1. O/o PCCA, DoT, TNC, Chennai PAO 2000 COMPACT PACKAGE VIS-À-VIS BSNL HRMS GPF Account Maintenance standardization for DoT 07-Jul-11

2. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Agenda 2 1.Overview of GPF implementation for DoT 2.Agreed Roles & Responsibilities 3.Glossary 4.Usage of HRMS files in PAO COMPACT Package 5.Issues in the HRMS files General Information Credit Schedule Debit Schedule Outstanding Advance details

3. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Overview of GPF implementation for DoT Objectives :  To decommission Foxpro based GPF Account maintenance for BSNL employees by implementing GPF module within COMPACT package (PAO 2000)  To standardise GPF account maintenance across all DoT circles Key Benefits:  Customised report generation  Less prone to errors (Human, System)  Reduction in human effort due to automated process

4. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Overview of GPF implementation for DoT (Contd.) 4 BSNL HRMS DOT - COMPACT PACKAGE PRECHECK BUDGET COMPILATION MASTER PENSION UTILITY GPF General Information (.txt) Outstanding Advance details (.xls) Files received through e-mail on monthly basis Credit Schedule (.txt) Debit Schedule (.txt) Files received through e-mail only once

5. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Agreed Roles and Responsibilities BSNL ITPC, PUNEBSNL FIELD UNITS DoT Circles Develop & maintain interface for porting HRMS GPF data to COMPACT package Conversion of employee master data as available in HRMS into text format compatible with COMPACT Preparation of OB & advance outstanding balance as on 1st April2011 in text format Preparation of GPF Debit and Credit schedules in text format on monthly basis Develop utility to ensure the authenticity of the text file generated from HRMS Provide incremental master data of transfer in and out employees in excel format for manual updation in CCA package Provide list of change in HRMS number due to modification of appointment date for manual updation in CCA package Provide master data of BSNL staff who are on deputation outside BSNL, for manual updation in CCA package Live use of HRMS Package for all GPF transactions, avoiding manual / offline transactions Download employees master, transferred in / out, credit, debit data in excel format at circle level from HRMS and converting the same into required text format Verification of downloaded HRMS data in excel format before submitting to CCA. Provide GPF transaction details of deputationist for manual updation Provide details regarding GPF transaction of TSM cadre employees directly to CCA for manual updation, as there is no entry in HRMS Accept only HRMS generated gpf data files except the cases where manual updation is required Check the authenticity of the text files before uploading in the NIC package Manual reconciliation of text files with data maintained in DOT Live use of COMPACT package for all GPF transactions

6. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Glossary 6  Subscriber : BSNL employees holding GPF account  Credit Schedule comprises of the following three amounts  Subscription : Amount paid by a subscriber on monthly basis  Recovery of advance : Amount deducted from subscriber on monthly basis by BSNL Office for the advance drawn by the account holder  Others : Any amount other than subscription / Recovery / Refund of unutilised advance or withdrawal Eg. – Supplementary recoveries  Transfer In : New subscriber or Existing Subscribers transferred in to a DoT Circle.  Refund of Outstanding Advance / unutilised Withdrawal : One shot repayment of outstanding advance / unutilised withdrawal.

7. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Glossary (Contd.) 7  Previous O/S Balance: Outstanding amount towards old advance before the sanction of new advance  Consolidated Amount : Sum of previous outstanding balance and new advance amount  Transfer Out : Existing Subscribers transferred out to a DoT Circle.  Final Payment : Settlement and closure of GPF account in the event of death, retirement etc

8. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Usage of HRMS files in PAO COMPACT Package 8 Sl. No Activity in COMPACT package HRMS File used 1 Capturing of General Information of Subscribers General Information text file GPF_GENINF_203392_02.TXT 2Fixing of subscription rate General Information text file GPF_GENINF_203392_02.TXT 3 Capturing of advance details for first time Advance details excel file 4Credit Schedule posting Credit schedule text file GPFSCH077153203392201003311.TXT 5Debit Schedule posting Debit schedule text file GPFDB_203392_20100430200000_001.TXT

9. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Issues in the HRMS files – General Info (.txt) file 9  Issue No. 1 : Incorrect Subscription amount and Subscription Month / Year subscription Existing format / Values: Expected format / values : Note : For retirement cases, subscription date and amount should hold the previous month data (Eg–20110201 / Subscription. Amt. Recovered in Jan’11 salary for April,2011 retirement cases ).

10. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Issues in the HRMS files – General Info (.txt) file 10  Issue No. 2 : Basic pay and Subscription amount is null in certain cases Expected : Basic pay and Subscription amount should contain valid amount in all cases  Issue No. 3 : Sum of nomination percentage is not 100 in certain cases Expected : Sum of nomination percentage should be 100 for all cases

11. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Issues in the HRMS files – Credit Schedule (.txt) file 11  Issue No. 1 : Mismatch between the cheque value and credit schedule amount Expected : The cheque amount should always tally with the sum of subscription, recovery and other amount shown in the credit schedule.  Issue No. 2 : No general information for transfer in cases. Expected : General information for transfer in cases should be furnished monthly along with credit schedule Guidelines for data accuracy in shown in the embedded document below

12. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Issues in the HRMS files – Debit Schedule (.txt) file 12  Issue No. 1 : Mismatch between the debit claim raised by BSNL and debit schedule amount Expected : The cheque amount should always tally with the sum of Advances and withdrawals shown in the debit schedule.  Issue No. 2 : For withdrawal cases, previous outstanding field is filled with previous outstanding balance instead of zero as it is not applicable. Existing value Expected value

13. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Issues in the HRMS files – Debit Schedule (.txt) file 13  Issue No. 3 : For Advance cases, previous outstanding balance field is filled incorrectly with consolidated amount. Existing Value Expected Value

14. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Issues in the HRMS files – Outstanding advance details (.xls) file 14 For recovery amount in March,2011 salary (April,2011 credit schedule), the following details are necessary Advance sanction month / year Sanctioned amount Previous o/s balance Consolidated amount Rate of recovery Number of instalments Amount recovered till Feb,2011 salary Balance amount to be recovered from Mar,2011 Salary Existing data Consolidated amount Rate of recovery Expected Value

15. O/o PCCA, DoT, TNC, Chennai DoT, TNC, Chennai Issues in the HRMS files – Outstanding advance details (.xls) file 15 Questions ?

16. ISO 9001:2008 CERTIFIEDDoT, TNC, Chennai Thank You