E recon


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E recon

  1. 1. Venue: C-TARA Date: 07th December, 2011 PERSPECTIVES ON WHERE WE STAND AND ROAD TO THE FUTURE Presented By B.Satish Babu, I.R.A.S., Dy.FA&CAO/WS/LGD 1
  2. 2. presentation IndexExisting Manual ReconciliationSystem Need for E-Reconciliation Problems and issues in E-Recon Suggestions to improve the E- Recon Conclusion 2
  3. 3. CHARLES DARWIN well known for theory of evolution and author of “Origin of Species” 3
  4. 4. CHANGE IS INEVITABLESo, Reconciliation of Railway Transfer transactions is also not an exception to the change. 4
  5. 5. Now look at presentmanual system oftransfertransactions andreconciliation andcodal provisions 5
  6. 6. As per Para 301 of Accounts Code vol.I, it is the duty of the Accounts Officer to transfer to other adjust in his books of account the accounts circles the items of expenditure or receipts items pertaining to pertaining to his own circle andthem which originate transferred to him by other Accounts 6 in his circle officers;
  7. 7. The Indian Railways Accounts Code Volume One – Chapter4 deals about the procedure of the Transfer Transactions 7
  8. 8. Para 401 of Accounts Code Vol.I All Inter Railway transactions (Intra Railway transactions too) are technically known as “ Transfer Transactions” 8
  9. 9. Para 402 of Accounts code vol.I says As a general rule all transactions between two different accounting units in the same railway or between two railways should be settled by book adjustment (i. e. not by actual payment or recovery of cash). Then what is Book Adjustment ? 9
  10. 10. What is book adjustment ? It is classifying the transactions in the books of the Railways under the relevant remittance head of accounts and by means of Transfer Certificates (A 406)Transferring them to the Accounts Officers concerned for incorporation in theiraccounts for the months 10 specified
  11. 11. Para 406 says Transfers between any two accountingunits within the same Railway should be affected by means of TRANSFER CERTIFICATE (TC) The unit initiating a transfer should prepare the TC in duplicate And send one copy duly supported by initialaccounts records or vouchers to the unit to which the transaction pertains and Retain the other copy as the Office copy. 11
  12. 12. Para 408 says about “Numbering andPara 407 says about watching the acceptance acceptance by the of Transfer Certificate” – responding officer to see there is no break in the serial number 12
  13. 13. T.C.s should be issued /returned duly accepted in even flow and not left over till the last date in the prescribed schedule. No T.C. should be issued without accepted vouchers except in the case of Cash transactions or stores supplied to other Railwaysor Labour dept. central cess 13 charges.
  14. 14. NEED FOR DEVELOPMENT OF SOFTWAREFOR TRANSFER TRANSACTIONS The reconciliation besides meetings at the end of acrimonies and each quarter and preceding month disputes (i.e., February) attended amongst the by large number of participating officers/staff which staff involve substantial time 14 and financial implications
  15. 15. NEED FOR DEVELOPMENT OF SOFTWAREFOR TRANSFER TRANSACTIONS Thereby to To reduce the To avoid delay for ensure moretime consumed in the expenditure to realistic the physical be accounted in the comparison of transfer of same month of expenditure with vouchers incurrence. reference to Budget Proportion of a Month. 15
  16. 16. NEED FOR DEVELOPMENT OF SOFTWAREFOR TRANSFER TRANSACTIONSEliminate the need Ways and means of Approximate to be authorised Account Current on actual basis 16
  17. 17. CONCEPT OF E - RECON Entrusted to Western Railway Conceived by Exilant 17
  18. 18. E – Recon - visualisation UPLOAD SETTLEMENT MAKING OF JV’s Download of e-recon data into FMIS 18
  19. 19. What is E - ReconIt is a Online Transfer Offers settlement ofTransaction Portal for transfer transactionsIndian Railways among units and Railways. 19
  20. 20. What is E - ReconDisputes/differences of In E-Recon, a provisionopinions in regard to also exists for presidingacceptance of a TC etc. officer but in electronicare resolved by the mode.Presiding Officer in theQuarterly ReconciliationMeetings. 20
  21. 21. E-Recon – minimum requirements BrowserAvailability of Internet Good quality PC with scanners for the Explorer 7.0 purpose of scanningRailnet/Interne version and documents t connectivity above 21
  22. 22. P D F – File AttachmentsFile attachmentsshould be in PDFformat PDF means Portable Document Format supported by Adobe systems 22
  23. 23. TEAM VIEWERIf you have issues and seek remote help, you can install TeamViewer (free version) and seek help from help desk by giving them userid and password which shall appear on your screen. 23
  24. 24. Transfers between Revenue and Capital or vice versa and their reconciliation are not in the scope of E-Recon.These will continue to be part of the NonTransfer Transactions for which JV can bemade from one of the existing runningmodules 24
  25. 25. Physical exchange ofrelated vouchers willcontinue to takeplace as is beingdone at present. 25
  26. 26. E-Recon – teething problems encounterded Non Provision of generation of one Journal Voucher (JV) for two or more similar accepted TCs 26
  27. 27. E-Recon – teething problems encounterded Lack of sufficient infrastructure Non availability of User friendly detailed Manual without scope for interpretation Not known the exact status of Transfer Certificate (TC) with 27 regard to place of pending
  28. 28. E-Recon – Suggestions or Areas of improvement Link Concordance for the O/W Generation of from Unit level J.V’s combining to Central similarly placed Books at Hqrs T.C.’s level. 28
  29. 29. E-Recon – Suggestions or Areas of improvement This enables focused monitoring Section wise User each section of the Id and passwords data transmitted by should be them instead of activated. going to entire data generated by all 29 sections.
  30. 30. Suggestions and areas of improvement For transactions where Spending Units (SU) are either not relevant or not mandatory such as Suspense Heads, Civil Heads, Deposits, Loans and Advances. E-Recon is not allowing to proceed without input of Spending Unit code. This has to be addressed. 30
  31. 31. Suggestions and areas ofimprovement The means of exchange of Monthly Lists (ML) for inward and outward transactions with NIL difference in the new system needs to be tested. 31
  32. 32. Suggestions and areas ofimprovement If the Section to which it was All inward TCs of Intra-Railway on forwarded is Hqrs can be not correct, it posted to Books can again be section for returned to redirecting/forwar Books section ding to correct section. for re- forwarding to correct section. 32
  33. 33. Suggestions and areas of improvement The reasons for rejection of TC should be mandatory and appear to the receiver. Digital signature should be incorporated to authenticate the 33 documents
  34. 34. Provision of Hqrs Stores unit(008782 54) Hqrs Traffic unit(008782 57) to be enabled to avoid the routing of Stores transactions and Earnings transactions through Hqrs Central Books Necessary provision to be enabled for incorporation of Section Code in the JVNumbering system. In absence of such provision, all JVs areappearing in the accounts with 34 the Books Section Code (01)
  35. 35. Suggestions and areas of improvement In E-Recon environment, JV to be prepared only after acceptance of the TC by the destination unit. However the same method cannot be compatible for sundry earnings, as the same is impracticable to wait till acceptance by responding unit. Hence modification of the E- Recon to such extent is required. Some of the allocations in the Finance Code volume II and suspense heads are not being accepted in the E-Recon. The programme to be altered accordingly to accept the same ones. 35
  36. 36. Suggestions and areas of improvement The possibility of (or) Sending one dispensing with abstract statement transmission of in lieu of numerous physical vouchers vouchers may be to be explored. tried.Integration of E -Recon data into FMIS under AFRES. 36
  37. 37. People are averse to changes &reluctant to implement eventhough it is designed for goodcause. Let us deviate ourselves from the above adage and implement E- Recon in letter and spirit for the good cause of the system. 37
  38. 38. it can facilitate If, E-Recon is speedy settlementimplemented in all of transfer respects transactions and thereby and figures canApproximate AccountCurrent can be totally be reported oneliminated/dispensed actual basis 38
  39. 39. 39