Administration, Coordination & Training
Procurement
The section of the admin team that caters to any type of procurement requests from the departments, the request is considered closed only once the Work Order against the request made is sent to the respective department.
The request for any type of procurement (devices, manpower etc.) is sent to the procurement division by the respective department. The procurement team then filters this request basis the priority and product value to be hired. They follow the GFR guidelines of the MoF, in 2019 amendments were made to the earlier 2017 version where Chapter 6 of GFR relates to the procurement of good and services, GeM portal is used for procurement where the PFMS account is already created, here on can view all history of previous procurement bids and closed. The competent authority gives the internal go ahead to the team for bidding, the final approval comes from IFU (Integrated Financial Unit) which is the financial advisor in every ministry that scrutinizes the tender for procurement.
State Directorate Admin (Establishment and Admin)
The Roles and Responsibilities of this team are comprised of:
- Administration of CPMU, PFMS as well as establishment, procurement (other than major procurements)
- Processing of all personal claims such as Medical/ TA/ TTA/ LTC/ Leave Encashment/ CEA/ Hospitality/ Telephone account, pay fixation/ Promotion, Posting/ Transfer, Vigilance cases, all reports and returns, RTI/ grievances, complaints. Also, the trainings for officers, Parliament questions, card issuance, creation of officials any other miscellaneous payments and issuance of Work Orders to NICSI for SMS service/ Maintenance of workstations and payments to vendors for lease line of broadband.
- The Salary functionality includes the Draw & Disbursing Officer( DDO) to prepare salary bills after which the bill is sent to the Payments Accounts Officer(PAO), maintenance of Performance based report(PBR) and other Salary related tasks such as calculation of Income Tax, issuance of Form 16, Maintenance of Cash book, Stock Register, Inventory Register, checking and clearing of bills, GPF bills, processing pension payments, gratuity, bonus and maintaining of all relevant data on EIS module. The processing of salary for GIFMIS division is handled separately.
- Housekeeping job includes deployments of security guard, support staff, managing vehicles, arrangements for meetings, minor repairs, maintenance of building and correspondence with external agencies such as NDMC. Purchasing of stationary, storage devices, repairs. Processing payments of bills concerned regarding services on files.
Pay and Accounts Office (PAO)
- All claims, bills, and salaries of the Central Government employees of PFMS and Vendors of PFMS are completed by the PAO division of PFMS
- Once the bill (claim, salaries) is created by the DDO (Drawing & Disbursement Officer), it is sent to the PAO
- Pre-Checks are performed and payments of all bills pertaining to PFMS and cheque drawing through e-payment portal by DDOs
- Maintenance of GPF ledger and broadsheets including transfer in and transfer out of GPF accounts of all employees
- Calculation of interest on GPF and issue of annual statement
- GPF final payment settlement
- Settlement of Pension Cases including revision of pension
- Authorization of retirement benefits of PFMS and all CDDOs
- Finalization and issue of Inward/Outward Claims, maintenance of valuable register, Challan and Postal Life Insurance (PLI)
- Maintenance of Cheque Stock Register, cheque issue and drawn register
- Coordination and Correspondence with HQ, Pr. Accounts Office, CGA office regarding all matters
- Generating reports and uploading of monthly transactions under NPS
- Budget allocation to all CDDOs (Cheque Drawing and Disbursement Officers), Issuance of LOA
- Submission of monthly DO (reports) to Pr. Accounts Office
- Post audit verification of List of Payments (LOPs) from CDDO's that are deputed at the State Directorate. Total 36 CDDO's are deputed presently at state level.
- All pension cases including CDDO's (cases from the state level) their bills are generated from state directorate and processed
Training & Coordination
PFMS training is held at every State directorate level where regular briefings are held about PFMS application and its usage. Considering the massive preparatory work required for providing full understanding to stakeholders, users of PFMS at every level are provided training about the same. The training material is updated constantly as per changes in the application, since it's necessary to fulfil training needs at every level of the Government and enabling the users to be aware of any functional changes being made. These trainings are held from Central Ministries to State Level and on request.Prior to the pandemic the training division of PFMS were getting nominations and all trainings were held physically(offline). Since, May 2021 the trainings are being conducted online, after taking necessary approvals for a period of 3 month for various trainings. As per availability of the faculty the training is scheduled according to the module/ topic chosen for that month the same is decided by the 15th of each month after which the training timetable is uploaded on CGA and PFMS website.
The employees receive an uploaded google form link on e -notification which they are required to fill and send back basis their choices such as the preferred, selected module they want to attend. The filled form is then downloaded by the training department, and they filter out the participants and send the online google meet link for the training session one day prior to the session. It's suggested that a licensed tool such as CISCO WebEx or Zoom for business be used for conducting these trainings as the content is protected ensuring privacy and such that meetings are conducted securely. These crucial safety features may not be provided by open-source conferencing applications.As of now no feedbacks forms are distributed after the session but are likely to be introduced in near future for improvement. The Trainers are officers who have been previously accessed at some point of time by training division to deliver, at present 100 employees who are module experts on different subjects are trainers. The medium of delivery for these trainings is English but one in two months is exclusively delivered in Hindi language.There are no trainings related to Cyber Security training or awareness. The training calendar is decided for every quarter. Before the training is delivered the related training content prepared by the trainer is reviewed by the training department aspects such as structure of PPT, language used, demo is given,corrections are made ensuring quality. At every state the State Directorate has a separate section to give trainings in their regional languages and operation assistants execute the task forward,The Training department also follows up for receiving data from the state level basis number of participants, batches held it then consolidates and sends the data to Institute of Govt. Accounts and Finance which is a separate institute under Ministry of Finance.VidyaKosh portal is used for NIC scientists (part of technical team) for completing mandatory trainings in technology advancements.
- Coordination:
The Coordination department mainly works as a middleman or intermediary to provide information across departments. RTI or grievance related queries sent by ministries or users are not answered by coordination but redirected to the concerned department or Helpdesk by this department such as scholarship payment status, Direct Benefit Transfer payment issues. Any reports required from the CGA office or other government related queries such as Parliamentary questions are sent to the concerned person for appropriate reply and all other audit support documents by the coordination department.