USER MANUAL For SYSTEMATICALLY MAINTAINING RECORDS OF PLAN FUND RELEASE INFORMATION

Transcription

1 PLAN FUND RELEASE INFORMATION SYSTEM USER MANUAL For SYSTEMATICALLY MAINTAINING RECORDS OF PLAN FUND RELEASE INFORMATION Designed, Developed by National Informatics Centre West Bengal Unit Department of Information Technology Ministry of Communications and Information Technology Government of India

2 User Manual For PLAN FUND RELEASE INFORMATION SYSTEM VERSION 1.0 To be used by all Departments under Government of West Bengal No part of this document shall be reproduced without prior permission of the State Informatics Officer, National Informatics Centre, West Bengal Page 2 of 30

3 TABLE OF CONTENTS Chapter No. Topics Page No Chapter 1 Introduction 1.1 Overview Salient Features 5 Chapter 2 Hardware And Software Specification 6 Chapter 3 Getting Started 3.1 How to open the software How to Login into the Software How to Logout from the Software How to Change password How to Update Profile 14 Chapter 4 Entry of Transaction Data 4.1 Release Entry Admin Permission 18 Chapter 5 MIS 5.1 Plan Fund Release Information Department wise Release Information Updated Release Status Month wise Release 23 Chapter 6 Troubleshooting Tips 24 Page 3 of 30

4 1 INTRODUCTION 1.1 OVERVIEW The present system is a web-based application to capture data relating to departmental release from Plan Funds. The related software has been made available at Finance Department website All the departments of West Bengal State Government can access the application over net to enter data relating with plan fund release on regular basis. This in turn will enable the Government to have the updated fund status for better monitoring. For ease of Accounting, 17/19-digit codes are used for all Expenditure Heads. These heads comprises Major Head, Sub-Major Head, Minor Head, Scheme Head,Object Head. Moreover, each and every scheme in the Expenditure side is associated with standard codes of Service Category, Sector, Heads of Development, Earmark, Plan Types, Voted/Charged Type, Detail Head and Sub-Detail Head. Since , the State Budget has been prepared in One-Demand-One-Department format in which the provisions for each department (as defined under the Rules of Business) have been kept under a Specific Demand. Budget provisions are made in specific head-of-accounts among the following Departments: 1. Agricultural Marketing 2. Agriculture 3. Animal Resources Development 4. Backward Classes Welfare 5. Bio-Technology 6. Chief Minister Secretariat 7. Chief Minister"s Office Page 4 of 30

5 8. Civil Defence 9. Co-Operation 10. Commerce & Industries 11. Consumer Affairs 12. Council of Ministers 13. Development & Planning 14. Disaster Management 15. Environment 16. Excise 17. Finance (Audit) 18. Finance (Revenue) 19. Finance(IF) 20. Fire & Emergency Services 21. Fisheries 22. Food & Supplies 23. Food Processing Ind. and Horticulture 24. Forests 25. Governor Secretariat 26. Health & Family Welfare 27. Higher Education 28. Hill Affairs 29. Home (C& E) 30. Home (Civil Defence) 31. Home (Commonwealth Relations) 32. Home (Defence) 33. Home (Foreighners& NRI) 34. Home (Police) 35. Home (Political) 36. Home (Press) 37. Home (Special) Page 5 of 30

6 38. Housing 39. Industrial Reconstruction 40. Information & Cultural Affairs 41. Information Technology 42. Irrigation & Waterways 43. Jails 44. Judicial 45. Labour 46. Land & Land Reforms 47. Law 48. Legislative Assembly Secretariat 49. Mass Education Extn. & Library Services 50. Micro & Small Scale Ent. and Textiles 51. Minority Affairs & Madrasah Education 52. Municipal Affairs 53. Panchayats & Rural Development 54. Parliamentary Affairs 55. Paschimanchal Unnayan Affairs 56. Personnel & Administrative Reforms 57. Power & Non-Conventional Energy Sources 58. Public Enterprises 59. Public Health Engineering 60. Public Works 61. Public Works (Roads) 62. Refugee Relief & Rehabilitation 63. School Education 64. Science & Technology 65. Self-Help Group & Self-Employment 66. Sports 67. Sunderban Affairs Page 6 of 30

7 68. Technical Education & Training 69. Tourism 70. Transport 71. Urban Development 72. Water Resources Investigation & Dev. 73. Women & Child Dev and Social Welfare 74. Youth Services The proposed system will focus on the release of funds pertaining to Schemes under Plan Heads only. There are 4 types of Schems which fall under Plan Heads. These are:- 1. CN Central Sector (New Schemes) 2. CS Centrally Sponsored (New Schemes) 3. SP State Plan (Annual Plan & Eleventh Plan) 4. SS State Plan (Supplement Plan) The prsent system will work in the following manner:- 1. The web-enabled application software Plan Release Monitoring System is made available at 2. The application can be accessed by authorized users only. It will be a Role-based system with definite work area for each & every authorized user. 3. Finance Department will communicate login tokens (user id & password) to the Departmental Heads. 4. On 1 st of April every year, data related with State Budget Allocations will be made available at which will act as the Master database towards release of fund. Page 7 of 30

8 5. Any Department intending to Release budgetary allocations under Plan Heads will login to access the web-enabled application software Plan Release Monitoring System. 6. For the first instance of accessing the software, the system will prompt to change the password. It will also prompt to fill in requisite information of the Departmental Nodal Officer relating with Plan Fund Release. 7. After logging in, the user will be able to Release Fund, Generate related Reports. 8. Releasing of Fund involves 2 steps: Save & Submit. This will enable the user to rethink or edit the entered information. 9. If it is realized that there is need to correct data already submitted, the concerned Department can seek permission from the Administrator (Finance Department) in this regard using the relevant menu item in the application software. 10. MIS modules are made available both at the Department level as well as at the Super User end (Finance Department). Page 8 of 30

9 1.2. SALIENT FEATURES Basic Feature Recording Query Report Security Flexibility System provides a interactive interface to retrieve information by a flexible way It maintains all the Information of Plan Fund Release, Finance Department, and Govt. Of West Bengal and eliminates the repeated entry of information. System Generates Reports in Pre-Defined formats Department Wise Budget Estimate Information Release Information Highly powerful file searching capability Tracking of Transaction Information through user defined parameters Transaction Information Department Wise Transaction of Budget and Release Information Report available in PDF Format Accessible to authorized users only Highly secured database Highly flexible in defining Plan Fund Release Information System, W.B. Government Department, Finance Group Jurisdiction. User Friendliness Speed Intra- & Inter-Module easy navigation & user-friendly design Amazing computing speed to reduce computing time to a great extent Page 9 of 30

10 2 HARDWARE & SOFTWARE SPECIFICATION application. Provided below are the proposed Hardware & Software for accessing the 1. PC with moderate configuration 2. Internet Browser 3. Internet Connectivity Page 10 of 30

11 3 GETTING STARTED 3.1 HOW TO OPEN THE SOFTWARE 1. Open Browser. 2. Type at the address bar and press ENTER and the home page of Finance Department website will appear as shown below. Page 11 of 30

12 3. Now Click on the label called Plan Fund Release Information System. Click Here Page 12 of 30

13 4. After Clicking the Plan Fund Release Information System label, it will invoke the login screen of related application as shown below. Page 13 of 30

14 3.2 HOW TO LOG IN INTO THE SOFTWARE Enter valid USERNAME and PASSWORD and click on Login button. Click Here To Login Authentication of User Name and Password During authentication, username and password entered are verified to ensure authenticity of a user. Page 14 of 30

15 After successful Login the user is redirected to Home Page as shown below. At the top you can see a menu, which consists of Home, Release Entry, M.I.S., Housing Keeping and Logout. Page 15 of 30

16 3.3 HOW TO LOG OUT FROM THE SOFTWARE Click on LOGOUT at top right corner of the menu as shown below: Click Here To Logout Page 16 of 30

17 3.4 HOW TO CHANGE PASSWORD Click on CHANGE PASSWORD link under House Keeping menu to change Password. Click Here To Change Password Page 17 of 30

18 3.5 HOW TO UPDATE PROFILE Click on UPDATE PROFILE link under House Keeping menu to update the profile of a particular member. Click here to Update a Profile Page 18 of 30

19 4 ENTRY OF TRANSACTION DATA Click on Release Entry menu. Release Entry Menu consists of Release Entry and Admin Permission. Click here to Open Release Entry Menu Page 19 of 30

20 4.1 ENTRY OF RELEASE ENTRY Click on the Release Entry link under Release Entry menu and a page will appear where you can enter Release Amount. To enter new records firstly select the financial year and department from the dropdown. Then for that particular year and department enter the required Head of Account. Then enter the details Information Like File no., Description, U.O./Authority No., U.O./Authority Date, Sanction No., Sanction Date and Release Amount and lastly click on save button to enter the new transaction Record with pending Release status. The stored record will be displayed below. Click Here To SAVE the Release Amount Page 20 of 30

21 Now, after submit this transaction the Record whose release is pending will be viewed in the Pending List in the Grid view above the Head of Account. Click Here To Edit, Delete, and Submit the Record for Release This Grid view consists 3 Link button named Edit, delete and Submit. To Edit Release Details click on Edit link button in the Grid view to save the changes. To Delete Release Details click on Delete link button of the selected Release Details. Now, click on the submit button in the Grid view to finally release the amount. After submitting this the grid view will be disappear which shows that no release is pending at that moment. Page 21 of 30

22 4.2 ADMIN PERMISSION Click on the Admn permission link under Release Entry menu and a page will appear through which the permission will granted for Re-Submission of Data.A normal user can resubmit a data which is already released through Apply link button in the Grid view and after applying by the user this record is available to the admin end again.now Admin Can Send this data in the pending status after clicking the Allow link button in the Grid View so that it can be edited as required. Click here to Re-Submit the data Page 22 of 30

23 5 MIS Click on M.I.S. menu. MIS Menu consists of H/Account wise Release, Department wise Release, Updated Release Status and Month wise Release and Admin Permission. You can get all the MIS Report in the PDF Format by Clicking the Export to PDF Button. Click Here to Open MIS Menu Page 23 of 30

24 5.1 Head of Account wise Release Click on the H/Account wise Release link under MIS menu and a page will appear where you can see all the plan fund release information for a specific financial year. Records are observed for all as well as for a specific department and head of account. Click Here To Generate PDF Report Page 24 of 30

25 5.2 Department wise Release Click on the Department wise Release link under MIS menu and a page will appear where you can see all the Department wise release information for a specific financial year. Records are observed for all as well as for a specific plan status and for a particular period. Click Here To Generate PDF Report Page 25 of 30

26 5.3 Updated Release status Click on the Updated Release status link under MIS menu and a page will appear where you can see all the information of updated release status for a specific financial year. Records are observed for all as well as for a specific plan status. Click Here To Generate PDF Report Page 26 of 30

27 5.4 Month wise Release Click on the Month wise Release link under MIS menu and a page will appear where you can see all the information of month wise release for a specific financial year. Records are observed for all as well as for a specific department and plan status. Click Here To Generate PDF Report Page 27 of 30

28 6 TROUBLESHOOTING TIPS 1. Issue: I cannot login. Error message shows: "USER ID/PASSWORD DOES NOT MATCH. Answer: Error message indicates that an incorrect Logon ID and/or Passwords were entered. Please verify that the correct Logon ID and password were entered. The password is case sensitive. 2. Issue: USER ID/PASSWORD DOES NOT MATCH message is displayed sometime. Answer: Please ensure that Caps Lock is not on. The password is case sensitive. 3. Issue: Maximum login attempts Exceeded message is displayed sometime. Answer: Error message indicates that user enter the wrong password 3 times. So, to login again user has to re-open the login page. 4. Issue: After Clicking the Print Icon, the printing of the document cannot be started. Answer: Please ensure that the Printer device is correctly connected. 5. Issue: While taking the printout of the PDF Document, the format of the document is distorted. Answer: Please follow the following Steps: -- Click on Start and then Click on Control Panel. Page 28 of 30

29 Click Here Click Here Click on Printers and Faxes. Page 29 of 30

30 Select This On Clicking, Below page is displayed. Page 30 of 30

31 Please Right Click on the icon Preferences..A menu is displayed. Click on Printing Select This On Clicking, Below page is displayed. Page 31 of 30

32 Please Select the A4 Page Size from the Standard Dropdown list. Select This Page 32 of 30

33 Please Click Ok. Click Here Please Then Click Print Icon of the Document. Print Out with Proper format can now be generated. Page 33 of 30

34 For any othter related information, please contact with Sh. A. R. Chakarborty, IAS Joint Secretary Finance Department Government of West Bengal Phone No , Designed, Developed by National Informatics Centre West Bengal Unit Department of Information Technology Ministry of Communications and Information Technology Government of India Page 34 of 30

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