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e-INITIATIVES IN TREASURIES DEPARTMENT

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1 e-INITIATIVES IN TREASURIES DEPARTMENT
GOVERNMENT OF TAMIL NADU DEPARTMENT OF TREASURIES AND ACCOUNTS PRESENTATION ON e-INITIATIVES IN TREASURIES DEPARTMENT CTA

2 BIRD’S EYE VIEW OF TREASURIES in TAMIL NADU
Treasuries and Accounts Department is called the custodian of Government money since it is an agency through which all the Government transactions are being carried out. Ø Originally, all the Treasuries were functioning under the control of Revenue Department Ø In 1954, The Pay and Accounts Office was formed in Chennai, then Madras City, combining the work of treasury functions and audit functions, under the administrative control of Finance Department. Ø In 1962, The Department of Treasuries and Accounts was formed. All the District Treasuries (12 Districts excluding Chennai at that time), Sub-treasuries under the control of District Treasuries and Pay and Accounts Office, Chennai were brought under the control of Treasuries and Accounts Department with overall administrative control of Finance Department. Ø Now, the Department comprises of :- Ü Commissionerate Ü 3 offices of Regional Joint Directors Ü 9 Pay and Accounts Offices Ü 30 District Treasuries Ü 203 Sub Treasuries Ü Pension Pay Office, Chennai Ü Office of Assistant Superintendent of Stamps, Chennai.

3 MAIN TREASURY FUNCTIONS
RECEIPT OF GOVERNMENT MONEY PAYMENTS ON BEHALF OF GOVERNMENT PENSION PAYMENTS SALE OF STAMPS THROUGH VENDORS COMPILATION OF GOVERNMENT ACCOUNTS (DISTRICTWISE) SAFE CUSTODY OF VALUABLES MAINTENANCE OF A/Cs FOR LOCAL FUND / PERSONAL DEPOSITS etc,.

4 e-GOVERNANCE AND COMPUTERISATION
¤ In compliance with the Hon’ble Chief Minister’s directives in the Government Letter No. 4261/SPC/IPT/ dated to introduce e-governance in selected departments including treasury, hence the process was started to implement e-Governance in this department through Tamil Nadu Treasuries and Accounts Information System (TNTAIS). ¤ e-Governance is process reengineering and process automation and is citizen oriented. ¤ e-governance is closely connected with computerisation process. ¤ How this process has taken place and taking shape in this department is detailed below.

5 PIONEERING INITIAL SYSTEM OF DATA CENTRE, CHENNAI (70’S & 80’S)
EVOLUTION OF COMPUTERISATION IN THE DEPARTMENT OF TREASURIES AND ACCOUNTS, TAMIL NADU PIONEERING INITIAL SYSTEM OF DATA CENTRE, CHENNAI (70’S & 80’S) £ Treasuries and Accounts Department is one of the first departments to adopt computerized systems. £ The computing facilities at Government Data Centre, Chennai were used from early 1970s for preparing monthly accounts. The data received from all the treasuries were captured using punched cards and processed on IBM 1401 system. £ Though this exercise was not successful, this has however created an awareness on usage of computers for majority of the employees of the department and introduced systems amenable for computerization.

6 FIRST PHASE SECOND PHASE EVOLUTION OF COMPUTERISATION …..
Ø In pilot implementation in two Sub Treasuries viz., Nandanam and Tambaram in Thiruvallur District for the purpose of preparation of inputs of daily receipts and payments. Ø Subsequently, AT-286 Systems at Sub Treasuries and AT-386/486 systems with multiple terminals were provided for consolidation of Accounts at District Treasuries and Pay and Accounts Offices for compilation of monthly accounts. Ø The systems were developed in FoxBASE under Sco-Unix environment for implementation of accounts compilation. Ø Our software requirements are being met by National Informatic Centre, Government of India, Chennai from the inception. Ø On training front very few staff members have got exposure to the limited extent of preparation of Inputs which form a part of treasury accounting system. SECOND PHASE Ø Later the systems in District Treasuries and Pay & Account Offices were upgraded to Pentium-I. Ø The sub treasuries continued to work with the old systems.

7 Electronic Clearance System (ECS) :
EVOLUTION OF COMPUTERISATION ….. THIRD PHASE : (2003 and 2005) The old systems have been replaced by new ones in all the Pay and Accounts Offices,District Treasuries, and Sub Treasuries. However, the usage of computers is limited to the preparation of inputs and finalisation of accounts and monthly pension pilot scheme. Electronic Clearance System (ECS) : FIRST PHASE : Payment of salaries of all Government Employees through ECS in all Pay and Accounts Offices and District Treasuries …… Implemented SECOND PHASE: Payment of all Non Statutory Deductions through ECS in all Pay and Accounts Offices only …… Implemented Payment of Non Salary claims through ECS in all Pay and Accounts Offices only … Under Implementation

8 Introduction of ECS in all aspects in all the
EVOLUTION OF COMPUTERISATION ….. THIRD PHASE: Introduction of ECS in all aspects in all the Sub - Treasuries … Proposed to be implemented A pilot automated bill passing system (TNTAIS) including connectivity with Banks in Pay and Accounts Office (Secretariat), Chennai, District Treasury and Sub Treasuries of Theni District and the District Treasury, Karur, is to be launched shortly. E mail connectivity between District Treasuries, Pay and Accounts Offices with the Office of the Special Commissioner and Commissioner of Treasuries and Accounts and Office automation has been established The Software for all the above programmes have been developed by National Informatics Centre, Government of India, Chennai . An e – Office concept is proposed to be implemented in the Commissionerate where movement of files will be done electronically.

9 EVOLUTION OF COMPUTERISATION …..
SOME INHOUSE DEVELOPMENTS:- Ø The staff of EDP wing of the Commissionerate has developed a software for “ALL INDIA SERVICE OFFICERS’ GROUP INSURANCE SCHEME” covering all the IAS,IPS and IFS officers of Tamil Nadu Cadre. The software was got certified by the National Informatics Centre, Chennai and implemented successfully from This project has been developed in Visual Basic 6.0 as front end and Sql. Server as backend and crystal reports. Another staff of EDP wing of the Commissionerate has developed a software in Visual Basic 6.0 as front end and SQL Server as backend and crystal reports, for the implementation of “HEALTH FUND SCHEME FOR GOVERNMENT EMPLOYEES ” which has also been certified by the National Informatics Centre, Chennai. This is a huge project which covers nearly 6.5.lakhs employees, with an inflow and outflow put together amounting to Rs. 14 Crores annually. This package made the system very efficient, update and “online” from 2004. A new software for the “INSPECTION” of Treasuries has been developed by the one of the staff members of the Department. The platform is Windows VB6 as front end and MS-ACCESS as back end and crystal reports. This package has been successfully tested in the District Treasury, Theni. Ø A treasury staff in Theni District has developed a software package for “STRONG ROOM OPERATIONS” in Foxbase which is yet to be tested and implemented.

10 STUDIES MADE BY e-GOVERNANCE COMMITTEE MEMBERS
Ø The members of the Committee studied the steps taken by the Treasuries and Accounts department in computerising the Treasury Systems. Ø The report given by the sub committee members were thoroughly examined. The e-gov Committee members studied the best practices in Treasuries within and without Tamil Nadu as given below: Visited a District Treasury and a Sub Treasury within Tamil Nadu to study the present mode of operations. Visited Bangalore and studied the Khajane system implemented in Karnataka. Visited Mumbai and observed the new Koshwahini system implemented at PAO, Bandra and the earlier model in use at District Treasury, Thane. Ø The members had Video Conferencing sessions with NIC and Treasury Officers at Thiruvananthapuram and other locations. Ø The final report of the e-Governance committee with a draft proposal complete with its recommendations and costing has been submitted to Government on

11 PROCESS RE-ENGINEERING
An exercise done by the Sub Committee members comprising of retired officials of Treasuries and Accounts Department. Two sub committees were formed to study :- 1.simplification of work procedures 2.simplification of forms and registers 3.external applications relating to Drawing Officers etc., FORMS REGISTERS WORK PROCEDURES TOTAL Scrutinised 145 117 25 287 To be continued 83 64 -- 147 Modifications suggested 11 13 49 To be deleted 51 40 91 T O T A L Ø In respect of bill forms presented by DDOs they have recommended for reduction of 20 forms to 11 forms. However, the Department has attempted to reduce the bill form one single bill form. The sub committees expressed some reservations against using this code form and hence two forms were evolved, one for salary claims & another for non salary forms. Ø Based on the final recommendations of the e-Governance members and Government’s acceptance in full and part, the draft amendments to relevant codal provisions will be proposed.

12 Some of the best practices observed in other states;
Connectivity up to Sub Treasury level implemented at Karnataka and Madhya Pradesh. Web based system implemented at PAO, Mumbai with leased line connectivity between PAO and Sub PAO, Secretariat. Facility for implementing Ways and Means control at Karnataka using VSAT connectivity. Central database of transactions maintained at Bangalore and Mumbai. Exhaustive MIS query system using the central database available at Bangalore and Mumbai. Website of UP Treasuries (http://upgov.up.nic.in/uptreasuries) Payroll information site of Uttaranchal (http://gov.ua.nic.in/payroll) Interactive Voice Response System based query facility of Karnataka

13 STUDY RESULTS OF THE e-GOVERNANCE MEMBERS
The result of the various studies undertaken by the committee and future vision for the department on implementation of the recommendations are as follows; Work simplification Provision of infrastructure facilities like hardware, software, interconnectivity and networking, site preparation etc., Human resource developments like motivation, training etc., Creation of awareness among all concerned ØAdoption of best practices These are brought out in some of the simple flow charts.The flow charts are based on the objectives of e-governance identified by the department.

14 TNTAIS - TREASURY DISBURSEMENTS
PRESENT (MANUAL) PILOT (MANUAL & ELECTRONIC FLOWS) FUTURE VISION (ALL ELECTRONIC FLOWS) VARIOUS BILL FORMS DDO PUBLIC DDO PUBLIC TWO BILL FORMS DDO PUBLIC BUDGET CHECK BUDGET CHECK / TOKEN ISSUE THROUGH SYSTEM AUDIT TREASURY SERVER METAL / PAPER TOKEN SALARY / PENSION AUDIT AUDIT BUDGET CHECK, BILL PASSING & INPUT DATA BILL PASSING & INPUT DATA CAPTURING BILL PASSING N N APPROVAL APPROVAL N APPROVAL Y Y Y ECS CHEQUE / ECS CHEQUE/ ECS INPUT FINAL A/c FINAL A/c FINAL A/c CENTRAL SERVER CENTRAL SERVER AG AG / GOVT. GOVT. AG / GOVT.

15 TNTAIS - GOVERNMENT RECEIPTS
FUTURE VISION (ALL ELECTRONIC FLOWS) PRESENT (MANUAL) PILOT DEPARTMENTS PUBLIC DEPARTMENTS PUBLIC REMITTER CHALLAN CHALLAN / DD CHALLAN CHALLAN TREASURY FOR DATA CAPTURE PORTAL / CALL CENTRE TREASURY FOR DP CODE VERIFICATION WHEN CONSULTED TREASURY INITIAL DATA CAPTURED THROUGH SYSTEM CHALLAN DD/CASH CHALLAN DD/CASH BANK e S C R O L S C R O L CHALLAN WITH CASH / DD CHALLAN WITH CASH / DD eSCROLL e REMITTANCE/ GOVT.SWIPE CARD etc., ACCOUNT FLOW BANK BANK RECEIPT DETAILS CAPTURED IN SYSTEM AG/GOVT.

16 SECURITY FEATURES The Department plans to introduce the following security measures wherever necessary. 1. Digital signature and PKI (Public Key Infrastructure) 2. Daily created Secondary password suggested by NIC in the pilot TNTAIS 3. Biometric 4. Encrypted data transmission 5. Web securities-firewall 6. Mirroring and replication 7. Infrastructure security like disaster recovery centre located in a distance place Other security and legal aspects will also be considered

17 HUMAN RESOURCE DEVELOPMENT VIS-A-VIS E-GOVERNANCE
Ø Creating general awareness about the significance of e-Governance and computerization taking place in the department to the employees and all other related persons. Ø Formation of core team for modifying business rules and implementation of e-Governance. Ø Motivational promotions, rewards for qualified persons in the department who are engaged in implementation in e-Governance. TRAINING NEEDS Employees to be trained in the following by stages and also some selected employees in advanced levels. 1. Basic and introduction to computer. 2. Office tools i.e., MS-Office, Internet browsing and etc., 3. Treasury Input and Accounting System 4. Customised training e-Governance software of TNTAIS 5. Minimum hardware maintenance and prompt management of trouble shooting.

18 ADVANCED LEVEL 1. Interconnectivity and networking 2. Training for system applications 3. Training for system administration Ø Promotion policies and recruitment policies may be designed to make eligible for employees who are having computer exposure according to levels. TRAINING TO DDOs Ø DDOs will be given training by the Department in consultation with NIC in the following areas; Use of digital signature transmitting Web based bill forms etc., MASS INITIAL TRAINING TO THE TREASURY STAFF Apart from the training from the staff the NIC will be consultant to give course packages for imparting training to large gatherings. Departmental of Technical Education, Polytechnics and other Colleges will approach for use of the facilities during free time. ELCOT will also be consultant in this regard.

19 THE END Z THE END


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