Sr. DFMs’ Conference in Board Office on12 th April 2013 South Central Railway Presentation by R. Lalith Mohan, Sr. DFM/SC Dr. K.V.V. Satyanarayana, Sr. DFM/GTL Presentation by R. Lalith Mohan, Sr. DFM/SC Dr. K.V.V. Satyanarayana, Sr. DFM/GTL

System Improvements/Innovations 1)Web Based PF Enquiry Service 2)RMS - Record Management System 3)Linking Agreements with EMD/SD/PG & Bank Guarantee Monitoring 4)Commercial Earnings Monitoring 5)Online Imprest Recoupment 6)Online Payment of Court Recoveries

Web Based PF Enquiry System  PF balance  Status of the loan application  Last three months transactions  12 months PF Annual Statement with print provision  Registration of PF, CGEGIS & DCRG nominations.  Password changing option  Data Upload in CSV format by PF administrator  Centrally serving all Divisions/Workshops/HQ of SCR  Ready to replicate the service beyond SCR

Record Management System Earlier System Huge stacks of records were piled up & Inordinate delays in internal check, furnishing records for Audit, Court cases, RTI cases etc. Wastage of man hours for searching records Space constraints for storing new records Improved Practice Old Records were weeded out & other records were dusted, sorted, neatly arranged in rows and columns of various Racks/Almirahs etc. All the records and their locations were properly labelled And the data was captured in soft copy with the help of a user friendly software viz., Record Management System (RMS).

Salient Features of RMS The software was developed free of cost with Visual Basic as Front end and MS Office as Back end (upgradable to Oracle). Works as a powerful search engine & facilitates easy retrieval of records For better indexing, Records can be categorized into various types like Files, Registers etc., belonging to several sections Status of the records can be known and requisition for records can be made online. Record Handling and tracking is automated through passwords Programme indicates the records due for weeding and permits weeding after ensuring extreme caution

Salient Features of RMS Contd … New Record Entry with a special provision for entry of salary bills in bulk. Editing record location & weeding year Advanced Options –Adding/deleting sections & record types –Creation of users and assigning passwords & privileges to the users –Editing Employee Master & others Excellent managerial reports for tracking records Security through privileges and passwords assigned to the users. User friendly menu driven front end tools.

RMS – A Powerful Search Engine

Weeding of Records Made Easy

Editing & Adding Records is Simple

Record Handling & Tracking

Advanced Features & Reports

Monitoring of Commercial Earnings Earlier System The earnings from commercial contracts are being only accounted but not monitored. Receipts at stations are not linked to the agreements No data base of commercial contracts or copies of some Agreements are not available with Accounts Office. Possibility of contracts continuing without timely payment of License fee and also parties leaving without paying requisite Licence Fee Even in such cases no monitoring for forfeiture of the SDs etc & calling of fresh tenders in time

Monitoring of Commercial Earnings Improved Practice Data base of all the commercial contracts viz., Catering Contracts, Commercial Publicity Contracts, Parking Contracts, Cloak Room Contracts, Pay & Use Toilet Contracts etc. is made. Agreements are entered with all the parties, duly revising the License Fees wherever required. Accounts department started advising the Commercial department for recovery of dues well in advance or to initiate action as per the Agreement conditions which has resulted in streamlining of the system besides boosting of sundry earnings.

Linking of Agreements with EMD/SD/PG Earlier System The amounts recovered towards EMD/SD/PG either in the form of FDRs/BGs/Cash recovered from on accounts bills used to be maintained separately without linking to the Agreements. Improved Practice All the Tenders/Agreements are linked to their EMD/SD/PG with full details like nature/type, identity of instruments, Amounts etc. The Bank Guarantee Module helps to watch currency

Bank Guarantee Monitoring Reports on various parameters viz due to expire in X days, sent for encashment, encashed, release, Agency– wise etc Database of BGs with Search & Edit facility Data captured - details of BG, Value, Agency, Bank, Contract, Executive, validity & extensions, release etc Data Entry through Forms with Login Access Controls Menu driven programme developed in MS ACCESS

Thank you R. Lalith Mohan, Sr. DFM/SC & Dr. K.V.V. Satyanarayana, Sr. DFM/GTL R. Lalith Mohan, Sr. DFM/SC & Dr. K.V.V. Satyanarayana, Sr. DFM/GTL