Field Office-Post Role

Mapping
User Manual for Field office-Post Role Mapping

Field office post role mapping is a process in which an employee will be assigned the roles which he/she
can perform in Khajane-II application. An employee will be identified to a post and roles are assigned to
this employee’s post.
User Manual for Field Office-Post Role Mapping

Table of Contents
1 Overview ............................................................................................................................................... 3
1.1 Field office post-role mapping: ..................................................................................................... 3
1.2 Purpose: ........................................................................................................................................ 3
1.3 Users: ............................................................................................................................................ 3
2 Chapter: Field office Post-Role Mapping .............................................................................................. 3
2.1 Chapter Overview ......................................................................................................................... 3
2.2 Field Office post-role mapping Process ........................................................................................ 4
2.3 Screen wise description ................................................................................................................ 6

Page 1 of 25
User Manual for Field Office-Post Role Mapping

Table of Figures
Figure 1: Khajane II application login screen ................................................................................................ 6
Figure 2: Navigation to the Field office post-role mapping screen .............................................................. 7
Figure 3: List of Field office mapped to treasury screen............................................................................... 7
Figure 4: Field office details screen .............................................................................................................. 8
Figure 5: Field office-Post-Role mapping-selection of post screen .............................................................. 9
Figure 6: Field office-Post-Role mapping-roles mapped to post screen....................................................... 9
Figure 7: Field office-Post-Role mapping-selection of role screen ............................................................. 10
Figure 8: Field office-Post-Role mapping-selected roles screen ................................................................. 11
Figure 9: Field office-Post-Role mapping-replace hyperlink screen ........................................................... 12
Figure 10: Field office-Post-Role mapping-replace post screen ................................................................. 12
Figure 11: Field office-Post-Role mapping-replace post details screen...................................................... 13
Figure 12: Field office-Post-Role mapping-removal post role: selection of post screen ............................ 14
Figure 13: Field office-Post-Role mapping-removal post role: selection of role screen............................. 14
Figure 14: Field office-Post-Role mapping-removal of post role screen .................................................... 15
Figure 15: Field office-Post-Role mapping- support staff: selection of post name screen......................... 15
Figure 16: Field office-Post-Role mapping- support staff: selection of support staff post name screen ... 16
Figure 17: Field office-Post-Role mapping- support staff: selection of role name screen ......................... 16
Figure 18: Field office-Post-Role mapping- support staff screen ............................................................... 17
Figure 19: Field office-Post-Role mapping- DDO messenger: selection of DDO post name screen ........... 18
Figure 20: Field office-Post-Role mapping- DDO messenger: selection of DDO messenger post name
screen .......................................................................................................................................................... 18
Figure 21: FO Post-Role mapping request submission confirmation and forward to next level screen .... 19
Figure 22: Khajane II application login screen ............................................................................................ 19
Figure 23: Navigation screen ...................................................................................................................... 20
Figure 24: Verifier Work list screen ............................................................................................................ 20
Figure 25: Verifier verify the field office details screen .............................................................................. 20
Figure 26: Verifier verify the post role mapping details screen ................................................................. 21
Figure 27: Verifier forwarding request to approver Screen ....................................................................... 21
Figure 28: FO Post-Role mapping request successfully forwarded to next level screen ............................ 22
Figure 29: Approver login screen ................................................................................................................ 22
Figure 30: Navigation screen ...................................................................................................................... 23
Figure 31: Work list screen ......................................................................................................................... 23
Figure 32: Approver verify the field office details screen ........................................................................... 23
Figure 33: Approver verify the post role mapping details screen .............................................................. 24
Figure 34: Approver approving screen........................................................................................................ 24
Figure 35: Post role mapping successfully approved screen ...................................................................... 25

Page 2 of 25
User Manual for Field Office-Post Role Mapping

1 Overview

1.1 Field office post-role mapping:

Field office post role mapping is a process in which an employee will be assigned the roles which he/she
can perform in Khajane-II application. An employee will be identified to a post and roles are
assigned to this employee’s post.
Multiple roles can be assigned to a post and based on the roles mapped to the post, employee can
access and perform the different processes of Khajane-II application.

1.2 Purpose:

The use of Field office post-role mapping is to define the access level to each user of Khajane-II system.
Only the roles for which he/she is authorized to access will be mapped using this process. User will not
have access to perform any other activities in Khajane-II system for which he is not authorized or
mapped for.

1.3 Users:
The use of post role mapping is for all the users who access Khajane-II system - Treasury users,
Administrative department users, DDOs, CO, CCO, support staff, DDO messengers etc.

2 Chapter: Field office Post-Role Mapping

2.1 Chapter Overview

• FO post-role mapping master: Each field office can have multiple posts under it. Each Post has to
be mapped to multiple roles to define the access level and the tasks that the incumbent holding the
post can have in the K-II System.

A. The procedure to be followed by Treasury during Field office post-role mapping: (For
Treasuries)
1. Use this functionality to assign roles to post
o TO BE DONE BY: Treasury Department
o TO BE DONE FOR: Treasury Staff, DDOs, CO, CCO, support staff, DDO messengers etc
(connected with your Treasury)

Pre-requisite:

1. PMU should have configured all masters of Organogram Lite.

2. PMU should have prepared the data entry format for collecting the FO-post-role details and
share it with all Treasuries.
3. Treasuries will send the data formats to the underlying field offices to collect the data required.

i. Field offices will fill in the details and send it back to treasury.

Page 3 of 25
User Manual for Field Office-Post Role Mapping

2.2 Field Office post-role mapping Process

Treasury Maker, Verifier and Approver to perform post-role mapping based on the information
provided by Field Offices.

Details Required from Field Offices for post-role mapping:

a. Field Office name

b. All approver’s Posts in FO, Role assigned to each of the post (Ex: DDO, CO, CCO, CSO etc)

c. Support staff’s post, Role assigned to each of the Support staff (max 2 Support staff)

d. DDO Messenger’s post (max 2 DDO messenger)

Treasury Creator

1. Login: : Treasury creator will login into Khajane-II application

2. Navigation to invoke Field office post-role mapping Screen
General Admin-> Organogram-> Organogram->Field office post role mapping.
3. Select the field office. (Search for the required field office and select MAP hyperlink). Field office
post role mapping screen will be populated.
4. Field office details: This screen will be used to view the field office details
a. Field office details will be shown (AD, Directorate, Budget office, Field office name and
code, address details).
b. Enter the remaining field office details (address line1, address line2, contact numbers)
5. Field office Post-Role Mapping: This screen will be used to:
a. Map each posts to the Role/roles.
b. Replacing the role from existing post to another post.
c. Removal of Post- Role mapping.

Map the posts to the Role: This should be used when a new role has to be assigned to a post
a. Select the post for which roles needs to be mapped.
b. Select DDO/CO/CCO/CSO/sanction authority/budget release authority/any approver/
treasury posts etc.
c. If the post selected has DDO/CO/CCO/CSO roles, then the roles will be auto populated
(fetched from DDO/CO/CCO and Budget line-DDO-CO-CCO master respectively).
d. If posts have any roles such as a sanction authority, budget releases function/role,
treasury or any another other AD/FD approval roles, then all those roles have to be
mapped to the post selected.

Page 4 of 25
User Manual for Field Office-Post Role Mapping

Replacing the role from existing post to another post: This should be used when a role has
been assigned to wrong post and the post has to be replaced
a. Select the Post for which wrong role has been assigned.
b. Roles already mapped to the post will be shown in the “Role mapped to selected post”
table.
c. Click on “Replace” hyperlink against the role to replace the role from existing post to
another post.
d. Select the correct post for which this role has to be assigned.

Removal of Post- Role mapping: This should be used to modify/remove the roles that are
already mapped to the post.
a. Select the post name for which the role needs to be removed.
b. Select the role name which has to be de-mapped from the post.

6. Support staff post-role mapping: For each of the DDO/CO/CCO/CSO post selected in the
previous screen, the support staffs needs to be mapped, i.e., creator and verifier. Only 2 support
staffs posts can be mapped for each of the approver posts and assign roles.
a. Select DDO/CO/CCO/CSO posts for whom support staff has to be mapped.
b. Select support staff posts.
c. Select roles to be mapped to support staff.
7. DDO messenger mapping: For all the posts which have a DDO role, the DDO messenger’s post
has to be mapped.
a. Select DDO’s post for whom DDO messenger has to be mapped.
b. Select DDO messenger’s post.
8. Click SUBMIT button (This will save the information and Submit application for verification)

Treasury Verifier

9. Login: Treasury verifier will login into Khajane-II application

10. Navigation to work list.
Workflow->work list->work list
11. The submitted application will be available for the verifier to take action.
12. Verify the application and modify if required.
13. Click FORWARD button (This will save the information and Submit application for approval)

Treasury Approver

14. Login: Treasury approver will login into Khajane-II application

15. Navigation to work list.
Workflow->work list->work list
16. The submitted application will be available for the approver to take action.
17. Verify the application and modify if required.
18. Click APPROVE button and provide the DSC to complete the transaction.

Page 5 of 25
User Manual for Field Office-Post Role Mapping

19. On approval, the roles will be mapped to the respective posts and users can perform these roles
in Khajane-II application.

2.3 Screen wise description

Creator Activity:

 Login to Khajane II Application: Creator will Login to the application using his/her
credentials.

Figure 1: Khajane II application login screen

 Treasury Maker navigate to Field Office Post Role Mapping screen

 General Admin > Organogram > Organogram > Field Office Post Role Mapping

Page 6 of 25
User Manual for Field Office-Post Role Mapping

Figure 2: Navigation to the Field office post-role mapping screen

 Search Field Office :

 The list of field offices mapped to the treasury will be shown.
 Select the Administrative Department, Directorate, Budget Office details from the drop down
list and enter the field office name and click on Search button to filter the field office.
 Click on “Map” hyperlink

Figure 3: List of Field office mapped to treasury screen

Page 7 of 25
User Manual for Field Office-Post Role Mapping

 Field Office Details – View the details

Figure 4: Field office details screen

Field office post role mapping

 Navigate to Field Office-Post-Role Mapping tab.

1. Mapping Post to Role: This should be used when a new role has to be assigned to a post.
 Select the Post from Post Name field. (Minimum 2 characters to be entered to select the
post).
 Roles already mapped to the post will be shown in the “Role mapped to selected post”
table.

Page 8 of 25
User Manual for Field Office-Post Role Mapping

Figure 5: Field office-Post-Role mapping-selection of post screen

Figure 6: Field office-Post-Role mapping-roles mapped to post screen

 Select the Role Name to be mapped to the selected post. (Minimum 2 characters to be
entered)

Page 9 of 25
User Manual for Field Office-Post Role Mapping

Figure 7: Field office-Post-Role mapping-selection of role screen

Page 10 of 25
User Manual for Field Office-Post Role Mapping

 Click on Add button.

 The role mapped to the post will be shown in the table below. If wrong role has been
selected, then it can be deleted by clicking “delete” hyperlink.

Figure 8: Field office-Post-Role mapping-selected roles screen

2. Replacing the role from existing post to another post: This should be used when a role has been
assigned to wrong post and the post has to be replaced.
 Select the Post from Post Name field. (Minimum 2 characters to be entered to select the
post).
 Roles already mapped to the post will be shown in the “Role mapped to selected post”
table.
 Click on “Replace” hyperlink against the role.

Page 11 of 25
User Manual for Field Office-Post Role Mapping

Figure 9: Field office-Post-Role mapping-replace hyperlink screen

 Select the correct post for which this role has to be assigned.
 Click on “Replace post” button.

Figure 10: Field office-Post-Role mapping-replace post screen

Page 12 of 25
User Manual for Field Office-Post Role Mapping

 The new post for which this role needs to be mapped will be shown in the mapping table.
 The existing post from which this role needs to be de-mapped will be shown in the
“Removal of post-role” table.

Figure 11: Field office-Post-Role mapping-replace post details screen

3. Removal of Post- Role mapping: This should be used to remove the roles that are already mapped to
the post.
 Select the post name for which the role needs to be removed.
 Select the role name which has to be de-mapped from the post.
 Click on “Add” button.
 The role to be de-mapped from the post will be shown in the table below. If wrong role has
been selected, then it can be deleted by clicking “delete” hyperlink

Page 13 of 25
User Manual for Field Office-Post Role Mapping

Figure 12: Field office-Post-Role mapping-removal post role: selection of post screen

Figure 13: Field office-Post-Role mapping-removal post role: selection of role screen

Page 14 of 25
User Manual for Field Office-Post Role Mapping

Figure 14: Field office-Post-Role mapping-removal of post role screen

Support staff post role mapping

 Navigate to support staff-Post-Role Mapping tab, if support staffs needs to be mapped to
DDO/CO/CCO/CSO.
 Select the Post from Post Name field. (Minimum 3 characters to be entered to select the
post). Only the DDO, CO, CCO posts to whom support staffs needs to be mapped will be
shown in the list for selection.

Figure 15: Field office-Post-Role mapping- support staff: selection of post name screen

Page 15 of 25
User Manual for Field Office-Post Role Mapping

 Select the support staffs post name field.

Figure 16: Field office-Post-Role mapping- support staff: selection of support staff post name screen

 Select the role to be assigned for the select support staff’s post.

Figure 17: Field office-Post-Role mapping- support staff: selection of role name screen

Page 16 of 25
User Manual for Field Office-Post Role Mapping

 Click on “Add” button.

 The role mapped to the post will be shown in the table below. If wrong role has been
selected, then it can be deleted by clicking “delete” hyperlink.

Figure 18: Field office-Post-Role mapping- support staff screen

DDO messenger mapping

 Navigate to DDO messenger mapping tab, if DDO messenger needs to be mapped to DDO.
 Select the DDO Post from Post Name field. Only the DDO posts for whom DDO messenger
needs to be mapped will be shown in the list for selection.

Page 17 of 25
User Manual for Field Office-Post Role Mapping

Figure 19: Field office-Post-Role mapping- DDO messenger: selection of DDO post name screen

 Select the DDO messenger’s post name field.

 DDO messenger role will be shown in the Role name field.
 Click on “Add” button.
 The DDO messenger post to be mapped to the DDO post will be shown in the table below. If
wrong post has been selected, then it can be deleted by clicking “delete” hyperlink.

Figure 20: Field office-Post-Role mapping- DDO messenger: selection of DDO messenger post name
screen

Page 18 of 25
User Manual for Field Office-Post Role Mapping

 Clicking on “Save” button. System will ask for confirmation.

 Click on “Yes”. System will submit the request to verifier for verification.

Figure 21: FO Post-Role mapping request submission confirmation and forward to next level screen

Verifier Activity:

 Login to Khajane II Application: Verifier will Login to the application using his/her
credentials.

Figure 22: Khajane II application login screen

Page 19 of 25
User Manual for Field Office-Post Role Mapping

 Treasury Verifier should navigate to the below path.

 Navigate to Workflow > Work list > Work list

Figure 23: Navigation screen

 Verifier Work list :

 Verifier will open the request by clicking on the hyperlink (Document number)

Figure 24: Verifier Work list screen

 Verifier will cross check the field office details and post role mapping summary details.

Figure 25: Verifier verify the field office details screen

 Once all the details are reviewed, verifier will select the next level and forward for approval. (If
there are many roles at the same level, system will ask the user to select next level to whom
request needs to be forwarded)

Page 20 of 25
User Manual for Field Office-Post Role Mapping

 Select the approver and click on “forward” button.

Figure 26: Verifier verify the post role mapping details screen

 System will ask for confirmation. Click on “Yes” button to forward it to Approver.

Figure 27: Verifier forwarding request to approver Screen

Page 21 of 25
User Manual for Field Office-Post Role Mapping

 Successful message of forwarding the request to approver will be shown.

Figure 28: FO Post-Role mapping request successfully forwarded to next level screen

Approver Activity:

 Login to Khajane II Application: Approver will Login to the application using his/her credentials.

Figure 29: Approver login screen

Page 22 of 25
User Manual for Field Office-Post Role Mapping

 Approver should navigate to the path - Workflow > Work list > Work list

Figure 30: Navigation screen

 Approver will go to the Work list and open the request by clicking on the document number
hyperlink.

Figure 31: Work list screen

 Approver will cross check the field office details and post role mapping summary details.

Figure 32: Approver verify the field office details screen

 Approver will click on “Approve” button.

Page 23 of 25
User Manual for Field Office-Post Role Mapping

Figure 33: Approver verify the post role mapping details screen

 Approver clicks on “Yes” button to confirm the approval.

Figure 34: Approver approving screen

Page 24 of 25
User Manual for Field Office-Post Role Mapping

 User will be alerted for successful confirmation.

Figure 35: Post role mapping successfully approved screen

 On approval, the roles will be mapped to the respective posts and users can perform these roles
in Khajane-II application.

Add:

1. Pre-requisites, What information should be available for performing this task in the system
2. Care to be taken, especially when multiple roles have to be mapped to a single post, how to go
about and then mapping who will be the verifier or maker to each of this role. This has not been
clearly explained.
3. Steps in this process, which should come first, Approver? Verifier? Or maker? This also should
be clearly mentioned.

Page 25 of 25