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Change Record
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Date
Author
Versio n
Change Reference
Participants
Participant Name Organization
Reviewers
Name
Position
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Contents
Document Control...................................................................................ii Background.............................................................................................1 Solution Objectives.................................................................................2 Objective and Overview .........................................................................3 Account Payables Functionality............................................................4 Process Diagrams -AS IS Process ...........................................................5 Process Diagrams -AS IS Process (Establishment-4) Advance to Employee................................................................................................6 Process Diagrams -AS IS Process (Establishment-4) Loan to Employee ................................................................................................................7 Process Diagrams -AS IS Process (Establishment-1) Office Travel / LTC Advance..................................................................................................8 Process Diagrams -AS IS Process (Establishment-1) Office Travel / LTC Advance Refunds....................................................................................9 Process Diagrams -AS IS Process (Store Audit Section) Stores Invoicing ..............................................................................................................10 Process Diagrams -AS IS Process Imprest Billing..................................11 Process Diagrams -AS IS Process Imprest Recoupment/Refund............12 Process Diagrams -AS IS Process (Establisment-1) Trainee Stipend.....13 Process Diagrams -AS IS Process (Establisment-4) Contingent Bills / Hired Vehicle Payments........................................................................14 India Taxes AS IS.................................................................................15 As Is Process Payables Reports..........................................................16 Current Business Process Documentation............................................17 Critical Requirements......................................................................17 Current Benchmark Activities..........................................................17 Current Bottlenecks.........................................................................17 Open and Closed Issues for this Deliverable.........................................18 Open Issues.....................................................................................18 Closed Issues...................................................................................18 5 of 17
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Background
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Solution Objectives
The objectives of the Project are to establish an integrated operations and management information system together with all associated support systems that will enable the Port to: Improve its business processes and work practices Closely monitor the performance in all areas of operations and management Provide improved levels of operations and efficient service delivery to its internal and external customers
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Lowest bidder will get the tender Work is awarded to the bidder on the basis of Authorization of Works by respective departments and Higher Management After the completion of certain Milestone bill has been raised by respective departments Respective department measure the work and certified the work done and send it to FADM FADM allots the Seq. No and Enters the Bill details in Olifs Bill along with Measurement Book sent to the Work Section for Auditing. AAO assign it to Case worker, Case Worker prepares the Pass Order (Debit Invoice cum Payment Voucher) if it is as per the agreement in the Tender documents and sends it to the AAO for scrutinizing, after scrutinizing AAO send it for approval(s). If Amount is less than 5 Lacs then it will requires only One Level Approval i.e. AO but if greater than 5 Lacs it will requires 2 Level of Approval i.e. AO and DY. CAO. Finance department will make all the recoveries pertaining to Service Tax, Income Tax etc. After getting the approval Work Section sent it to the Cash Department for Payment processing.
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After the recommendation of HOD, the request release to Central Payroll Finance (CPR)
On the basis of recommendation on request, CPR prepares the Sanction Order (Emp. ID, Emp. Name, Designation, Amount) followed by Consolidated Advance Bill
Establishment-4 Audited/ Passes the Bill and send it to the AO for Authorization
Concerned Officer (AO) will authorize the Bill and send it to the Cash Section for Payment through Establishment -4
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On the basis of recommendation on request, CPR prepares the Sanction Order (Emp. ID, Emp. Name, Designation, Amount) followed by Consolidated Advance Bill
Establishment-4 Audited/ Passes the Bill and send it to the AO for Authorization
Concerned Officer (AO) will authorize the Bill and send it to the Cash Section for Payment through Establishment -4
*Note: Recovery against Salary in Installments *Note: After every recovery Adjustment accounting process have been done in Establishment-4(Manually)
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On the basis of request, CPR prepares the Sanction Order (Emp. ID, Emp. Name, Designation, Amount) followed by Consolidated Advance Bill
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Process Diagrams -AS IS Process (Establishment-1) Office Travel / LTC Advance Refunds
After returning from Official Travel Employee submits all the documents to his/her HOD
Yes
Excess Advance
Short Advance
Excess Advance Statement will be prepare by the CPR and send to the Establishment 1 for audit
Short Advance bill will be prepare by the CPR and send to the Establishment 1 for audit
Establishment-1 audited the entire bill presented by the employee and passes the bill for Payment / Adjustment and process to Cash Section
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Case Worker prepares the Pass Order (Debit Invoice cum Payment Voucher) and sends it to the AAO for scrutinizing, after scrutinizing AAO send it for approval(s). If Amount is less than 5 Lacs then it will requires only one Approval i.e. AO but if greater than 5 Lacs it will requires 2 Level of Approval i.e. AO and DY. CAO After getting the Approval, Case Worker enters the bill in the manual register and then process the bill to Cash Section
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On the basis of approval, concern department prepares the Sanction Order/ Bill and send it to the Finance Department
Finance Department Audited/ Passes the Bill and send it to the AO for Authorization
Concerned Officer (AO) will authorize the Bill and send it to the Cash Section for Payment
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On the basis of Approval, concerned department prepares the bill and send it to the Finance Department
Finance Department audited the Bill and passes the Adjustment entry and sends it to the Cash Section
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Trainee will record their presence in the Attendance register maintain by concern department officer
Concern department will send the attendance records of the Trainee(s) by the end of the month to the Administration Department
Administration department will prepares the Stipend Bill(s) and send it to the Establishment-1 for Auditing
Establishment-1 will Audit the Bill(s) , prepares Debit Advice cum Payment Voucher and send it to the Cash Section for Payment
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Process Diagrams -AS IS Process (Establisment-4) Contingent Bills / Hired Vehicle Payments
Department(s) will send their Contingent Bills to the Finance Department after getting approval from their concerned HOD
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India Taxes AS IS
I. Tax Liability 1. Service Tax Service Tax Payable ( Collected by NMPT) Service Tax Receivable ( Paid by NMPT) Excise Duty Receivable ( Paid by NMPT) 2. TDS Receivable ( Collected by Agents) Port Services 3. TDS Payables ( Collected by NMPT) Salaries & Pensions Contractors, Professional Charges and Others 4. TCS ( Collected by NMPT) Scrap Sales Parking Lot and Others 5. KVAT Works Contract Tax Scrap Sales 6. Royalty 7. Professional tax II. Registrations PAN Number ST Code ST Registration Number TIN Number NMPT TAN Number RCHW TAN Number Returns : AAALN0057A : AAALN0057AST001 : (PRT)(RIS)(CBL)(MAK)/MNG/ST-1/01/2001: 29260000 : BLRF00825G : BLRR03544C
NMPT
III. 1. 2. 3. 4. 5.
Quarterly TDS Returns Half-Yearly Service Tax Returns Form 16 issued yearly Form 16A issued monthly Professional Tax Annual Return
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Bottlenecks
Critical Requirements
As per existing requirements analysis of Account Payables, following functionality is found to be critical: RA Bills generation RCHW Wage calculation
Current Bottlenecks
NA
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ID
Issue
Resolution
Responsibility
Target Date
Impact Date
Closed Issues
ID
Issue
Resolution
Responsibility
Target Date
Impact Date
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