DDU-GKY Public Financial Management System

Vision A robust 21st century system for efficient, effective and transparent public funds management

Current and Future Capabilities of PFMS Workflow integration Payments Accounting Reporting Learning (Monitoring & Bank Intergation)

Roles and responsibilities of key Agencies and Actors State Registration – One time activity Its is mandatory to register the individual PIA in to system to get an accurate status on the Project. Fund Transfer – One time activity Online fund transfer is done to get an clear picture on the fund flow status of the Projects. Monitoring - On going activity It leverages the state in extracting the project wise monitoring details which will show an fund utilization process of an Project. UC Generation – One time activity The actual amount utilized out of the total amount released interest and any other amount brought into project(like: loans and advance)

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

Roles and responsibilities of key Agencies and Actors PIA Validation of Beneficiary/ Vendor accounts - One time activity Validation of beneficiary/ vendor is very important as it will validates the data entered in PFMS by the Banks on the elements like name and account#. This feature of validation form banks is available in PFMS only , which is not available in any other application. Expenditure Filing - On going activity PIA has to record the expenditure entries with the documentary proof as reference number and invoice number e-Payment using Print advice – On going activity Print advice will leverages the accurate payment to the beneficiary as the details are verified by banks which feature is not available in any other on line payments like (NEFT, RTGS , etc.) UC Generation – One time activity The actual amount utilized out of the total amount released interest and any amount brought into project(loans and advance)

Hierarchy of Roles in PFMS software Agency Login Data Operator Data Entry Expenditure Filing Submit for Approval Key Actors: MoRD, CTSA, SRLM & PIA Data Approver Approve or Reject

Functional Roles of Data Administrator/Admin Login -PIA Mapping Training Centres Recording Fund Receipts from CTSA/SRLM Recording Bank Charges Creating Data Operator(s) and Data Approver Everything Data Approver/Data Approver can do

Functional Roles of Data Operator/Data Approver -PIA Adding Loans made to Project from HO Uploading Beneficiary / Vendor Details Recording Expenditures/legacy Data Recording Advances Managing Deductions Recording Interest Income

Functional Roles of Data Administrator-SRLM Mapping of Projects Recording Fund Receipts from Centre/State government Transferring funds to PIA Creating Data Operator(s) and Data Approver Everything that a DA/DO can do

Functional Roles of Data Operator/Data Approver of SRLM Uploading Vendor Details Recording Expenditures/Legacy Data Recording Advances Managing Deductions Recording Interest Income

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

Heads of Expenditure The below listed Expenditures are defined in the SOP(Part 2) for the PIA’s PFMS Code Heads A Training Cost A1.1 Trainers Salaries A1.2 Q Team Salary A1.3 Other training Cost A2 Boarding and Lodging A2.1 State Headquarters A2.2 A2.3 A3 A4 District Headquarters Other Locations One Time Travel Cost Food and To & Fro Charges PFMS Code Heads A5 Post Placement Support A5.1 Placement within district domicile A5.2 Placement within state domicile A5.3 Placement outside state domicile A6 Tablet Computers A7 Uniform A8 Incentives

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

Seek the details of unusual transactions Monitoring SRLM Monitor the Financial Transactions of each project account made by PIA through online Seek the details of unusual transactions

Types of Reports in PFMS Summary Reports The following table summarizes the reports available in the system for monitoring financial position Report Section Report Code Purpose Expenditure E10 Reports expenditure, advance and bank statements Monitoring M16 Reports receipts, expenditure, advance, transfer and bank statements DBT DBT01 Codes and validation status of all beneficiaries uploaded by Agency

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

Life-cycle of PFMS functionalities 2. Registration of CTSA (MoRD) 4. Registration of PIA’s (CTSA for YP, SRLM for AP) 1. Registration of MoRD (CGA) & DDU-GKY (MoRD) 3. Registration of SRLM (CTSA) 5. PIA creating Beneficiary and Vendors 12. Activation Accounts for e-Transactions 6. Transfer of funds to CTSA and SRLM (MoRD) 11. Legacy Data 7.Transfer of Funds to PIA 8. PIA making payments via Electronic Mode- e Payment using Print Advice 9.Monitoring and Reporting 6.1 Marking receipt of funds in PFMS by CTSA 9. 1 Tracking PIA Expenditure and Advances 7.1 Marking receipt of funds in PFMS by PIA 9.2 Monitoring Bank Statements 10. Utilization Certificate generation 9.3. Monitor the Financial Transactions of each project account made by PIA

WEB Link : http://Pfms.nic.in

Expenditure E10 Report

Bank Statement M16 Reports

Bank Statement M16 Reports

DBT01- Beneficiary Registration Report

Agency Cash Book M04 Report

Utilization Certificate

Limitations of PFMS E-payments for deduction(PF, TDS etc.)- these need to be manually entered for now It is not a full fledged accounting platform at the moment. However, it does generate a basic bank book.

PFMS PFMS Process (From Slide 22 to 66 its all practical session)

Login Information Home Log In Financial Year Log In ID and Password Note :- The system will ask you to change your password during your first login. The system will also do this periodically for all logins.

Change Password - submit Changing Password Agency Login Change Password Current Password New Password Confirm Password Change Password - submit Note :- In the process select the Hint Questions and the enter the answer

Password Retrieval for Admin Agency Additional Instruction :- The login id is created from the first letters and last four digits of the agency unique code (e.g. : For Agency Unique Code – DLIN00001234, Login ID: DLIN1234) Home Registering Agencies Please check here if agency is already registered

Password Retrieval for Admin Agency Manage Agency Account Number Retrieve Unique Code Forgot password Login ID based on unique code Send me Email Retrieve the password from Email

Activating Accounts for e-Transaction Agency Admin : Bank Section Account Activation E-payment Activation of bank account Click select Scheme & under Scheme name type Scheme ID and Search Select Scheme name and click Search Account Activation for E-payment Select the account which you want to activate Select Account Activation type as E payment Using print Advice or E-payment using DS and submit. If accepted , message will appear as Records Saved Successfully Go to Account Status for Activation Approval Note: i) If the status for account is shown as Activated, the account can be used for e-transaction ii) If it is not activated within 24 hours, contact your nodal officer for PFMS

Scheme wise Institution Type Agency Registration Home Agency Agency Registration New Registration New Registration Scheme wise Institution Type Scheme wise Institution Type

Agency Registration Enter All Details in Agency Registration Page * While saving these details (save and continue) a pop up will appear with Agency Code which should be noted for future reference Click OK Agency Details

Agency Registration Agency Scheme Location, Contact and funding Agency Details Administrative / Funding : CTSA/SRLM Add Funding Agency Save and Continue

Agency Registration Add Bank Account Add / Edit Component

Accept –Terms & conditions Agency Registration Agency User Login User name and password Accept –Terms & conditions Submit

Agency Registration Agencies Approve Agency Registration Approval Agency Status New Agency Registration Approval Remarks

Agency Mapping Home page : Agency Agency Mapping Scheme Name Select Rural Select State Scheme Fund flow Hierarchy PIA Map New Agency Search agency for mapping & enter Unique Code Select Agency name to be mapped & click add Agency Record Mapped Successfully

Creation of Project Masters Add Master Projects Select the scheme as applicable Project Name Add Project Project List

Creation of Project Master Location Mapping PROJECT LOCATION MAPPING State & District In location list added states & districts will appear Navigate back to Project List Component mapping Project Costs Save

Receiving Central Share Funds My Funds Received from central Govt. Manage Funds from Central Govt. Bank Inter bank transfer Fund transfer self

Receiving State share funds My Funds Received from State Govt Manage fund from State Govt Add new funds from state Govt Instrument type

Receiving State share funds My Funds Received from State Govt State Scheme Funds from state Govt details Submit for approval Approve Confirm

Transferring Funds To PIAs Transfers Add new Funds Transfer Transaction Type Select Agency Payee details Bank Account Instrument Type Fund Transfer details Submit for Approval Approve and confirm

Creating Data Operator and Data Approver logins Login to Data Administrator Masters Under Users, click Add new Create Agency User Select Type of user and fill all the details and submit

Monitoring Reports M-04 M-16 M-24 E-10 DBT01 Monitoring Expenditure Summary Reports E-10 DBT01

Monitoring Reports-Filters Report Filters Controller: 004 Grant :084 Scheme Type : Central Sector Scheme Scheme: 9388 for YP, 9389: for AAP State : Central Agency

Roles and responsibilities of PIA in PFMS Mapping Training Centres Recording Fund Receipts from CTSA/SRLM Recording Bank Charges Uploading Beneficiary and Vendor Details Creating Data Operator(s) and Data Approver Recording Legacy Transactions Initiating e-Transactions

Primary Login of an Agency Data Administrator Data Administrator Primary Login of an Agency PIA will access into PFMS

Functional Roles of Data Administrator Mapping Training Centres Recording Fund Receipts from CTSA/SRLM Recording Bank Charges Creating Data Operator(s) and Data Approver Recording Interest Income

Mapping Training Centres Masters Add Master project Scheme Project Sub Project Start Date and End Date Add Project

Receiving Funds from SRLM/CTSA My Funds Received from other agency Scheme Bank Account Status

Recording Bank Charges Scheme Project Bank account Reason Transaction date Actual transaction date Type Amount Narration

Recording Interest Income My funds Interest income Bank account Status Add interest income

Login for entering Transaction Data Data Operator (DO) Data Operator (DO) Login for entering Transaction Data

Functional Roles of Data Operator Adding Loans made to Project Uploading Beneficiary / Vendor Details Recording Expenditures Uploading e-Transaction Details Recording Advances Managing Deductions

Adding Loans made to Project My funds Income from other source Add new Scheme Project Bank account Fund source Fund type Fund received from Ref No. Actual transaction date Payment mode Favouring off Instrument date Fund amount IFSC code Narration

Uploading Beneficiary data Masters Beneficiary management Add new beneficiary Scheme Beneficiary type Bank details Submit

Recording Expenditures Add new Create Expenditure details Beneficiary details Select scheme component Expenditure payee details Instrument type selection Add deductions (if any) Submit for approval

Recording Advances Advances Advance Settlements Manage Advance Settlement Search Select sanction No. Add New settlement Select scheme component Instrument type Expense type Voucher No. Submit for approval

Managing Deductions Misc. Deduction Filing Manage Deduction Scheme deduction type Add deduction tax deduction payment details Instrument type Remarks Save Misc. Deduction filing View deduction details

Data Approver (DA) Data Approver(DA) Login for Reviewing and Approving Transaction Data

Functional Roles of Data Approver (DA) Approving Loans made to Project Approving Beneficiary / Vendor Details Approving Expenditure entries Approving e-Transaction Details Approving Advances settlements Approving Deduction filling

Approving/Rejecting Loans My Funds Income from other sources Manage/Manage refund settlement Search Select scheme Approve/Reject confirm

Approving/Rejecting Beneficiary Data Masters Beneficiary Management Approve beneficiary Approve/Reject

Approving/Rejecting Beneficiary Data Expenditure Approve Manage expenditures Expenditure details Scheme component

Approving/Rejecting Expenditure Entries Approve Manage expenditures Select sanction No. Expenditure details Approve / Reject

Approving/Rejecting Advance Entries Advances Approve Manage advance settlement Select Sanction No. Fund advance details Approve/Reject

Approving/Rejecting Advance settlements Manage advance settlement Sanction No. Approve/Reject

Approving/Rejecting Deduction Filing Misc. Deduction filing View deduction details Tax deduction details Select voucher No. Approve/Reject

Reporting and Tracking issues on PFMS PFMS portal provides an issue tracker module using which any user can report or track the reported issues. Error/Issues can be reported/logged on PFMS portal by users with or without login, but it is advisable to report issues from user login only which will auto populate the user details and will make tracking of issues easier. An automated email is sent to the registered email ID of user reporting the issue with the unique Ticket number and issue details. MoRD/CTSA team would continuously monitor to ensure quick resolution of the issues

Reporting of issues on PFMS Login to PFMS Select Register/Track Issues Select Scheme as DDU-GKY Fill in all mandatory fields marked with * Create a video of issue using Webcaster and provide its link in description if possible Attach error screenshot Submit

Tracking of issues on PFMS Select track Issue option Search details of issue using Ticket number, email id or mobile number Click on the Issue ID to view the details and current status of the Issue

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