Government of Karnataka

Finance Department

Project: KHAJANE II

Redistribution Process at CCO

User Manual

Version 1.0

March 2016

Project Monitoring Unit

7th floor, Commercial Taxes Building, Kalidasa Marg, Gandhi Nagar, Bangalore – 560009.

Email: k2.helpdesk@karnataka.gov.in/pdkhajane.gov.in

Ph: 080-22354020, Helpdesk No: 080-22342266

Notice:

This is a controlled document.

Unauthorised access, copying,

replication or usage for purposes other than for

Which it is intended are prohibited.

Table of Contents

1. Overview –Redistribution process at CCO office .................................................................................. 1

1.1 Purpose: ........................................................................................................................................ 1

1.2 Scope: .................................................................................................................................................. 1

1.3 Roles and Responsibilities ................................................................................................................... 2

1.4 Redistribution process at CCO office .................................................................................................. 2

1.4.1 Description: ............................................................................................................................... 2

1.5 Redistribution process at CO office .................................................................................................... 4

2 Course Summary ...................................................................................................................................... 19

3 Appendix A - Acronyms……………………………………………………………………………………………………..18

Table of Figures

Figure 1: Khajane-II Login Page ..................................................................................................................... 4

Figure 2: Khajane-II Home page .................................................................................................................... 4

Figure 3: Post Role Switch Screen ................................................................................................................. 5

Figure 4: Navigation of Redistribution screen .............................................................................................. 5

Figure 5 : Select budget line screen .............................................................................................................. 6

Figure 6 : Click on Select DDO Hyperlink....................................................................................................... 6

Figure 7 : Select DDO screen ......................................................................................................................... 7

Figure 8 : DDO Selection Screen ................................................................................................................... 8

Figure 9 : Enter Amount screen .................................................................................................................... 9

Figure 10 : Enter Remarks Screen ................................................................................................................. 9

Figure 11 : Select To List Screen .................................................................................................................. 10

Figure 12 : To List adding Screen ................................................................................................................ 10

Figure 13 : Order Issued By Screen ............................................................................................................. 11

Figure 14 : Common Draft Screen ............................................................................................................... 11

Figure 15 : Submission Screen .................................................................................................................... 12

Figure 16 : File Submitted Successfully Screen ........................................................................................... 12

Figure 17 : Select Redistribution file screen ............................................................................................... 13

Figure 18 : Forward file screen ................................................................................................................... 13

Figure 19 : Submit for approval screen ....................................................................................................... 14

Figure 20 : File successfully forwarded for approval .................................................................................. 14

Figure 21 : Redistribution file selection screen ........................................................................................... 15

Figure 22 : Redistribution file open screen ................................................................................................. 15

Figure 23 : Approver redistribution file ...................................................................................................... 16

Figure 24 : Draft order screen ..................................................................................................................... 16

Figure 25 : Draft order approval screen ...................................................................................................... 17

Figure 26: Redistribution file approval confirmation screen ...................................................................... 17

Figure 27 : Approval of Redistribution file screen ...................................................................................... 18

1

1. Overview –Redistribution process at CCO office

1.1 Purpose:

The purpose of this document/ manual is to provide an overall understanding of scope, roles and

responsibilities involved in the process of redistribution of fund at CCO office. This process will facilitate

CCO to redistribute the funds from the budget lines operated by him.

CCO can redistribute funds to, CO (controlling officer) DDO (Drawing and disbursement officer)

This document provides a detailed description of redistribution of funds at CCO office from one

stakeholder to another.

1.2 Scope:

The scope of this manual is to give a detailed understanding of Redistribution at CCO office in

Khajane-I I application.

Redistribution process at CCO office incorporates the transfer of funds from a DDOCO who has balance available in a particular budget line, to another DDO /CO operating the same budget line, and being controlled by the same CCO to meet the excess expenditure anticipated under the later unit in the current financial year.

Fund redistribute proposal would be processed in role based workflow of three levels i.e. Creator, Verifier and Approver at CCO office

The outcome of this process is reducing the funds from one DDO/CO and releasing more funds to another DDO/CO operating the same budget line

Pre-requisite:

a. Scheme to CCO-CO-DDO mapping master should be configured.

b. Funds should be released to DDOs/ COs

c. User should identify the DDOCO who requires more funds in the budget line and another DDOCO who has balance available in the same budget line.

2

1.3 Roles and Responsibilities

Following table gives information about Users (roles) involved in the processes of Redistribution at CCO

Table 1: Roles and Activities

Redistribution at CCO - Roles and Activities

SI.

No.

Role Process Name Activities

1 Creator (BUDGET_CCO_C)

Redistribution at CCO Prepare redistribution fund file and send it

to the Verifier.

2 Verifier (BUDGET_CCO_V)

Redistribution at CCO a. Verify redistribution fund amount against budget lines. b. Modify redistribution fund amount if required.

3 Approver(CCO) Redistribution at CCO a. Verify redistribution fund amount against budget lines. b. Modify, Verify redistribution fund amount if required. c. Approve redistribution fund Proposal and issue order to the concerned executives

1.4 Redistribution process at CCO office

CCO can redistribute the funds from DDO /CO to another DDO/ CO.

1.4.1 Description:

1. This sub process details the process of redistribution of funds at CCO office. 2. There are three roles at the CCO office who will be involved in redistribution activity.

a. Budget_CCO_C

b. Budget_CCO_V

c. Approve/Chief Controlling Officer 3. Budget CCO_C will identify the DDO /CO who requires more funds in the budget line and

another DDO/ CO who has balance available in the same budget line, based on the comparison creator may initiate the redistribution process.

4. Budget CCO_C will select the budget line in which funds needs to be released. 5. System will populate the list of DDOs/COs operating the selected budget line. 6. Budget CCO_C needs to enter positive amount against the DDO/CO to whom more funds needs

to be given and negative amount against the DDO/CO from whom funds needs to be reduced. 7. For each of the budget line the sum of positive amount entered should be equal to sum of

negative amount which ensures the same amount has been reduced from 1 DDO/CO and given to another DDO/CO.

3

8. Funds can be redistributes in multiple combinations: a. DDO to DDO b. DDO to CO c. CO to CO d. CO to DDO

9. Budget CCO_C can withdraw funds from DDO/CO to the extent of balance available for expenditure with DDO/ Balance available for fund release with CO.

10. Balance available for fund release with CO = funds received by CO – Funds released by CO 11. Balance available for Expenditure with DDO = Funds received by DDO – Actual expenditure Even if DDO has prepared bills and is in processing at treasury, the amount can be withdrawn, in which case treasury will reject the bill due to insufficient balance. 12. After preparing the redistribution file Budget CCO_C will view the draft order and modify the

content in Order if required.

13. Budget CCO_C has to select the “To List” to whom the Order needs to be sent.

14. After creating the redistribution file Budget CCO_C will send the file to verifier for verification

15. Budget_CCO_V will verify the redistribution file, modify if required and send it to CCO for

approval.

16. CCO will verify the redistribution file, modify if required and approve it using DSC.

Outcome:

Funds will be withdrawn from the DDO/CO to the extent of negative amount, i.e., Balance

available for Expenditure/ Balance available for fund release with CO will decrease

Funds will be given to the DDO/CO to the extent of positive amount, i.e., Balance available

for expenditure Balance available for fund release with CO will increase.

17. When file is approved, the redistribution order will be sent to all the executives selected in To List. The users can view the orders in notification. Users can download the Order if required.

4

1.5 Redistribution process at CO office Step 1: Budget_CCO_C logs into Khajane application by providing login credentials

Step 2: On successful login Budget CCO_C, User will be able to view the Home Page of the Khajane

application.

Figure 2: Khajane-II Home page

Figure1: Khajane-II Login Page Figure 1: Khajane-II Login Page

5

Step 3: Budget CCO_C clicks on Post Role Switch button and selects the role as BUDGET_CCO_C

Step 4: The Budget CCO_C navigates to following path:

Budget Control > Transaction > Redistribution

Figure 4: Navigation of Redistribution screen

Figure 4 Figure 3 Figure 3: Post Role Switch Screen Figure 3: Post Role Switch Screen Figure 3 : Post Role Switch Screen

6

Step 5: The Budget CCO_C select the budget line and click add button.

Figure 5 : Select budget line screen

Step 6: Again each budget line select DDO Hyperlink is provided to select the DDO for Redistributions

Figure 6 : Click on Select DDO Hyperlink

7

Step 7: Budget_CCO_C select DDO from the DDO search form and clicks on select.

Figure 7 : Select DDO screen

8

Step 8: The selected DDOs gets populated in the redistribution screen. Budget _CCO_C enters the

redistribution amount and reasons for redistribution.

Budget CCO_C needs to enter positive amount against the DDO to whom more funds needs to be given

and negative amount against the DDO from whom funds needs to be reduced.

For each of the budget line the sum of positive amount entered should be equal to sum of negative

amount

Figure 8 : DDO Selection Screen

9

Step 9: Budget CCO_C clicks on To List to select the list of users to whom order needs to be sent

Figure 9 : Enter Amount screen

Step 10: Budget CCO_C enter remarks for Redistribution

Figure 10 : Enter Remarks Screen

10

Step 11: Click on “Select To List” Hyperlink

Figure 11 : Select To List Screen

Step 12: Select the Admin department, Directorate, Field office and Post on this screen and click on

Search button.

Figure 12 : To List adding Screen

11

Step 13: Select Order Issued By from the drop down and click on View Draft Order

Figure 13 : Order Issued By Screen

Step 14: Click on “View Draft Order” Button. Enter the Draft Title and Content and Click on Save and

Close Button.

Figure 14 : Common Draft Screen

12

Step 15: Click on Submit Button

Figure 15 : Submission Screen

Step 16: Click on Ok to submit the file for Verification.

Figure 16 : File Submitted Successfully Screen

13

Step 17: Budget_CCO_V Logs in with his credentials and navigates to the following path.

Budget Control >Worklist > Redistribution at CCO

Figure 17 : Select Redistribution file screen

Step 18: Click on the Document Number to open a Request and Click on Forward Button.

Figure 18 : Forward file screen

14

Step 19: Select the CCO Approver to whom the file should be forwarded. Click Yes on Pop up Message.

Figure 19 : Submit for approval screen

Step 20: Budget_CCO_V clicks on OK.

Figure 20 : File successfully forwarded for approval

15

Step 21: Budget_CCO_A Logs in and navigates to the following to the following path.

Budget Control >Worklist > Redistribution at CCO

Figure 21 : Redistribution file selection screen

Step 22: Click on Document Number to open a File.

Figure 22 : Redistribution file open screen

16

Step 23: Approver opens the redistribution file.

Figure 23 : Approver redistribution file

Step 24: Click on View Draft Order Button

Figure 24 : Draft order screen

17

Step 25: Click on Approve Draft.

Figure 25 : Draft order approval screen

Step 26: Approver clicks on Yes to approve the file.

Figure 26: Redistribution file approval confirmation screen

18

Step 27: File will be approved successfully with a prompt on the screen.

Figure 27 : Approval of Redistribution file screen

19

2 Course Summary This course is designed to redistribute process at CO. The document consists of detailed steps along

with screenshots. By the end of this training the user will learn to successfully redistribution process at

CO in Khajane-II Application.

3 Appendix A - Acronyms

Abbreviation Description

AC Bills Abstract Contingency Bills

AFS Annual Financial Statement

AG Accountant General

AIN Account Identification Number

AM Alteration Memo

Asst. Assistant

ATN Action Taken Note

ATO Assistant Treasury Officer

BAO Bill Approving Officer

BDSS Budget Decision Support Systems

BE Budget Estimate

BEO Budget Estimating Officer

BMS Beneficiary Monitoring System

BoA Back Office Assistant

BOI Bank of India

BPL Below Poverty Line

BSA Budget System Administrator

CAAA Controller, Aid, Accounts and Audit Division

20

Abbreviation Description

CAG Comptroller and Auditor General of India

CAO Chief Accounts Officer

CAS Central Accounts Section

CBE Current Budget Estimate

CC Credit Card

CCD Civil Court Deposits

CCO Chief Controlling Officer

CCS Credit Confirmation Slip

CDV Cheque Delivery Voucher

CEO Chief Executive Officer

CFC Citizen Facilitation Centres

CM Clearance Memo

CO Controlling Officer

COPU Committee on Public Undertakings

CPO Chief Planning Officer

CPPC Central Pension Processing Centre

CPPO Central Pension Processing Officer

CPS Central Plan Schemes

CPSMS Central Plan Scheme Monitoring System

CRA Central Record keeping Agency

CRA-FC Central Record keeping Agency Facilitation Centre

CRCD Criminal Court Deposits

CSC Citizen Service Centres

21

Abbreviation Description

CSF Contribution Submission Form

CSO Counter Signing Officer

CSS Centrally Sponsored Schemes

CVP Commuted Value of Pension

DA Dearness Allowance

DAG Deputy Accountant General

DBMS Database Management System

DC Debit Card

DC Bills Detailed Contingency Bills

DCRG Death Cum Retirement Gratuity

DD Demand Draft

DDO Drawing and Disbursement Officer

DDR Debt, Deposit and Remittances

Dept. Department

DIS Daily Input Sheet

DMO Debt and Investment Management Office

DMS Day-wise Monthly Statement

DoT Department of Treasuries

DPI Dots Per Inch

DS Deputy secretary

DSC Digitally Signed Certificate

DSN District Serial Number

DSSP Directorate of Social Security Pension

22

Abbreviation Description

DTO District Treasury Officer

DWP Destitute Widow Pension

EAP Externally Aided Project

EBR Extra Budgetary Resources

ECS Electronic Clearing System

EDMS Electronic Document Management System

EFT Electronic Funds Transfer

EMD Earnest Money Deposit

EMI Equated Monthly Installments

EMO Electronic Money Order

EO Executive Officer

FAQ Frequently Asked Questions

FD Finance Department

FIFO First In First Out

FoA Front Office Assistant

FP Family Pension

FPU File Preparation Utility

FRS Functional Requirement Specification

FTP File Transfer Protocol

FVU File Validity Utility

GDFP General Delegation of Financial Powers

GIA Grant-in-Aid

GIS Bills Group Insurance Scheme Bills

23

Abbreviation Description

GO Government Order

GOI Government of India

GoK Government of Karnataka

GP Gram Panchayat

GPF General Provident Fund

GSDP Gross State Domestic Product

GSTO Gazetted Sub Treasury Officer

GUI Graphical User Interface

HA Head Accountant

HBA House Building Advance

HDFC Housing Development Finance Corporation

HE His Excellency

HoA Head of Account

HoD Head of Department

HoO Head of Office

HRMS Human Resource Management System

HTTPS Secure Hyper Text Transfer Protocol

IEBR Internal Extra Budgetary Resources

IFA Internal Financial Advisor

IFSC Indian Financial System Code

IGNOAP Indira Gandhi National Old Age Pension

INR Indian Rupees

IO Implementing Officer

24

Abbreviation Description

I-pin Internet Pin

IR Inspection Report

IST Indian Standard Time

ITC Input Tax Credit

IVRS Interactive Voice Response System

JD (Admin) Joint Director (Administration)

KB Knowledge Bank

KCSR Karnataka State Civil Services Rules

KFC Karnataka Financial Code

KGID Karnataka Government Insurance Department

KSWAN Karnataka State Wide Area Network

KTC Karnataka Treasury Code

LAR Local Audit Report

LE Latest Estimate

LIC Life Insurance Corporation of India

LOP List of Payments

LoV List of Values

M/O/C Mandatory / Optional / Conditional

MCA Monthly Civil Accounts

MCE Manual of Contingent Expenditure

MICR Magnetic Ink Character Recognition

MIS Management Information System

MO Money Order

25

Abbreviation Description

MoE Memorandum of Error

MOU Memorandum of Understanding

MPAS Model Panchayat Accounting System

MPIC Monthly Program Implementation Calendar

MTFP Medium Term Fiscal Plan

NABARD National Bank for Agricultural and Rural Development

NCDC National Co-operative Development Corporation

NDC Bills Non Detailed Contingency Bills

NEFT National Electronic Fund Transfer

NIC National Informatics Centre

NOC No Objection Certificate

NP Non Plan

NPS New Pension Scheme

NSDL National Securities Depository Limited

NSSF National Small Savings Fund

NWMA Normal Ways and Means Advance

OAP Old Age Pension

OBE Original Budgetary Estimates

OCR Optical Character Recognition

P Plan

PAC Public Accounts Committee

PD Personal Deposits

PF Public Fund

26

Abbreviation Description

PFM Pension Fund Managers

PFRDA Pension Fund Regulatory and Development Authority

PHP Physically Handicapped Pensions

PMU Project Monitoring Unit

POP SP Point of Presence Service Provider

PPAN Permanent Pension Account Number

PPO Pension Payment Order

PPU Payment Processing User

PRAN Permanent Retirement Account Number

PRI Panchayati Raj Institutions

PS Principal Secretary

PSB Public Sector Banks

PSU Public Sector Unit

PwC Price water house Coopers

PWD Public Works Department

RBD Reserve Bank Deposits

RBI Reserve Bank of India

RDPR Rural Development and Panchayati Raj

RE Revised Estimates

RFP Request For Proposal

RO Release Order

ROI Rate of Interest

ROP Recovery of over payment

27

Abbreviation Description

RTGS Real Time Gross Settlement

RTI Right To Information

SBI State Bank of India

SBM State Bank of Mysore

SCF Subscriber Contribution File

SCP Special Component Plan

SE Supplementary Estimates

SHCIL Stock Holding Corporation of India Limited

SI System Integrator

SO Section Officer

SOA Service Oriented Architecture

SOP Schedule of Payments

SOR Schedule of Receipts

SOT Statement of Transaction

SPU Schedule Processing User

SR Service Register

SRS System Requirement Specification

SSP Social Security Pension

SSY Sandhya Suraksha Yojana

STO Sub- Treasury Officer

SWMA Special Ways and Means Advances

T Day Transaction Day

TA Travelling Allowance

28

Abbreviation Description

TAN Tax Deduction and Collection Account Number

TB Trustee Bank

T-Bill Treasury Bill

TCS Tata Consultancy Services

TE Transfer Entry

TIN Tax Payer Identification Number

TNMC Treasury Network Management Centre

TO Treasury Officer

TP Taluka Panchayat

T-Pin Telephone Pin

TSP Tribal Sub Plan

TTR Treasury Transfer Receipts

UAT User Acceptance Testing

UC Utilization Certificate

UCI Unique Challan Identity

UID Unique Identification Number

UIDAI Unique Identification Authority of India

ULB Urban and Local Bodies

US Under Secretary

UTI Unit Trust of India

UTR Unique Transaction Reference

VAT Value added Tax

VDMS Verified Day-wise Monthly Statement

29

Abbreviation Description

VOA Vote on Account

VPN Virtual Private Network

VSAT Very Small Aperture Terminal

WDPB Work Done by Public Bodies

WMA Ways and Means Advance

ZP Zilla Panchayat

Project Partner