I.

NOMINATION DETAILS in 'Project Category' for Integrated Financial

Management System (IFMS) under G2G 1) Nomination Authority Details Name Designation Department Organization Contact Address City/Town Pin Code State Landline Number Fax Number Mobile Number Email : Smt Indu Gupta : SIO : NATIONAL INFORMATICS CENTRE : NATIONAL INFORMATICS CENTRE : 8318, N W BLOCK, SECRETARIAT Jaipur, Rajasthan : Jaipur : 302005 : Rajasthan : 0141-2227992 : 0141-2227992 : 09413308983 : sioraj@nic.in

2) Details of the official to be contacted regarding Nomination: As mentioned at No.1

II. Statement of Intent Integrated Financial Management System (IFMS) Project is an e-Governance initiative of Government of Rajasthan which has also been sanctioned under Mission Mode Project (Treasuries) under National e-Governance Plan (NeGP) of Government of India. IFMS would facilitate effective, accountable and transparent Public Finance Management with the help of latest Information and Communication Tools. The main objective is to achieve computerization of the state wide financial transactions, efficient monitoring and single window interface across various functions viz. Finance Department, Other Government Departments, Directorate of Treasuries and Accounts, Directorate of Pension and Pensioners Welfare, Treasuries/Sub-treasuries and Drawing and Disbursing Officers with due exchange of data with external entities like AG Office, RBI and Agency Banks. III. NOMINATION DETAILS A) PROJECT SUMMARY 1. Overview IFMS being a web based system for complete Government Financial accounting, its user base includes 65 Administrative departments, 185 Heads of Departments/Budget Controlling Officers, 19500 Drawing and Disbursing Officers (DDOs), 6 lac employees, 2.7 lac civil pensioners, 12 lac social security pensioners, all bank branches (302) associated for government business, Reserve Bank of India, AG Office, 39 Treasuries and 221 Sub-treasuries. This system would be responsible for accounting of about Rs.130000Crore. In this way IFMS will cover complete financial transactions and geographical area of Rajasthan. IFMS would bring transparency and accountability in government financial transactions as all the receipts and expenditure may be monitored through online system and no expenditure beyond available budget would be possible. Further status of any bill presented in the treasury, demand forwarded for budget, pension case will be available online. Close watch on government functionary will increase efficiency in delivery of various services. Electronic data transfer between Finance Department, DTA, Treasuries, associated banks for e-scrolls and AG office; and paperless financial transactions with banks will be economical, user-friendly and efficient.

Value proposition of the Project- Objectives of IFMS This project will attempt to achieve the following: Improved treasury system and budget control Eliminate redundancies and integrate data to ensure better financial control and information system Improve efficiency and reduce cost of operations Improve strategic and day-to-day decision making Quick availability of the data/MIS, effective control Allow better cash flow management and budget control Ensure adequate controls to minimize fraud and corruption Provide better interface with RBI, Agency Banks and Accountant General Debt as well as Grant tracking from various agencies to the State Government Provide better interface to external stakeholders: Employees, Pensioners, Tax-payers, Contractors and suppliers Provide citizens better access to information and increase public accountability Ensure that issues related to data and transaction security are properly addressed Benefits The IFMS will offer three types of services for the stakeholders namely: 1. Government to Government Services (G2G) Finance Department Online budget estimation, preparation, distribution and re-appropriation Better cash flow, debt and funds management Decision Support System and Management Information System Better Plan monitoring Revenue Trend Analysis

Departments Online budget distribution and monitoring, redistribution, additional allocation and re-appropriation Interface with external users like AG and Banks DDO Online bill generation, submission to treasury and bill tracking Real time receipts and expenditure status Treasuries Online bill processing and payment advice to Banks Online accounts scroll and reconciliation Interface with Banks and Other Agencies With AG, Banks, DDOs, Pension office Online accounts submission to AG Real time and error free reconciled daily receipts and payments position 2. Government to Business Services (G2B) Electronic data transfer with RBI, AG Office and Agency Banks Any where any time online tax payment facility to tax payers 3. Government to Citizen Services (G2C)

Employees: Employee portal with required information Online Salary Statement, Income Tax Deductions, SIPF and other deductions, LPC and Digitized Service Books Pensioners (Civil and Social Security) Complete Pensioner Portal with all information Pension tracking of individual pensioners Pension sanction and disbursement Online facility for redressal of grievance related to Pension Taxpayers 24*7 online tax payment facility through e-Treasury using net banking services B) Basic Data of the Project

At Project Template Annexure B.) RESULT INDICATORS 1. Key Performance: Achievements so far Budget 2011-12 prepared by Budget Module of IFMS, using data generated through online BFC data submitted by departments to FD Budget Distribution Module implemented: Online budget allocated from FD to departments and from departments to subordinate offices Treasuries and Sub-treasuries connected through LAN and VPN Broadband All Treasuries and Sub-treasuries doing their all core functions on IFMS from May 1, 2011 Budget control on expenditure by online budget allocation Bank interface become operational, Banks are providing daily transactions (scrolls) pertaining to receipts and payments electronically to Treasuries on real time basis Online compilation of accounts and reconciliation started Monthly Accounts of treasuries for the month of May 2011 prepared through IFMS submitted to AG Office Standardization of DDO codes, PD Accounts codes and Office codes started Mapping of Administrative Departments, Heads of Departments, Budget Control Officers, BFC Units, Offices, DDOs and Treasuries completed Standardization and Business Re-engineering process for various functions of Finance Departments and Treasuries in progress MIS/DSS reports available for use of Administrative Departments, Heads of Departments, Budget Control Officers, BFC Units, DTA, Offices, DDOs and Treasuries Role based secure access to the system provided to various users Future Plans (A) Budget Module- Additional Authorization, Re appropriation, Contingency Fund, Supplementary Demand, Surrender of Funds, Excess-Savings Statement, Information of Finance Accounts and Fund Management and Settlement Module. (B) Annual Development Plan Module will facilitate monitoring of all Plan schemes with their respective budget heads, linkage from CGA in regard to the supervision of centrally assisted programmes. The Module will cover fund allocation, estimation and disbursement process.

(C) Treasury Module would provide for online bill generation and submission to Treasury for bill processing, Standardization of DDO codes and PD account codes, release of funds through cheques or ECS directly to the payee, accounting of Stamps, Personal Deposits and Long Term Advances. Treasuries will be able to render Monthly Accounts to AG with electronic vouchers and challans. (D) e- GRAS Module and e-Treasury Module will provide 24x7 facility to the taxpayers to pay Government tax and non tax payments into Government account by using internet banking facilities. Faster remittance of revenues in Government account, accurate reconciliation and detailed accounting would be the other separate features of the system. The operation would be controlled through separate centralized eTreasury. (E) Social Security Pension Module will cover acceptance of online sanction, issuance of Pension Payment Orders, disbursement through various modes of payment and Individual portal for pensioners. (F) Pension Module to provide facility for online PPO generation and its intimation to treasuries and thereafter-monthly payments are to be handled through the system. (G) Payroll and Human Resources Module to facilitate actuarial valuation of Government liability, complete information of employees and provide mechanism for integration with Integrated Human Resource Management System (IHRMS). (H) Fund Management Module, aiming at day to day control over expenditure, fixing up priorities of payments, allowing expenditure based on objectives, finding additional resources, monitoring of revenue generation and managing cash flow to avoid overdraft. (I) Interface Module with AG in respect of submission of accounts expeditiously and facilitate exchange of voucher level data electronically. It would also provide interface with RBI in reference to the settlement of funds and daily status of Government account. (J) Financial Data Warehouse Module to enable MIS based effective Decision Support System. (K) Other Modules, such as e-Audit, e-Status enquiry, Master Management etc. 2. Efficiency and Improvement Initiatives Faster online transmission of data in seamless environment and in cost effective manner is one of forte of the system. Monthly accounts of the state, compiled Treasury wise, and scrolls from banks are now available in electronic form. This can be transmitted easily without voluminous physical hard copies. Interoperability and Scalability are the other prominent features of the project. Online budget distribution up to Offices (Drawing and Disbursing Officers) is unique in its category. Similarly online data submission for BFCs is also unique for Budget preparation.

C: ENABLER INDICATORS 1. Processes To implement the IFMS project in a sustainable manner various Government Orders were issued and reforms were carried out.

Various BFC formats reviewed and standardized and numbers reduced from 32 t o13. Common codes assigned for Administrative Departments, Heads of Departments and Offices. Bulky BFC formats simplified and codified. Online data for BFC meetings fed from Heads of Department. Budget printed in A4 Size instead of A3 size paper. Online mapping of Offices with HODs completed. Online Budget Distribution to offices. Uniform Codes for Allowances and Deductions assigned at central level. Standardization of Treasury functions and practices to bring them under a common umbrella. Budget Control implemented electronically. Earlier the process of budget control was not being handled through treasuries. Various reports submitted to AG were re-designed and made appropriate for A4 paper size. Electronic Bank scroll process was initiated.

2. People and Resources

a. Project Monitoring Project Monitoring is a major step for the success and sustainability of the project. Project is consistently being monitored by the Project Steering Committee constituted under the Chairmanship of Additional Chief Secretary, Finance. Regular feedback is taken from all the stakeholders and the system is being maintained with the help of Heads of Departments & Treasury Officers. Different Information is sought from the treasury officers regarding the project to monitor the project. This information in various formats is very helpful to assess the project. Regular Workshops and meetings are also organized to tune them with the latest versions of the software. b. Trainings & Workshops Various Workshops and training programs have been organized to sensitize the users regarding the IFMS Project. Before starting the development for various modules of the project, several meetings were organized to tune the users about process re-engineering, requirements gathering and designing of various formats. It helped to understand the requirements in an effective manner for the development team. After development of the modules various workshops were organized to demonstrate the software. Software was then fine tuned as per the feedback and requirements of the end users so that a complete and comprehensive project may be developed before rolling out the project in the field. Several trainings were also organized to train the users for the applications. A Help Desk has been established to facilitate assistance. c. Change Management A well defined Change management strategy has been adopted for all three phases i. e., Preparing for Change, Managing Change and Reinforcing Change. Various workshops were organized for orientation of End Users. Simultaneously, Business Process Re-engineering process has also been initiated by undertaking the task of revision of General Financial and Accounting Rules, Treasury Manual, Budget Manual

and Audit procedures. Standardization of different manual practices and procedures in Finance Department and Treasuries has also been initiated. A systematic approach to address users problems with reference to IFMS and its software has also been adopted. User department requests Nodal Department DTA or Implementing Agency NIC for any change in requirements. NIC team undertakes the job, designs and modifies the software as per the new requirements and then asks the department to perform acceptance testing and report feedback. The performance testing is done to the level of satisfaction of the user department and then the new version of the software is released through Project Management Portal as well as Department Web Site for implementation at field level. d. Leadership Project Teams for Budget Policy Level: Additional Chief Secretary (Finance) -> Secretary, Finance (Budget)- > Director Budget -> Director, Treasuries & Accounts (DTA)(Project Nodal Department) -> State Informatics Officer (NIC) (Project Implementing Unit). Project Teams for Treasuries Policy Level: Additional Chief Secretary (Finance) -> Secretary, Finance (Budget) - >Director Treasuries & Accounts (DTA) (Project Nodal Department) -> State Informatics Officer (NIC) (Project Implementing Unit). On Requirements Basis: Director Treasuries & Accounts (DTA) (Project Nodal Department) & Director Budget -> State Informatics Officer (NIC) (Project Implementing Unit). Fulltime: Dy. Director, Treasuries & Accounts (DTA) (Project Nodal Department) -> Scientist E (NIC) (Project Coordinator for Design, Development and Implementation (technical)) -> Treasury Officers and DIOs of NIC. e. Project Financials/Sustainability At Administrative/HOD Level: Existing Man Power was trained to use the software. No additional manpower recruited. Hence the new system did not put any burden on the Departments. At Treasury Level: A Technical manpower was provided on contract basis to treasuries for executing the project at treasuries & sub-treasuries. At DDO Level: Existing Man Power was trained to use the software. No additional manpower recruited. Hence the software did not put any burden on the DDO offices.

3. Technologies
The Project is fully owned by Government. The Directorate of Treasuries & Accounts with the technical support of NIC has implemented the Project. The Software was developed by NIC after a rigorous system study. The software has been developed on dot net technology as front end and MS SQL Server as back end. Security measures have been ensured and have been given utmost priority. The Role based authentication has been provided in the system in addition to login and Password. The encryption technology has also been adopted to secure the password. It is also

planned to have the data replicated at Disaster recovery site for continuity of the application.

Project Template Annexure

Basic Data of the Project URL of the project, if any: http://ifms.raj.nic.in Response 1. 2. 3. 4. Project Commencement Date/Month & Year Planned duration of the Project in Months/Days (Mention) Date/Month & Year when first online services provided to citizens/stake holders under the project Briefly describe the phases (if any) into which the project is divided for deployment and the status of actual implementation vis--vis the plan Does this project envisage undertaking any NON-ICT related Process Reforms Describe the approach to Project Management Strategy (use of external consultants/agency, role and extent of outsourcing/ internal IT & Project Teams July, 2010 5 Years (60 Months) September 2010 (Submission of online data for Budget Finalization Committees (BFC) Meetings Project is divided into various modules and their sub parts, which are being developed parallel simultaneously. Project is being developed as planned. Yes A Project Steering Committee under the chairmanship of Additional Chief Secretary (Finance), Government of Rajasthan has been constituted. Application Certification Teams (ACT) have been constituted to verify the modules. National Informatics Centre (NIC) and National Informatics Centre Services Incorporations (NICSI) are the implementing agencies for the project. Directorate of Treasuries and Accounts, Rajasthan is the Nodal Department for the project. Yes

5. 6.

7.

Is current data related to stakeholder/beneficiary wise usage of

ICT enabled service/system available