GOVERNMENT OF TAMIL NADU DEPARTMENT OF TREASURIES AND ACCOUNTS

PRESENTATION

ON

e-INITIATIVES IN TREASURIES DEPARTMENT

CTA

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BIRD’S EYE VIEW OF TREASURIES in TAMIL NADU Treasuries and Accounts Department is called the custodian of Government money since it is an agency through which all the Government transactions are being carried out.

  Originally, all the Treasuries were functioning under the control of Revenue Department In 1954, The Pay and Accounts Office was formed in Chennai, then Madras City, combining the work of treasury functions and audit functions, under the administrative control of Finance Department.

 In 1962, The Department of Treasuries and Accounts was formed. All the District Treasuries (12 Districts excluding Chennai at that time), Sub-treasuries under the control of District Treasuries and Pay and Accounts Office, Chennai were brought under the control of Treasuries and Accounts Department with overall Department.

administrative control of Finance  Now, the Department comprises of :       

Commissionerate 3 offices of Regional Joint Directors 9 Pay and Accounts Offices 30 District Treasuries 203 Sub Treasuries Pension Pay Office, Chennai Office of Assistant Superintendent of Stamps, Chennai.

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TREASURY FUNCTIONS

MAIN TREASURY FUNCTIONS

RECEIPT OF GOVERNMENT MONEY PAYMENTS ON BEHALF OF GOVERNMENT PENSION PAYMENTS SALE OF STAMPS THROUGH VENDORS COMPILATION OF GOVERNMENT ACCOUNTS (DISTRICTWISE) SAFE CUSTODY OF VALUABLES MAINTENANCE OF A/Cs FOR LOCAL FUND / PERSONAL DEPOSITS etc,.

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   

e-GOVERNANCE AND COMPUTERISATION

In compliance with the Hon’ble Chief Minister’s directives in the Government Letter No.

4261/SPC/IPT/2003-1 dated 4.12.2003

to introduce

e-governance

in selected departments including treasury, hence the process was started to implement e-Governance in this department through

and Accounts Information System ( TNTAIS).

Tamil Nadu Treasuries

e-Governance is oriented.

process reengineering and process automation

and is citizen e-governance is closely connected with

computerisation process

.

How this process has taken place and taking shape in this department is detailed below.

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  

EVOLUTION OF COMPUTERISATION IN THE DEPARTMENT OF TREASURIES AND ACCOUNTS, TAMIL NADU PIONEERING INITIAL SYSTEM OF DATA CENTRE, CHENNAI (70’S & 80’S)

Treasuries and Accounts Department is one of the first departments to adopt computerized systems.

The computing facilities at Government Data Centre, Chennai were used from early 1970s for preparing monthly accounts. The data received from all the treasuries were captured using punched cards and processed on IBM 1401 system.

Though this exercise was not successful, this has however created an awareness on usage of computers for majority of the employees of the department computerization.

and introduced systems amenable for 5

EVOLUTION OF COMPUTERISATION ….. FIRST PHASE

       In 1992-1993 pilot implementation in two Sub Treasuries viz., Nandanam and Tambaram in Thiruvallur District for the purpose of preparation of inputs of daily receipts and payments.

Subsequently, AT-286 Systems at Sub Treasuries and AT-386/486 multiple terminals were provided for consolidation of Accounts systems with at Treasuries and Pay and Accounts Offices for compilation of monthly accounts.

District The systems were developed in FoxBASE under Sco-Unix environment for implementation of accounts compilation.

Our software requirements are being met by National Informatic Centre, Government of India, Chennai from the inception.

On training front very few staff members have got exposure to the limited extent of preparation of Inputs which form a part of treasury accounting system.

SECOND PHASE

Later the systems in District Treasuries and Pay & Account Offices were upgraded to Pentium-I.

The sub treasuries continued to work with the old systems.

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EVOLUTION OF COMPUTERISATION ….. THIRD PHASE : (2003 and 2005)

 The old systems have been replaced by new ones in all the Offices,District Treasuries, and Sub Treasuries.

Pay and Accounts  However, the usage of computers is limited to the preparation of inputs and finalisation of accounts and monthly pension pilot scheme.

Electronic Clearance System (ECS)

:

FIRST PHASE :

Payment of salaries of all Government Employees through ECS in all Pay and Accounts Offices and District Treasuries

…… Implemented SECOND PHASE

: Payment of all Non Statutory Deductions through ECS in all Pay and Accounts Offices only

…… Implemented

Payment of Non Salary claims through ECS in all Pay and Accounts Offices only

… Under Implementation

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EVOLUTION OF COMPUTERISATION …..

THIRD PHASE:

Introduction of ECS in all aspects in all the Sub - Treasuries

… Proposed to be implemented

 A pilot automated bill passing system (TNTAIS) including connectivity with Banks in Pay and Accounts Office (Secretariat), Chennai, District Treasury and Sub Treasuries of Theni District and the District Treasury, Karur, is to be launched shortly.

 E mail connectivity between District Treasuries, Pay and Accounts Offices with the Office of the Special Commissioner and Commissioner of Treasuries and Accounts and Office automation has been established  The Software for all the above programmes have been developed by National Informatics Centre, Government of India, Chennai .

 An e – Office concept is proposed to be implemented in the Commissionerate where movement of files will be done electronically.

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EVOLUTION OF COMPUTERISATION …..



SOME INHOUSE DEVELOPMENTS:-

The staff of EDP wing of the Commissionerate has developed a software for

SERVICE

“

ALL INDIA OFFICERS’ GROUP INSURANCE SCHEME

” covering all the IAS,IPS and IFS officers of Tamil Nadu Cadre.

The software was got certified by the National Informatics Centre, Chennai and implemented successfully from 2004. This project has been developed in Visual Basic 6.0 as front end and Sql. Server 2000 as backend and crystal reports.

   Another staff of EDP wing of the Commissionerate has developed a software in Visual Basic 6.0

as front end and SQL Server 2000 as backend and crystal reports, for the implementation of “

HEALTH FUND SCHEME FOR GOVERNMENT EMPLOYEES

” which has also been certified by the National Informatics Centre, Chennai. This is a huge project which covers nearly 6.5.lakhs

employees, with an inflow and outflow put together amounting to This package made the system very efficient, update and

Rs. 14 Crores

“

online

” from 2004.

annually.

A new software for the “

INSPECTION

” of Treasuries has been developed by the one of the staff members of the Department. The platform is Windows VB6 as front end and MS-ACCESS as back end and crystal reports. This package has been successfully tested in the District Treasury, Theni.

A treasury staff in Theni District has developed a software package for

OPERATIONS

” in Foxbase which is yet to be tested and implemented.

“

STRONG ROOM

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STUDIES MADE BY e-GOVERNANCE COMMITTEE MEMBERS

 The members of the Committee studied the steps taken by the Treasuries and Accounts department in computerising the Treasury Systems.

 The report given by the sub committee members were thoroughly examined.

 The e-gov Committee members studied the best practices in Treasuries within and without Tamil Nadu as given below:  Visited a District Treasury and a Sub Treasury within Tamil Nadu to study the present mode of operations.

    Visited Bangalore and studied the Khajane system implemented in Karnataka.

Visited Mumbai and observed the new Koshwahini system implemented at PAO, Bandra and the earlier model in use at District Treasury, Thane.

The members had Video Conferencing sessions with NIC and Treasury Officers at Thiruvananthapuram and other locations.

The final report of the e-Governance committee with a draft proposal complete with its recommendations and costing has been submitted to Government on 29.4.2005

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PROCESS RE-ENGINEERING

An exercise done by the Sub Committee members comprising of retired officials of Treasuries and Accounts Department.

Two sub committees were formed to study :-

1.

simplification of work procedures

2.

simplification of forms and registers

3.

external applications relating to Drawing Officers etc.,

Scrutinised To be continued Modifications suggested To be deleted FORMS REGISTERS

145 83 11 51

T O T A L

117 64 13 40

WORK PROCEDURES

25 - 25 --

TOTAL 287 147 49 91 287

  In respect of bill forms presented by DDOs they have recommended for reduction of 20 forms to 11 forms.

However, the Department has attempted to reduce the bill form one single bill form.

The sub committees expressed some reservations against using this code form and hence two forms were evolved, one for salary claims & another for non salary forms.

Based on the final recommendations of the e-Governance members and Government’s acceptance in full and part, the draft amendments to relevant codal provisions will be proposed.

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Some of the best practices observed in other states;

Connectivity up to Sub Treasury level implemented at Karnataka and Madhya Pradesh.

Web based system implemented at PAO, Mumbai with leased line connectivity between PAO and Sub PAO, Secretariat.

Facility for implementing Ways and Means control at Karnataka using VSAT connectivity.

Central database of transactions maintained at Bangalore and Mumbai.

Exhaustive MIS query system using the central database available at Bangalore and Mumbai.

Website of UP Treasuries ( http://upgov.up.nic.in/uptreasuries ) Payroll information site of Uttaranchal ( http://gov.ua.nic.in/payroll ) Interactive Voice Response System based query facility of Karnataka 12

STUDY RESULTS OF THE e-GOVERNANCE MEMBERS

The result of the various studies undertaken by the committee and future vision for the department on implementation of the recommendations are as follows;

 Work simplification  Provision of infrastructure facilities like hardware, software, interconnectivity and networking, site preparation etc.,  Human resource developments like motivation, training etc.,  Creation of awareness among all concerned  Adoption of best practices

These are brought out in some of the simple flow charts.The flow charts are based on the objectives of e-governance identified by the department.

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TNTAIS - TREASURY DISBURSEMENTS

PRESENT (MANUAL)

DDO PUBLIC

VARIOUS BILL FORMS BUDGET CHECK

A U D I T

METAL / PAPER TOKEN BILL PASSING PILOT (MANUAL & ELECTRONIC FLOWS)

DDO PUBLIC

TWO BILL FORMS BUDGET CHECK / TOKEN ISSUE THROUGH SYSTEM

A U D I T

BILL PASSING & INPUT DATA CAPTURING FUTURE VISION (ALL ELECTRONIC FLOWS)

DDO PUBLIC A U I D T

TREASURY SERVER BUDGET CHECK, BILL PASSING & INPUT DATA SALARY / PENSION

N N

APP ROV AL

Y

CHEQUE / ECS INPUT FINAL A/c AG GOVT .

N

APP ROV AL

Y

CHEQUE/ ECS FINAL A/c CENTRAL SERVER AG / GOVT .

APP ROV AL

Y

ECS FINAL A/c CENTRAL SERVER AG / GOVT .

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TNTAIS - GOVERNMENT RECEIPTS

PRESENT (MANUAL) S C R O L L DEPARTMENTS PUBLIC CHALLAN TREASURY FOR DP CODE VERIFICATION WHEN CONSULTED CHALLAN WITH CASH / DD BANK PILOT FUTURE VISION (ALL ELECTRONIC FLOWS) DEPARTMENTS PUBLIC CHALLAN TREASURY INITIAL DATA CAPTURED THROUGH SYSTEM e S C R O L L CHALLAN WITH CASH / DD BANK RECEIPT DETAILS CAPTURED IN SYSTEM REMITTER CHALLAN TREASURY FOR DATA CAPTURE CHALLAN DD/CASH eSCROLL CHALLAN / DD PORTAL / CALL CENTRE CHALLAN DD/CASH BANK e REMITTANCE/ GOVT.SWIPE CARD etc., ACCOUNT FLOW AG/GOVT.

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SECURITY FEATURES

The Department plans to introduce the following security measures wherever necessary.

1.

Digital signature and

PKI

(

Public Key Infrastructure

)

2

.

Daily created Secondary password suggested by

NIC

in the pilot

TNTAIS 3.

Biometric

4.

Encrypted data transmission

5.

Web securities-firewall

6.

Mirroring and replication

7.

Infrastructure security like disaster recovery centre located in a distance place Other security and legal aspects will also be considered 16

HUMAN RESOURCE DEVELOPMENT VIS-A-VIS E-GOVERNANCE

 Creating general awareness about the significance of e-Governance and computerization taking place in the department to the employees and all other related persons.

 Formation of core team for implementation of e-Governance.

modifying business rules and  Motivational promotions, rewards for qualified persons in department who are engaged in implementation in e-Governance.

the

TRAINING NEEDS

Employees to be trained in the following by stages and also some selected employees in advanced levels.

1. Basic and introduction to computer.

2. Office tools i.e., MS-Office, Internet browsing and email etc., 3. Treasury Input and Accounting System 4. Customised training e-Governance software of

TNTAIS

5. Minimum hardware maintenance and prompt management of trouble shooting.

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ADVANCED LEVEL

1. Interconnectivity and networking 2. Training for system applications 3. Training for system administration  Promotion policies and recruitment policies may be designed to make eligible for employees who are having computer exposure according to levels.

TRAINING TO DDOs

 DDOs will be given training by the Department in consultation with NIC in the following areas; Use of digital signature transmitting Web based bill forms etc.,

MASS INITIAL TRAINING TO THE TREASURY STAFF

Apart from the training from the staff the NIC will be consultant to give course packages for imparting training to large gatherings.

Departmental of Technical Education, Polytechnics and other Colleges will approach for use of the facilities during free time. ELCOT will also be consultant in this regard.

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