1. DDU-GKY Public Financial Management System

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

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

4. 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)

5. 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

6. 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)

7. 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

8. 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

9. 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

10. 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

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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

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

28. Expenditure E10 Report

29. Bank Statement M16 Reports

30. Bank Statement M16 Reports

31. DBT01- Beneficiary Registration Report

32. Agency Cash Book M04 Report

33. Utilization Certificate

34. 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.

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

36. 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.

37. 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

38. 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 – DLIN , Login ID: DLIN1234)
Home
Registering Agencies Please check here if agency is already registered

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

40. 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

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

42. 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

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

44. Agency Registration
Add Bank Account
Add / Edit Component

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

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

47. 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

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

49. 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

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

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

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

53. 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

54. 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

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

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

57. 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

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

59. 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

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

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

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

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

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

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

66. 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

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

68. 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

69. 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

70. 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

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

72. 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

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

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

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

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

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

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

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

80. 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 is sent to the registered 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

81. 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

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

83. THANKYOU