tab, enter the reporting period end date as the end date.

Reporting Period

End Date


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RPPII

Project

Items

Click on Project Items Tab. Enter Project Section details (similar to RPPI and Status Report)

Click on “Standard” Checkbox

A note will appear asking you to select the relevant sections. Click on OK.


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RPPII

Project

Items

Click on “RPPII” and click on Next Button.

1. Click here

2. Choose RPPII

3. Click on Next


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RPPII

Project

Items

The RPPII sections will get copied into the document. Click on each item and enter the relevant text.

Capture the details


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Updating

Activity

Progress

Click on Project List. A new page will open in browser.


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Updating

Activity

Progress

Click on the Project Code/Project Number which you want to update.

Updating

Activity

Progress

Project Tab will open. Click on Workplan Tab.

Click on Project Number


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Updating

Activity

Progress

User will come on the Objective and Activity Details SubTab. Click on Expand All.

Updating

Activity

Details

Now, each team member (PI, Co-PI etc.) will update his/her respective activities from his/her login.

To achieve that, click on update progress button (pencil link)


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Updating

Activity

Details

In the summary screen, user can see the % to be completed as envisaged in RPPI. Against that, user will enter the % achieved as

targeted.

Note: for example as shown below, 45% of the activity is envisaged to be completed in this particular year. If the user has

completed the entire work (i.e. 45% of the total activity has been successfully completed, he/she will enter 100% as % achieved as

targeted).

Click here


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Updating

Activity

Details

Optionally in the Progress Report SubTab, user may enter the activity status (completed, not started, in progress, on hold), progress

status (at risk, on track, in trouble), and the progress comments for that particular activity.

1. Enter % achieved as targeted

2. Click here


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Updating

Activity

Details

After updating the progress, user will click on submit. Then click on Yes on the next page.


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Saving

Workplan User will come back to the Objective and Activity Details SubTab.

Note: Similarly, each user will update all the activities for which he/she is responsible using his login credentials.

Finally, the PI will save the workplan. Choose “Update Current Working Version” as shown and click on “Go”.


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Saving

Workplan On the next page, click on “Save Workplan” button.

On the next page, click on “Finally Save Workplan” Button.


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Saving

Workplan With this the workplan is successfully saved.


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RPPII

Team

Rating

Click on Project Details


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RPPII

Team

Rating

To open the document, user will select the RPPII Document and click on Go To Button; then select Authoring Workbench and click

on OK (refer to process Find/Open a Document).


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RPPII

Team

Rating

Click on Team Rating Tab.

In Team Information, choose the “Team Rating by PI – RPPII” option.

Note: The process of team rating is similar to the process of entering the individual contribution of team members in RPPI.

Choose “Team Rating

by PI – RPPII”


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RPPII

Team

Rating

In Sr. No., choose 1.

A note will open asking user to enter member rating. Click on OK.


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RPPII

Team

Rating

Next, press “Tab” twice or press “Ctrl+L”

A new window will open. Here enter the member name and member rating. Then click on OK.

Note: Similarly, the PI will enter ratings for each of his team members (including him).


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Project

Rating by

PI

User will open the document and click on Ratings/Checklists Tab

Similar to RPPI Checklist and PME Cell Appraisal, user will select the “Project Rating by PI” option.

1. Click here

2. Click here

3. Choose “Project Rating by PI”


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Project

Rating by

PI

PI will enter the rating awarded to the project along with the period of rating. Then click on OK.


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Team

Member

Concurren

ce

The process to take Team Member Concurrence will be the same as in Status Report and RPPI.


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5.3 RPPII Approval including Ratings

RPPII

Approval The RPPII Approval process is same as that of Status Report and RPPI.

The PI will open the RPPII Document and go on Project Team Info/Doc Approval Tab.

User will click on Forward button. With this the approval process is initiated.

Click here to initiate

approval


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RPPII

Approval

– HoD

Login

HoD will login into the application and open the notification.

User will check the notification details.

To give the project rating, user will click on “View Project Form”. The document will get opened.


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Click here to provide ratings


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RPPII

Rating HoD will go to Project Team Info/Doc Approval Tab and click on Stop button so that the approval process gets temporarily halted

and he/she can provide his/her rating.


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User will go to Ratings/Checklists Tab and select “Project Rating by HoD” option.


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HoD will provide his rating and overall comments; and click on OK.

RPPII

Approval

– HoD

Login

HoD will go back to the Project Team Info/Doc Approval Tab and click on Forward button so that the document gets forwarded to

the next authority.


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Click here to

reinitiate approval


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RPPII

Approval

– PME

Incharge

Login

PME Incharge will login into the application.



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To record the IRC Comments, user will click on “View Project Form”. The document will get opened.

Click here to Capture IRC Comments


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Comments

of IRC User will go to the Project Team Info/.Doc Approval Tab and click on Stop button to temporarily halt the approval process

User will go to the Project Items Tab and select the “Comments of IRC” section.


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Next, PME will capture the comments of IRC in Project Item Detail Field.


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User will then reinitiate the approval process by going to Project Item Detail/Doc Approval Tab and forwarding the document to the

next approver.

RPPII

Approval

– Director

/JD (R)

Login

Director/JD (R) will login into the application.



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To give ratings, user will click on “View Project Form” link and the document will get opened.

Click here to give ratings


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Director/

JD (R)

Rating

User will temporarily halt the approval process by going to Project Team Info/Doc Approval Tab and clicking on Stop button.

Next, user will go to Ratings/Checklists Tab and select the “Project Rating by Director” option.


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Director/

JD (R)

Rating

User will capture his/her rating and comments.

User will go to Project Team Info/Doc Approval Tab and click on Forward button. As in this case, the Director/ JD (R) is the last

approving authority, RPPII will get approved.


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RPPII

Approved With this the RPPII gets approved and the status becomes “Document Approved”.

RPPII is now approved


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5.4 RPPII related reports

Run/View




ICAR RPP-II Report Institute Name

RPPII Number

Adobe pdf It provides the RPPII report

output.

ICAR Statement of Expenditure

Report

Institute Name

Project Number

From Date

To Date

Microsoft Excel It provides the Statement of

Expenditure for a particular

project.

You can optionally give the

period for which the expenditure

report is required.

ICAR Project Rating Report Institute Name

Division

Document Type

Document Number

From Date

To Date

Microsoft Excel It Provides Rating given to a

range of projects undertaken in a

particular period by HoD,

Director etc.

It is valid for both RPPII and

RPPIII document types.

ICAR Project Publication Detail

Report

Institute Name

Division Name

Report Type

From Date

To Date

Microsoft Excel It provides the output/cumulative

output for a range of documents

(RPPII/RPPIII) created in a

particular period.


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6 RPPIII

Process Map


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6.1 RPPIII Creation

Process

Overview

Descriptio

n

RPPIII is a final project report that covers details on the project basic information, objectives, materials and methods used, results

and discussion, objective wise achievements and conclusions. It also has information on financial aspects and cumulative outputs.

The most significant information is on the extent of achievement of objectives/activities and outputs earmarked as per RPP-I. It also

gives details the efforts made for commercialization/ technology transfer, proposed utilization of outputs, its significance in

knowledge creation, expected benefits and economic impact, future line of research work/other identifiable problems and a

certificate on handing of research data generated out of the project deposited to PME Cell for future use.



RPPIII

Creation User will create a new RPPIII Document from the related RPPI Document. The process is similar to creating RPPI from Status

Report; or RPPII from RPPI



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RPPIII



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RPPIII

Creation Select the “copy from existing document” option so that the relevant information is copied from RPPI Document. Click on Next.


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RPPIII



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RPPIII

Creation In the next screen, select type as RPPIII. In start date field, enter the project start date. Then click on finish.

With this the RPPIII document with a unique RPPIII number is successfully created.


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6.2 RPPIII Completion

RPPIII

Completio

n

All the relevant information is copied from RPPI to RPPIII Document.

In the Project Header Tab, enter the actual completion date of the project as the end date.

Actual date of completion


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RPPIII

Project

Items

Click on Project Items Tab. Enter Project Section details (similar to RPPII, RPPI and Status Report)




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RPPIII

Project

Items

Click on “RPPIII” and click on Next Button.


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RPPIII

Project

Items

The RPPIII sections will get copied into the document. Click on each item and enter the relevant text.


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Updating

Activity

Progress

Click on Project List. A new page will open in browser.


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Updating

Activity

Progress

Click on the Project Code/Project Number which you want to update.

Updating

Activity

Progress

Project Tab will open. Click on Workplan Tab.


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Updating

Activity

Progress

User will come on the Objective and Activity Details SubTab. Click on Expand All.


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Updating

Activity

Details

Now, each team member (PI, Co-PI etc.) will update his/her respective activities.

To achieve that, click on update progress button (pencil link)

Note: The process is same as explained for RPPII


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Updating

Activity

Details

In the summary screen, user can see the % to be completed as envisaged in RPPI. Against that, user will enter the % achieved as

targeted.

Note: for example as shown below, 45% of the activity is envisaged to be completed in this particular year. If the user has

completed the entire work (i.e. 45% of the total activity has been successfully completed, he/she will enter 100% as % achieved as

targeted).


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Updating

Output

Monitorab

le Targets

Click on Output Monitorable Targets Tab.

Click on Update Progress Link.

Optionally, user can enter the Percent Complete and Completion Date here.

Updating

Output

Monitorab

le Targets

User will enter the “Actual Output Achieved” and click on Submit button.

1. Click here

2. Click here

Enter Actual Output Achieved


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Updating

Activity

Details

Click on Yes on the next page.

Updating

Activity

Details

User will come back to the previous screen. Again click on Submit, and then on Yes,

1. Click here


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Saving

Workplan User will come back to the Objective and Activity Details SubTab.

Note: Similarly, each user will update all the activities and output monitorable targets for which he/she is responsible using his login

credentials.

Finally, the PI will save the workplan. Choose “Update Current Working Version” as shown and click on “Go”.

2. Click here


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Saving

Workplan On the next page, click on “Save Workplan” button.

On the next page, click on “Finally Save Workplan” Button.


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Saving

Workplan With this the workplan is successfully saved.


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6.3 RPPIII Checklist

RPPIII

Checklist Click on Project Details


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RPPIII

Checklist To open the document, user will select the RPPIII Document and click on Go To Button; then select Authoring Workbench and

click on OK.


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RPPIII

Checklist User will open the document and click on Ratings/Checklists Tab

Similar to RPPI Checklist and PME Cell Appraisal, user will select the “RPPIII Checklist” option.


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RPPIII

Checklist Fill all the details of RPPIII Checklist and click on OK.


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Final

Project

Evaluation

by PI

Similar to RPPIII Checklist (as shown above), select “Final Project Evaluation by PI” option as shown below:


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Final

Project

Evaluation

by PI

Fill in all the details


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Team

Rating by

PI

Click on Team Rating Tab.

In Team Information, choose the option “Team Rating by PI – RPPIII” option.

Note: The process is same as filling “Individual Contribution by Team Members” and “Team Rating by PI – RPPII”,


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1. Click here

2. Choose this option.

3. Click here


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Team

Rating by

PI

In Sr. No. field, select the first value i.e.1.

A not will pop up. Click on OK.

Press Tab button twice, or press “Ctrl+L”. A new form will open up.

Fill in all the details. You need not fill the total score (out of 10) as it will be calculated automatically.


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With this the RPPIII preparation is complete.


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RPPIII

Team

Member

Concurren

ce

The process to take RPPIII Team Member Concurrence is similar to that for SR, RPPI and RPPII.


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6.4 RPPIII Approval (Including Ratings)

RPPIII

Approval The RPPIII Approval process is same as that of Status Report and RPPI.

RPPIII

Approval The PI will open the RPPIII Document and go on Project Team Info/Doc Approval Tab.

User will click on Forward button. With this the approval process is initiated.

Click here


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RPPIII

Approval

– HoD

Login

HoD will login into the application and open the notification.

User will check the notification details. Optionally he can check other details by clicking on “View Project Form”. The document

will get opened.

User will approve the document and it will get forwarded to the next approver.


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RPPIII

Approval

– PME

Incharge

Login

PME Incharge will login into the application and open the notification.


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User will check the notification details. User will click on “View Project Form” to capture “Final Project Evaluation by Evaluation

Committee”. The document will get opened.

Click here to provide final project evaluation

by Evaluation Committee


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RPPIII

Approval

– PME

Login

Rating

PME Incharge will go to Project Team Info/Doc Approval Tab and click on Stop button so that the approval process gets

temporarily halted and final project evaluation by evaluation committee can be captured.


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User will go to Ratings/Checklists Tab and select “Final Project Evaluation by Evaluation Committee” option.

1. Click here

2. Open List of Values

3. Choose option

4. Click on OK


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User will capture the evaluation done by the evaluation committee. Along with this, user will also capture whether or not RPPIV for

this document will be created; and if yes, then by what date.

Relevant to

RPPIV


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User will go to Project Item Tab to capture the Observations of PME Cell based on Evaluation of Research Project after

Completion.


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User will then reinitiate the approval process by going to Project Item Detail/Doc Approval Tab and forwarding the document to the

next approver.

RPPII

Approval

– Director

/JD (R)

Login

Director/JD (R) will login into the application.



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To give rating and comments, user will click on “View Project Form” link and the document will get opened.

Director/

JD (R)

Rating

User will temporarily halt the approval process by going to Project Team Info/Doc Approval Tab and clicking on Stop button.

Next, user will go to Ratings/Checklists Tab and select the “Project Rating by Director” option.


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Director/

JD (R)

Rating

User will capture his/her rating and comments.

User will go to Project Team Info/Doc Approval Tab and click on Forward button. As in this case, the Director/ JD (R) is the last

approving authority, RPPII will get approved.


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RPPIII

Approved With this the RPPIII gets approved and the status becomes “Document Approved”.

Document Approved


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6.5 RPPIII related reports

Run/View




ICAR RPP-III Report Institute Name

RPPIII Number

Adobe pdf It provides the RPPIII report

output

ICAR RPP-III Checklist Report Institute Name

RPPIII Number

Adobe pdf It provides the RPPIII Checklist

Report output

ICAR RPPIII Checklist

Summary Report

Institute Name

Division Name

From Date

To Date

Microsoft Excel It provides the RPPIII Checklist

details for a list of projects for a

particular institute (or division)

for a particular period (signified

by the start date and end date

ICAR Final Project Evaluation

Report by PI

Institute Name

RPPIII Number

Adobe pdf It provides the Final Project

Evaluation Report by PI output

ICAR Final Project Evaluation

Report By Evaluation Committee

Institute Name

RPPIII Number

Adobe pdf It provides the Final Project

Evaluation Report by Evaluation

Committee output

ICAR Project Publication Detail

Report

Institute Name

Division Name

Report Type

From Date

To Date

Microsoft Excel It provides the output/cumulative

output for a range of documents

(RPPII/RPPIII) created in a

particular period.

ICAR Project Status Report for

IRC

Institute Name Microsoft Excel It provides the Project Status for

IRC. This report is relevant for


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Division

From Date

To Date

the PME Cell.

ICAR Project Funding Report Institute Name

Division

From Date

To Date

Microsoft Excel This report provides details of the

project funding.

ICAR Project Rating Report Institute Name

Division

Document Type

Document Number

From Date

To Date

Microsoft Excel It Provides Rating given to a

range of projects undertaken in a

particular period by HoD,

Director etc.

It is valid for both RPPII and

RPPIII document types.


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7 RPPIV

Process Map


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7.1 RPPIV Creation and Completion

Process

Overview

Descriptio

n

As per the latest guidelines, for certain projects another document (RPP-IV) will also be created to capture the upscale of research

outcome to the end user.



RPPIV

Creation User will create a new RPPIV Document from the related RPPI Document. The process is similar to creating RPPI from Status

Report; or RPPII/RPPIII from RPPI



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RPPIV


New Document


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RPPIV

Creation Select the “Copy from Existing Document” option so that the relevant information is copied from RPPI Document. Click on Next.

Choose this option


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RPPIV



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RPPIV

Creation In the next screen, select type as RPPIV. Then click on finish.

With this the RPPIV document with a unique RPPIV number is successfully created.

1. Choose RPPIV Document

2. Click here


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RPPIV

Completio

n

All the relevant information is copied from RPPI to RPPIV Document.


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RPPIV

Project

Items

Click on Project Items Tab. Enter Project Section details (similar to RPPIII, RPPII, RPPI and Status Report)



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RPPIV

Project

Items

Click on “RPPIV” and click on Next Button.

1. Click here 2. Choose RPPIV

3. Click on Next


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RPPIV

Project

Items

The RPPIV sections will get copied into the document. Click on each item and enter the relevant text.

1. Choose Section

2. Capture Information


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RPPIV

Completio

n –

Capturing

Efforts

Made

Click on Efforts Made (RPPIV) Tab.

Enter serial number, expected end users, details of research output etc. as shown below:

1. Enter Sr. No. 2. Choose End User

from a List of Values

3. Enter Details of

Research Output

4. Enter Efforts Made


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5. Click here

6. Enter Outcomes


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RPPIV

Team

Member

Concurren

ce

The process of RPPIV Team Member Concurrence is similar to all other documents.

RPPIV

Approval The process of RPPIV Approval is similar to all other documents.

7.2 RPPIV related reports

Run/View




ICAR RPP-IV Report Institute Name

RPPIV Number

Adobe pdf It provides the RPPIV report

output


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8 RPPI Amendment

Process Map

Process

Overview

Descriptio

n

Once the RPPI Document is approved, user can make no modifications in it. To modify end date, project items, objective,

activities etc. user has to create a new RPPI Amendment document.

This document will again go to the appropriate channels for approval.



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RPPI

Amendme

nt

Creation

User will create a new RPPI Amendment Document from the related RPPI Document. The process is similar to creating other

documents.



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RPPI

Amendme

nt

Creation

Click on “New Document” Button.


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RPPI

Amendme

nt

Creation

Select the “copy from existing document” option so that the relevant information is copied from RPPI Document. Click on

Next.


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RPPI

Amendme

nt

Creation

In the next screen, select the document type and RPPI Number as shown below. Then click on Next.


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RPPI

Amendme

nt

Creation

In the next screen, select type as RPPI Amendment. Then click on finish.

With this the RPPI Amendment document with a unique RPPI Amendment number is successfully created.

Choose RPPI

Amendment here


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RPPI

Amendme

nt

Completio

n

All the relevant information is copied from RPPI to RPPIV Document.


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RPPI

update For example, the user wants to update the key words. User will go to the Project Items Tab and update the key words text.

User will make the

required modifications


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RPPI

Amendme

nt

Approval

RPPI Approval process is same as that for other documents.


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9 Project Abeyance/Termination

Process

Overview

Description

A Project can be terminated or put into abeyance only by the PME Cell. If a project is put into Abeyance, it is temporarily closed.

No financial transactions can occur against the project till it is in abeyance. Further, no workplan activities can be updated.

Hence, to complete ongoing/pending financial transactions, if any, the PME would have access to take the Project out of abeyance.

If a project is terminated, it is closed forever and can never be opened again.



Project

Abeyance Click on “Change Document Status” Button.


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Click on Change Document

Status Button (only PME Cell

Incharge will have access to it)


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Project

Abeyance A new window will open. Select “Change Contract Status” and click on OK.

1. Choose this option

2. Click on OK


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Project

Abeyance User will enter New Status (Abeyance or Termination) and the reason for status change.

Optionally, user can enter Date of Abeyance and Comments.

1. Choose new

status as Abeyance

2. Choose reason

3. Provide Date &

Comments


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Click on OK Button.

Project

Abeyance The Status is changed to “Abeyance”.


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Note: The process to take a project out of abeyance and to terminate a project is exactly similar.

Note: Once a project is in abeyance, user cannot update the workplan or make financial transactions against it.

Project out

of

Abeyance

Click on “Change Document Status” Button.


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Click on Change Document

Status Button (only PME Cell

Incharge will have access to it)


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Project out

of

Abeyance

A new window will open. Select “Change Contract Status” and click on OK.


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Project out

of

Abeyance

User will enter New Status (Abeyance or Termination) and the reason for status change.

Optionally, user can enter Date of Abeyance and Comments.

1. Choose new

status

2. Choose reason

3. Provide Date &

Comments


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Click on OK Button.

Project out

of

Abeyance

The Status is changed back to “Document Approved”.


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10 Inter-Institutional Project

Process Map


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Process

Overview

Descriptio

n

Even if a Project is Inter-Institutional, the process of documentation and evaluation remains the same.

However, there is a difference in budget creation.

Assume that a project has been undertaken in 1 Lead Institute and ‘n’ Collaborating Institutes. In this case, n+2 budgets will be

created:

One expenditure budget in every collaborating institute in which the budget allotted to that particular institute is captured.

One expenditure budget in the lead institute in which the budget allotted to the lead institute is captured.

One comprehensive proposal budget in the lead institute in which the entire Project Budget is captured.

For example, let us say that a project has IASRI as the lead institute and IARI as the collaborating institute. The total project budget

is Rs. 10 crore out of which IARI has been allotted Rs. 4 crore and IASRI Rs. 6 crore.

PI will create an expenditure budget in IASRI for Rs. 6 crore

PI will create an expenditure budget in IARI for Rs. 4 crore

PI will create a comprehensive proposal budget in IASRI for Rs. 10 crore

Note: Financial Transactions are done only against expenditure budget. The comprehensive proposal budget is only for reference.




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Multiple

Institute

Project

Click on “Enter Budget” option.


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Multiple

Institute

Project

First the PI will enter Comprehensive Proposal Budget.

Select the Project Number. In Budget Type field, select “Comprehensive Proposal Budget”.

1. Choose Comprehensive

Proposal Budget

2. Click on DFF


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Enter

Comprehe

nsive

Proposal

Budget

Click on the DFF Field. A new window will open

Enter fund type, scheme name and division. As this is an externally funded project, user will enter funding agency name and country as

well.

After entering all the desired information, click on OK button.


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Enter

Comprehe

nsive

Proposal

Budget

Click on “Details” Button. A new form will open.

Enter

Comprehe

nsive

Select Major Expenditure Head (e.g. Grants – Capital) and click on “Budget Lines” Button. A new form will open. A note will open.

Click on OK.

1. Choose the Major

Expenditure Head

2. Click here


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Proposal

Budget Note: The Budget that you enter for a particular month is valid for that entire financial year. For example, if you enter the budget for June

2013, it will be valid for the period April 2013 to March 2014.

User will enter Minor Expenditure Head and Amount Type as shown and enter budget for all years.

1. Choose minor

expenditure head 1. Choose Raw Cost 3. Enter amounts for

the year


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Similarly enter budget for all other major and minor expenditure heads. Save your work.

Click on Submit Button.

Click here


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Click on Baseline Button. With this the budget gets saved.

Note: After clicking on Baseline button, the budget becomes available for financial transactions.

Click here to

Baseline Budget


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Enter

Expenditu

re Budget

for Lead

Institute

Enter Expenditure Budget for Lead Institute (refer to process 4.4)

Enter

Expenditu

re Budget

for

Collaborat

ing

Institute

Note: For collaborating institute, a separate project with a unique project number is created in that institute. In this project, you can only

enter budget for that particular project i.e. you cannot enter workplan details, just expenditure budget for the collaborating institute.

Note: The Project Code for this Project will be the PME Code prefixed by the three digit institute code (same code used to represent

institute in document numbering) to mark a distinction with the lead institute project. So if the PME Code is

AGEDIASRICIL201332115347 for a project number 1000111 running in IASRI with IARI as the collaborating institute, for IARI the

budget created will be in project number 1000112 and project code 156-AGEDIASRICIL201332115347 as 156 is the institute code for

IARI.


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Enter Expenditure Budget for collaborating institute (refer to process 4.4)


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11 Find/Open a Document

Find/Open

a

Document

In Recent Documents, only the ten documents which the user has most recently accessed are displayed as shown below:

To find a document (which may not be displayed in the list of recent documents), click on Find Button.

Click on Torch (It is

the Find Icon)


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Find a

Document As shown below, enter the Document Number and click on Find

1. Choose Institute

2. Enter Document

Number

3. Click on Find


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Find a

Document Click on Go To Button and select Authoring Workbench Option. With this the Document is opened successfully.

1. Click here

2. Choose this option

3. Click on OK


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12 Run/View a Report

Run/View

a Report From the toolbar menu at the top, select View Requests


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Run a

Report Click on "Submit a new Request" to run a report (or “Find” to view a report).

Select "Single Request” and click "OK"

Click here to run a report Click here to view a

report


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Run a

Report Enter Report Name

Enter Parameters and click on OK.


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1. Enter Report Name


Institute Name


Status Report


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Run a

Report Click on Submit Button.

A note will come. Click on No.


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View a

Report Click on "Find" Button to view a report

Click here to view a

report


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View a

Report User will choose the report and click on “View Output” Button.

Click on View Output


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13 Reports

Reports Output for the following reports can be obtained from the system:

Report Name Report Description

ICAR Status Report It provides the Status Report output.

ICAR RPP-I Report It provides the RPPI output.

ICAR RPP-I Checklist Report It provides the RPPI Checklist Report output

ICAR RPP-I Checklist Summary Report It provides the RPPI Checklist details for a list of projects for a particular institute (or

division) for a particular period (signified by the start date and end date)

ICAR PME Cell Appraisal Report It provides the PME Cell Appraisal Report output

ICAR Proposal vs. Expenditure Budget Report It provides the comprehensive proposal budget (if applicable) and expenditure budget details

for a particular project

ICAR RPP-II Report It provides the RPPII report output.

ICAR Project Rating Report It Provides Rating given to a range of projects undertaken in a particular period by HoD,

Director etc.

It is valid for both RPPII and RPPIII document types.

ICAR RPP-III Report It provides the RPPIII report output

ICAR RPP-III Checklist Report It provides the RPPIII Checklist Report output

ICAR RPP-III Checklist Summary Report It provides the RPPIII Checklist details for a list of projects for a particular institute (or

division) for a particular period (signified by the start date and end date

ICAR Statement of Expenditure Report It provides the Statement of Expenditure for a particular project.

You can optionally give the period for which the expenditure report is required.

ICAR Final Project Evaluation Report by PI It provides the Final Project Evaluation Report by PI output

ICAR Final Project Evaluation Report by It provides the Final Project Evaluation Report by Evaluation Committee output


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Evaluation Committee

ICAR Project Publication Detail Report It provides the output/cumulative output for a range of documents (RPPII/RPPIII) created in

a particular period.

ICAR Project Status Report for IRC It provides the Project Status for IRC. This report is relevant for the PME Cell.

ICAR Project Funding Report This report provides details of the project funding.

ICAR RPP-IV Report It provides the RPPIV report output


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14 Creation of Project Receipts

Reports 1. Create Receipt in system (follow normal steps)


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2. Additionally, to enter Project related information, click on DFF as shown below:


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3. New window will open. Click on LOV button and select “Project Receipt”.


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4. Select the correct project number (search via project number/PIMS Code/Project Title)


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5. Continue with the normal process – enter received from, nature of receipt etc.


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6. Continue with the normal process – click on distribution button and enter fund type, scheme etc.


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7. Continue with the normal process – save the receipt.


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15 Enter Budget for Externally Funded Project

Reports 1. Login into the ERP Application and click on the Projects folder

2. Click on “Enter Budget” link. The following window will open up.


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3. In the “Project Number” field: a. either enter your 7 digit system generated project number or

b. click on the dropdown (LOV) button.

i. A new window will open up

ii. In the find field, enter “%” symbol and click on Find button.

iii. Enter your project number or your PIMS/PME Code between “%” symbols and click on find button. E.g. if the PIMS code is IXX00125, enter

%IXX00125% and click on find button.


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4. The next field to be filled is Budget Type. If you are entering budget in which you will enter funds available for your institute to carry out the project,

select “Expenditure Budget” and click on OK.


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5. A new window will open up. Here let us enter the following values:

a. Fund Type: Enter the fund type of your project. For Example, institute funded project come under Plan. Externally Funded Projects come under Deposit

Schemes. If the Funding Agency for the externally funded project is Domestic, select Deposit Schemes – Domestic. If the Funding Agency for the

externally funded project is Foreign, select Deposit Schemes – Foreign. In this example, let us assume project is funded from domestic funding agency

(DBT).

b. Scheme Code: Select the name of the scheme under which your project is running.


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c. Division Name: Select the name of the division under which this project is running.

d. Funding Agency Name: Enter the name of the funding agency (mandatory and only for externally funded projects).

e. Funding Agency Country: Enter the country of the funding agency (mandatory and only for externally funded projects).

f. Click on OK.

6. Now user needs to allocate budget in the project. To accomplish this, click on “Details” button. A new window will open.


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7. Here user can see the 3 major expenditure heads. There are separate minor heads under each major head. Process to enter budget in any minor head will

remain the same. In this example, let us allocate under equipments. Equipments will come under Grants – Capital. So select Grants – Capital from the

window above and click on Budget Lines Button. A note will appear which says:

“Please note that Budget Amount that you enter for a particular month would be Applicable for that financial year.”


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Click on OK. A new window will open.


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8. Here we will enter the following information:

a. Minor Expenditure Head: Click on the drop-down button and you can see the minor heads under that particular major head (in this example, Grants –

Capital).


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Select the appropriate minor head and click on OK.

b. Amount Type: Click on the dropdown button. Value “Raw Cost” will come automatically.


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In the next 4 columns, user can see four months. Remember the note which says “Please note that Budget Amount that you enter for a particular month

would be Applicable for that financial year.” Therefore:

i. User may enter the budget in any month; he will be able to use that amount for the entire financial year. For example, if user enters amount in November

2012, he/she will be able to use that budget for April 2012-March 2013.

ii. All the reports related to Projects MIS give financial year wise fund availability and not month wise fund availability (even though amount is entered


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month wise).

iii. To enter budget in some other month, user can navigate using the arrow buttons on the window.

c. Saving the row: As soon as you save your work, two more lines will be generated with amount type “Currency” and “NA”.

These rows are generated automatically by the system and are used for integration with other areas. User needs to enter only the “raw cost”. Note: Do not

enter the same “minor expenditure head” twice. A minor head can be entered only once on a budget; to enter values for multiple years use the arrow


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buttons to navigate. Note: The Equipment Listing (details of item wise equipment name, quantity and amount) will be entered on a separate form. On

budget, enter only the total equipment budget.

d. In a similar fashion, enter budget for other minor heads.

e. Close windows and reach the first window which is shown below:


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f. Submit and Baseline: All the information that user enters will get saved in the draft status only. To change the status from draft to final, click on the

“submit” button once. The name of button will change to “baseline”. Then click on “baseline” button. And the status is changed to final.

Note: Until user submits and baselines the budget, he/she will not be able to create an indent against that project budget.