Intranet cum Web Circular System

for Civil Accounts Organisation

 

Present position

 

 

CGAs office being the headquarters of Civil Accounts Organisation remains at the hub of various kinds of activities with the field offices. In order to perform the assigned functions a lot of interaction takes place among various field units and headquarters. This generates a lot of paper work for all the units and specially to and from the headquarters.

 

 

 

Definition of

Electronic Solution

 

A system to exchange information electronically through the medium of Internet between the office of CGA and the field offices.

 

It has been decided to make use of Internet as a main vehicle for dissemination of relevant information. With faster communication decision making would be faster and will reduce the paper generation. Traditionally all communication to and from offices is done through written and authenticated documents. The mode of transmission of these documents is mail or at best fax in certain cases which is very slow and costly. Under the new system most of the routine communication would be through electronic medium.

Benefits

 

     Fast transfer of information

     Expedite decision making process

     Reduce paper work

Complete Spectrum of

the system

 

Electronic exchange of all two way information transmitted via paper.

     May include circulars (of various categories),

     Manuals: Those issued by CGA office (CAM, GAR etc.) Reports : Inspection reports, Internal Audit reports etc.

     Directory of officers

     Bulletin Board/Discussion forum on accounting matters.

To Start

With

Web Circular System(WCS)

 

 

     The system shall facilitate transmission of various circulars, notices, responses to notices etc., electronically from CGA office to PrCCA/CCA/CA offices and vice versa.

 

     The information exchange shall happen on a secure Intranet. This means that the medium of information transfer will be the Internet. The access, however will be restricted by means of login user-ids and passwords. Only those users who have an authentic user-id and password will be able to enter the Intranet and view the information places there. For general public, only the home page shall be visible like any other web-page.

 

     The system shall also enable exchange of information (not covered above) via email. The Intranet hosts the email accounts for all the field offices and individual ICAS officers. The accounts can be used both for transmission of official information and private email purposes. Further details on how to use the e-mail system are given in a later section on E-mail.

How WCS

Works?

 

The major activities of the system shall take place in the following chronological order:

     Circulars will be posted by various sections of CGA office on a common database at our website. (access to this database will be restricted to the officers of CGA organization)

     Once a circular has been posted in the database, information about it will be sent via e-mail to all the concerned field office(r)s.

     The e-mail (sent in the previous point) will contain a link to the particular document, which is actually residing in the database at our website.

     On clicking on that link, the user (field office) will come to the first page of the Intranet site where he will be asked to authenticate himself by means of a user id and password.

     On successful authentication, the user is logged into the Intranet area and he can then view the complete document .

     An alternate method by which the user can view documents i.e. w/o receiving an e-mail is to directly go to the public home page of the site at cga.nic.in/home.asp . He can then go to member login area on the top left and login by giving his user-id and password. Once successfully logged in, he can view the various documents posted there till date.

     The system shall also monitor the regular viewing of the circulars sent by CGA office to the field offices. Soon as an e-mail sent by CGA office is read by the concerned officer, a message regarding this will be automatically sent to the concerned CGA office section. If however any field office does not check its mail regularly, reminders shall be sent to him for the same.

An example of the process of hosting and viewing a circular is presented in the following section.

 

Example

Let us assume that CGAs office has posted a circularNo.A.11020/2/2000/MF-CGA(A)/882 dated 6th Jun 2001 on the web which is marked to all the CCAs/CAs. As soon as it is posted, e-mail (as shown in the screen shot above) will be sent to all the addressees which will have the link (encircled in the picture)to this circular.

 

Once you click on this link, you get an authentication screen as follows:

 

 

 

 

 

After authentication is successful you can see the document as follows:

Further if you want to read the original circular you can click on the view PDF (encircled) which will show you the original circular as shown below:

 

 

 

You can even print this copy as it is.(The above documents have been stored in Adobes PDF format, therefore, for reading this document you need Adobe Acrobat Reader which is a free utility and can be down loaded from http://www.adobe.com.)

 

 

Users

 

There are three types of users of this system Administrator, Section heads in the CGAs office and the users in the field offices.

 

Administrator : The super user or the administrator of the system will have the power to create users, give them various permissions, manage the entire website and its upkeep. The Systems Group in CGAs office is the Administrator.

Section Heads : These are users in the CGAs office who are responsible for posting the communications of their respective sections. They have right to add a new document, edit or delete an existing document pertaining to their section. They shall also be able to send and receive e-mails. The e-mail sent by them to field offices about posting of a communication will be sent automatically by the system.

 

View Users: The majority of the users of the system will be of this type. They will be able to view the various documents placed on the Intranet. In order to be able to see theses documents, they will, however, need to authenticate themselves by means of the Username and Password. These usernames and passwords have been created centrally by the Systems Group for each user and can be obtained from them. Subsequently, the password control can be exercised by the users themselves. All the users in this category will only be able to view the documents they cannot alter the documents.

It is very important that all the users exercise all controls required to maintain the confidentiality of their user-ids and passwords. Failure to do so may endanger the integrity of the Intranet (which is a restricted entry network).

 

 

 

Communication from Field offices

 

 

 

As mentioned in the previous paras, as of now, the field users, who are primarily the view users have only read rights on the documents. They can not write anything on them. At a later stage, there are plans to start some discussion forums and bulletin boards where the view users can also post their views to be seen by all Intranet users. As of now, however, in order to communicate with the respective section which has posted a particular document, the view user can send an e-mail to the Section head user who has originally sent an e-mail to the view user.

Alternately, the view user can communicate with the concerned officer for that section by sending an e-mail to him. A list of e-mail ids of all the section heads, officers incharge of each section, all the field offices(PrCCA,CCA, CA, DyCA) and all ICAS officers is being circulated as well.

 

Categories

Of

Documents

 

 

The various categories of Circulars issued by CGA office are:

 

    • Circulars issued by CGA office.
    • Circulars issued originally by other departments like DOPT but recirculated by CGA office to its field offices.
    • Transfer/posting circulars
    • Vacancies circulars
    • Office Memorandum
    • Correction Slips

 

These documents can be viewed in various ways. They can be viewed based on their:

 

o       Categories (as already listed out above)

o       Date of Issue

o       Issuing Section

o       Issuing Official

 

The circulars are available on the website in both HTML and PDF (Portable document format). The HTML version is the one which shall initially be visible to a user when he logs into the Intranet and looks at a specific document. HTML documents have good readability. Though these can be printed as well, if the user wishes to have a print out of the signed document (i.e a copy of the original signed circular), a PDF version is also available for each document. How to view the PDF file has been shown in the previous example.

The various ways of accessing a document thus provide flexibility and choice to the viewer.