i FMSWest Bengal A Comprehensive Walkthrough 23 rd

i. FMS-West Bengal A Comprehensive Walk-through 23 rd June, 2014

Stake Holders of i. FMS Cadre Controlling Authority citizen Nodal Bank Stamp Vendor RBO Finance Department Pensioner Secretaries to Govt. i. FMS HR Dept. Employees HOD/CO Banks Treasuries AG DDO/SDO/RO/ BO DPPG 2

i. FMS Modules CTS WFACS GRIPS CBMS i. FMS HRMS EBilling EBantan EPradan 3

Features of e-Bantan v DDO Management: Role hierarchy mapping of different Drawing and Disbursement Officers (DDOs) in a Department by the higher authorities of the Department v Budget Distribution: Distribute the allotted budget of a department to DDOs and Sub. Allotting Officer v Budget Redistribution: Distribute the allotted budget of a department to any other department v Letter of Credit (Lo. C): Lo. C Operators prepare cheques for withdrawal from Lo. C fund 4

Features of Other Modules of i. FMS Centralized Budget Monitoring System (CBMS): v Release of planned and unplanned fund, budget from Govt. on the basis of request raised by different Department v Management of schemes from the initiation stage to completion stage v Account Management by the Accountant General (AG) Centralized Treasury System (CTS): v Processing of all kinds of Bills, Payments, and Receipts v Management of pension from the initiation stage to completion stage including any other service requested by the pension holder v Stamp Management starting from request generation to complete sales activities v Treasury Account Management E-Pradhan: v Beneficiary Management: Managing information detailed information about Beneficiaries of all the Departments

Features of Other Modules of e-Bantan E-Billing: v Creation and management of all bills submitted by employees (captured from HRMS) and non-employees Government Receipts Information System (GRIPS): v Managing records of receipts (both tax and non-tax) from different sources Human Resource Management System (HRMS): v Recruiting the Govt. employees v Salary, Training, Leaves management of the employees v Retirement or Exit Management of the recruited employees Works and Forest Accounts Computerization System (WFACS): v Processing of detailed accounts related to all payment and receipts transactions by the Works and Forest Department

E-Bantan Highlights User Administration DDO Management Budget Distribution Budget Re-Distribution

User Administration Module

User Administration Module The User Administration module available in i. FMS Portal helps the System Administrator to create individual users and assign particular role(s) as per requirement. In this module you can: v. Create user v. Add/modify roles of the user v. Update user information and role v. Refresh information v. Reset password for a user v. Change password

User Administration Module- Create User 1. Open Internet explorer or any other web browser. 2. Type URL http: //172. 19. 99. 67/WBIFMS-PORTAL in the address bar of the web browser and press Enter/Return key to open the Home Page of i. FMS Portal as shown below:

User Administration Module- Create User 3. Click on User Administration or e-Bantan link given under e-Services Menu on that page. The Login Screen for User Administration Module opens as follows: 4. Provide valid User id and Password in the Login screen. Both the fields (User id and Password) are mandatory. 5. Click Login.

User Administration Module- Create User 6. Click on User Administration Module from the Application list. Note: This application list varies depending on the roles assigned to the user.

User Administration Module- Create User The Main Menu in the User Administration Module Home Page is displayed as follows: 7. Select User Creation Form from the main menu in the left pane. It shows the following screen. Details of the existing users appear in the right pane of the screen. 8. Click on the Add New User button.

User Administration Module- Create User Basic Details Form appears in the right pane of the screen as follows: 9. Select either one from the given two radio buttons: Own Office or Other Office. 10. Please provide relevant values for User name, Designation, Login Id, Mobile Number, E-mail Id, Effective From, Expires On (automatically generated after given the value of Effective from date)fields. Please note that all the above fields are mandatory except e-mail id. 11. Click Save.

User Administration Module- Add/Update Role of User To assign the user with specific budget allocation or any other task, specific role needs to be assigned to the user. 12. Click on Add/Update Role button (as shown in last image). The User Access Details message box appears as shown below: 13. Click on List of Value (LOV) button in the Subsystem field. A Popup window opens on the screen that looks like as shown here: 14. Select the subsystem ID and click on Select button.

User Administration Module- Add/Update Role of User The User Access Details Pop Up window gets populated with the selected value as follows: 15. Click on User Type , Role, Sub-Allotting Officer Code LOV Buttons to select respective values in the similar way. The User Access Details message box populates the selected values as follows: 16. Click Save.

User Administration Module- Add/Update Role of User The User Access Details message box closes. The success message comes on the right pane above the Basic Details Section. A row showing the created user profile appears in a table as shown in the image below: The steps to Add/Update Role for a user for both Own Office and Other Office are same.

User Administration Module- Update User To update or modify any information of an existing user 1. Select the user from the list of existing users 2. Click on the Update User button. A dialog message pops up on the screen as follows. 3. Click OK.

User Administration Module- Update User 4. Fill in the required or updated information in the Basic Details Section in the message box that prompts as below 5. Click Save after you update the information and role of the user. A success message as highlighted in the image below appears above Basic Details. Note that a new button named Revoke Role appears in the screen under basic details. To discard the existing role assigned to the user, click Revoke Role button.

User Administration Module- Update User A confirmation dialog box appears. Click Ok in the Dialog Box. When you click the OK button, the row containing the user information disappears and a success message appears above the Basic Details section. The image below explains that in details.

User Administration Module- Reset Password To reset the password of an existing user, 1. Select the user. 2. Click on Reset Password Button. A Confirm Message pops up on the Screen. 3. Click OK.

User Administration Module- Reset Password A Confirmation message appears on screen as follows: The user also receives an SMS in his/her mobile phone as follows: “Your Password has been reset successfully! New temporary password is 1 bxxx 123. You will be asked to change password at the time of next login. ”

User Administration Module- Change Password During first time login or when you login after you have reset your password, the system asks you to change the password. Provide relevant values for the respective fields: 1. 2. 3. 4. Enter existing password. Enter new password. Re-type new password to confirm. Click Change button. Default password will be changed.

DDO Management Module

DDO Management Module- Features Drawing and Disbursement Officer (DDO) Management facility enables Admin user of a Department or the higher levels in the organizational hierarchy of a department to provide the details of all the Sub-Allotting Officers into the system. In the DDO Management module, you can: v Map the hierarchy of roles of different levels v Modify the details of a Sub-Allotting Officer v Modify the details of a DDO

DDO Management Module- Map the Hierarchy of Roles To map the hierarchy of roles of DDOs, you need to v Edit the DDO Details (DDO Code & Designation) of a Sub-Allotting Officer. v Create the hierarchy of Sub-Allocating Officers. v Search and alter the Primary Role details of the Sub Allotting Officer. Edit DDO Details To edit the details of DDO of a Sub-Allotting Officer 1. Log into e-Bantan in i. FMS portal. 2. Click DDO Management from the Left hand side menu tree in e-Bantan. The DDO Management Module expands and displays the sub-module under it. 3. Click on Role Hierarchy Mapping under DDO Management menu.

DDO Management Module- Map the Hierarchy of Roles Role Hierarchy Mapping appears on the right side of the screen as follows: 4. Click on Modify Icon from the DDO Details of Sub-Allotting Officer section. The LOV buttons next to Treasury Code and DDO Code appear. 5. Click on LOV button next to Treasury Code. 0

DDO Management Module- Map the Hierarchy of Roles The LOV window pops up on the screen as follows: 6. Select relevant Treasury Code from the pop up window and click Select. The Treasury Code in DDO Details of Sub. Allotting Officer field gets updated with the selected value as shown below: 7. Click on LOV button next to DDO Code similarly and select the relevant DDO Code from the LOV pop up window. DDO Details of Sub-Allotting Officer section now gets updated with the selected value of DDO Code. 8. Click OK.

DDO Management Module- Map the Hierarchy of Roles A success message about the record update appears above DDO Details of Sub. Allotting Officer. Create Hierarchy of Sub-Allotting Officer To create the hierarchy of Sub-Allotting Officers 1. Select Primary Role from the given drop down list in the Primary Role Details section. 2. Type in the designation in the Sub Allotting Officer Designation column in the table provided.

DDO Management Module- Map the Hierarchy of Roles 3. Select Yes or No from Is DDO dropdown menu. If the Sub Allotting Officer is a DDO, a) Select Yes from Is DDO drop down menu. The Treasury Code and DDO Code fields become active. b) Click the LOV button next to Treasury Code and DDO Code. The LOV windows pop up. c) Select the Treasury code and DDO code from the respective popup windows and hit Select. If the Sub Allotting Officer is not a DDO, a) Select No from Is DDO drop down menu. Treasury Code and DDO code fields appear as deactived.

DDO Management Module- Map the Hierarchy of Roles 4. Select the role of user from the Role drop down menu. 5. Click the LOV button next to Sub Allotting Officer Code and select the relevant code. 6. Click on Add Row to create multiple Sub Allotting Officers and fill in the same details in the Sub Allocating officer details table. 7. Click on the Save button. The success message about the saved record appears above the DDO Details of Sub-Allotting Officer. Continue the same procedure for different Primary Roles.

DDO Management Module- Map the Hierarchy of Roles Search and Alter the Primary Role of Sub-Allotting Officer To search and modify the detail of existing Sub-Allocating Officer under a particular Primary Role level in Role Hierarchy Mapping: 1. Select the Primary Role 2. Click on the Search button next to the Sub Allotting Officer field. The list of the Sub. Allotting Officer with its relevant hierarchy details appears in a table. 3. Click on the Modify icon in the row the particular Sub-Allotting Officer that you want to modify appears.

DDO Management Module- Map the Hierarchy of Roles A small window pops up. 4. Edit the hierarchy fields that you want to modify. For Treasury Code, DDO Code, and Upper Role Sub-Allotting Officer fields, click on the associated LOV buttons and select the values from LOV pop up window. The fields with * are mandatory. Depending on the value given in Is DDO field Treasury Code and DDO Code appear as active or deactivated field. 5. Click on the Update button. A success message about record update appears on top of the right pane.

DDO Management Module- Modify Sub-Allotting Officer Details To modify the details of Sub-Allotting Officer, 1. Click on Sub-Allotting Officer Details from the menu tree under DDO management. The Sub-Allotting Officer Details form appears on the right pane. 2. Click on the Modify button. The fields in the Sub Allotting Officer Details form change to editable format.

DDO Management Module- Modify Sub-Allotting Officer Details 3. Type in the Designation. 4. Click on Treasury Code and DDO code LOV buttons to select respective codes from pop up LOV windows. Own DDO Code field gets updated with the selected data. 5. Type in your input in the Office Name, Address, PIN Code, Phone Number, Mobile Number, Fax Number, e-Mail fields. 6. Click Save. A success message appears on top of the right pane.

DDO Management Module- Modify DDO Details In DDO Management you can search and modify the details of a DDO. To search and modify the details of a DDO, 1. Click DDO Details Modification under DDO Management in the left hand side menu tree. The DDO Details Modification section appears on the right side of the screen. 2. Click on DDO Code LOV button.

DDO Management Module- Modify DDO Details The LOV window pops up. 3. Select the relevant DDO Code from the pop up window and click Select. The DDO Code field gets updated with the selected value. 4. Click Search Button in the DDO Designation field. The DDO Details appear in a table under the DDO Search Criteria section. 5. Click on Modify icon in the relevant row.

DDO Management Module- Modify DDO Details The row changes to editable format. 6. Type in the inputs in the relevant columns like Address, Landline, Mobile, TAN. 7. Click Save.

DDO Management Module- Modify DDO Details A confirmation message appears in a dialog box. 8. Click OK in the confirmation message dialog box. A success message appears on top on the right pane.

Budget Distribution Module

Budget Distribution Features The Budget Distribution Module under e-Bantan in the i. FMS Portal provides the user the facility to distribute the approved budget for a department to subsequent departments electronically available in the application. In this module you can Search in Single and Multiple modes for DDO/Sub-Allotting Officer the different types of Allotments such as o Allotment o Sanction o Grant-in-Aid o Letter of Credit (LOC ) Enter Budget Allotment to o DDO of Own or Other Office o Sub-Allotting Officers Modify the Allotment Amount Delete the Allotment Approve the Allotted Amount

Budget Distribution - Search Allotments To search for allotments 1. Open a web browser like Internet Explorer (IE), Mozilla Firefox, or Google Chrome. 2. Type http: //202. 61. 117. 90/WBIFMS-PORTAL in the address bar of the browser and press Return/Enter. The Login page of i. FMS appears as below: 3. Click on e-Bantan link.

Budget Distribution - Search Allotments The Log in Screen appears as follows. 4. Provide your user id and password in the Log In credentials field and click on LOGIN button. The e-Bantan home page appears as follows: 5. Click on Budget Distribution from left hand side menu tree.

Budget Distribution - Search Allotments The Search for Allotments screen appears on the right hand side. 6. Select Allotment type from the given radio buttons such as Allotment, Sanction, Grant-in-Aid and LOC. 7. Select the Mode for DDO/Sub-Allotting Officer as either Single or Multiple. 8. Click on the Search Button. A table showing entire list of allotments appears under the Search for Allotment section.

Budget Distribution - Search Allotments You can also type Budget Allotment ID or any column in Head of A/C field to search for specific allotment(s). Then the table displays the details of that particular allotment(s).

Budget Distribution - Enter Budget Allotment To create a budget allotment Entry, 1. Click on Entry under Budget Distribution from left hand side menu tree: Budget Allotment Entry appears in the right hand side of the screen as shown below: 2. Select Allotment Type from the given options and also Mode For DDO/Sub-Allotting Officer. 3. Click on Search Button.

Budget Distribution - Enter Budget Allotment A table showing entire list of allotments appears under the Search for Allotments section. 4. Select the check box(es) from extreme right column of the allotment row(s) that you want to insert for budget allotment entry. For Single Mode you can select multiple rows and for Multiple Mode you can select only single row.

Budget Distribution - Enter Budget Allotment Single Mode for DDO/Sub-Allotting Officer For Single Mode for DDO/Sub-Allotting Officer the following screen appears: You can distribute the fund to Own DDO, All DDO and Sub Allotting Officer.

Budget Distribution - Enter Budget Allotment If you select the Own DDO radio button, then Distribution Details Section gets filled with relevant data by itself. If you select All DDO, Distribution details displays Select Treasury Code and Select DDO Code fields. Click on LOV buttons in the Select Treasury Code and Select DDO Code fields to select the respective codes.

Budget Distribution - Enter Budget Allotment Select the code and click the Select button The pop up window closes and Distribution Details section updates with the selected values.

Budget Distribution - Enter Budget Allotment If you select Sub Allotting Officer radio button in the Distribute To section, select the Department as either Own or Others. If you select Own, the Department Details section gets filled automatically as shown below. If you select Others as Department, click on LOV button to select the department. Select the Department from the pop-up window and click Select button.

Budget Distribution - Enter Budget Allotment Select a level from the Select Hierarchy drop down menu in the Distribution Details section for both Own or Other Sub Allotting Officer. Select the Sub Allotting Officer from the associated LOV window that appears when you click the adjacent LOV button. Distribution Details field gets filled.

Budget Distribution - Enter Budget Allotment If the Allotment type is LOC, the Distribution Details changes as follows Select the Department from the associated drop down menu.

Budget Distribution - Enter Budget Allotment Click on the LOV button in the LOC Issuing Officer field and select a value from the associated pop up window and click Select. The selected value appears on the designated field as shown below: If the logged in Department is creating LOC Entry for its own department, select Work Type from the associated dropdown menu.

Budget Distribution - Enter Budget Allotment Multiple Mode for DDO/Sub-Allotting Officer For Multiple Mode for DDO/Sub-Allotting Officer the Budget Allotment Entry screen appears on the right pane as follows. If you select All DDO in the Distribute To section from the bottom table, click on the Treasury Code LOV button and DDO Code LOV button to select Treasury and DDO respectively. On clicking the LOV button, a pop up window opens. Select the desired value for Treasury and DDO from the respective pop-up window and click on the Select button.

Budget Distribution - Enter Budget Allotment The selected values appear in the bottom table as shown below: If you select Sub-Allotting Officer in the Distribute To section, the columns in the bottom table changes as follows:

Budget Distribution - Enter Budget Allotment Click Select Department LOV button. A pop up window appears with a list of Department Codes and Description. Select the relevant department and click Select button. The pop up window closes and the selected value appears in its cell Similarly, click Select hierarchy and Officer Code LOV buttons to select the hierarchy and officer respectively.

Budget Distribution - Enter Budget Allotment The selected values appear in the bottom table as shown in the image below: 5. Type in the amount you want to allot to in the Allotted Amt column for Single Mode for DDO/Sub-Allotting Officer. 6. Click on Balance Amt for Single Mode for DDO/Sub-Allotting Officer. The Balance Amt and Total Allotted Amount fields get automatically filled by the remaining amount and allotted amount respectively.

Budget Distribution - Enter Budget Allotment a. For Multiple Mode for DDO/Sub-Allotting Officer, type in the amount you want to allot in the Amount column of the bottom table. Click anywhere on the right pane and The Allotted Amt column of the top table automatically fetches the same value from the bottom table as shown in the Figure below: b. Balance Amt and Total Allotted Amount columns automatically display relevant calculated values for Multiple Mode for DDO/Sub-Allotting Officer 7. Click Save to finalize the entry of allotment. A confirmation dialog box appears. 8. Click OK in the dialog Box.

Budget Distribution - Enter Budget Allotment A success message appears above the Search for Allotments.

Budget Distribution: Modify Allotment To modify or alter the allotment amount, 1. Click Modify from Budget Distribution menu in the left hand side menu tree. Budget Allotment Modification section appears on the right side of the screen. 2. Click Search to display list of allotments. You can also search for allotment by providing a particular Budget Allotment Id or any column in Head of Account field. A table of relevant allotment details appears. 3. Select the check box in the allotment row that you want to modify. 4. Click Modify button.

Budget Distribution: Modify Allotment The Allotment table displays an additional column of Change Amount. 5. Type in the changed allotted amount in the Change Amount field. 6. Click on the Total Redistributed Amount. This field gets filled automatically with the value provided in the Changed Amount column. 7. Click Save. A success message appears above the Search Allotments section in the right pane.

Budget Distribution: Delete Allotment To delete any allotment amount, 1. Search for the allotment. The table of allotment row(s) appears. 2. Select the allotment from the table by clicking check box attached to that row(s). 3. Click Insert.

Budget Distribution: Delete Allotment 4. Click Delete icon that appears on left most column of the allotment details row. The row containing the Allotment detail disappears. Alternatively, you can also click Budget Distribution→ Modify →Search →Select Row → Delete Confirm to discard any allotment. The success message about deletion appears on top of the right pane.

Budget Distribution: Approve Allotment To approve a budget allotment 1. Click Approve from the menu tree under Budget Distribution in the left pane. 2. Search for allotment(s) that you want to approve. 3. Select the checkbox in the allotment row that you want to approve. 4. Click Approve.

Budget Distribution: Approve Allotment A confirmation dialog box appears. 5. Click OK in the dialog box. A success message appears on the top of right pane.

Upcoming Features of e-Bantan Budget Distribution • Budget Redistribution DDO Management • Department Wise DDO Mapping MIS Reports • DDO-Wise Allotment Letters • Sanction Letters for Budget

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