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NIC, PUDUCHERRY
Title of document: Brief User Manual and Background
Storage and Archival Solution for
FinancE (SAFE)
Part of Finance Portal for tracking the proposals
National Informatics Centre
Puducherry U.T.
Contents
S.
No
Contents
Page No.
1.
Pre-Requisites
2
2.
Application Overview
4
3.
Functions of SAFE
9
4.
MIS Reports
17
5.
Benefits
24
Part of Finance portal - A web based IT solution to track and archive the proposals for DDOs and Finance
Secretariat
1
User name and passwords for DDOs will be communicated by NIC
through their official email ids through Finance Department.
Pre-requisites:
1. Any department / individual require access to this portal will be provided with
login credentials after approval from the Finance Department.
2. The department requires desk top system with internet access through SWAN or
Broad Band for accessing the portal.
3. The system basically requires



Budget Head and Outlay information provided by the Budget Section,
Finance Department.
Sector/Scheme/Department/Group information provided by the
Planning and Research Department
Non-Plan masters are provided by the Budget Section, Finance
department.
4. A Scanner is required to scan the relevant documents which are to be archived
in the central server for retrieval and for perusal for future reference.
How to Start:
1. Currently, the Login to website http://164.100.148.140/safetest with the
user id and password provided.
2. The home page contains links to download and install the required software.
3. The system displays menus for daily usage after successful login.
Contact Details:
1. Any discrepancies w.r.t. Outlay or Budget heads , emails may be sent to [email protected].
2. Any system related information, suggestions and feedbacks may be sent to
[email protected], [email protected]
2
Home Page
http://164.100.148.140/safetest
3
Application Overview
As part of Puducherry Finance Portal, Storage and Archival Solution for FinancE
(SAFE),
a Web-based application, enables online creation and receiving different
proposals pertaining to the expenditure booking (Finance concurrence) by the
respective department. The system includes various query and report options to
monitor department wise, date wise and major head wise.
Proper utilization of funds allotted is the primary responsibility of any Government
Department. This is possible only when the timely information is available to the
concerned authorities.
The main objective of finance portal is to maintain the details pertaining to all the
activities pertaining to expenditure booking by the respective department. The
System will provide required information to the higher levels periodically and as and
when required. The system will also generate various statuary reports for the
efficient management of funds within or among the departments. It will also have
the facility for additional reports.
Day to day analysis of the user departments with respect to expenditure booking
and the approval.
The functionalities and work flow of the SAFE Portal can be broadly classified in to
the following
(1) Login / User Management
(2) Create
(3) Receive
(4) Forward / Despatch
(5) Scan
(6) Closing a file
(7) Attaching the Finance Head
(8) MIS Reports
4
Features:
The SAFE System provides the following features:

Developed as a Management Information System for Storage and Archival
Solution for Finance (SAFE) and now envisaged as a part of Portal for
Puducherry Finance integrating all the departments.

Role based access for providing necessary permissions and access for various
features.

Enables online creation and receipt of proposals pertaining to expenditure by
the Departments.

Different query and report option to monitor department wise, date wise and
major head wise.

Various statutory reports for the efficient management of funds within or
among the department

Day to day analysis of the user departments with respect to expenditure
booking.

Scanning and storage of documents (Finance proposals, G.O., orders etc.)

Head wise, Department wise, date wise tracking of proposals and their status
from a single application.

Data is shown in various profiles like Sector wise, Scheme wise, Department
wise, Demand wise, Major Head wise, Object head wise etc.

Generates all the necessary reports for monitoring, monthly reports, and any
customized reports required for departments.

Logins are provided to all the departments covering the entire UT.
The Login screen enables the User to login to the system. The system provides
the login option to the stack holders.
5
Based on the user level, the system provides different options. They are explained
below.
On successful login, the system provides the appropriate screen based on their login. The
screen gives the option to download and install the requisite software for the smooth
functioning of the software.
There are 6 different user levels are provided in the System.
1.
2.
3.
4.
5.
6.
HOD level
DDO level
Concerned Under Secretary Level
Secretary Level
Finance Secretariat Level
Admin User
Admin User: This user will have the following activities pertaining to data transaction
 Adding a Department
 Adding a New User
 Attaching the Login account to the Department
Currently, the office of the US(Finance) is assigned the role for administration of this
system.
6
DDO Login Account: This user will have the following activities pertaining to data
transaction
 Receive the file, Forward and Despatch the file
 Attaching the Head of Account code to the file
 Scan and close the file
For Normal Bills:
 Receive File (Bill) -> Attach Head of Account -> Scan (optional)
->Despatch to DAT with sanction/bill i.d. -> Close.
For bills prepared after obtaining the expenditure sanctions of Head of Office/ HOD/
Secretary/Government:
 Receive File from HOD/Head of Office -> Scan (optional) -> Despatch to
DAT -> Close.
NB: Provision for Partial close depending on amount of settlement and
updation of Revalidation details is available.
Head of Office Login: This user will have the following activities pertaining to data
transaction





Create a file,
Attaching the Head of Account Code to the file
Forward / Despatch the file
Viewing all created, received and closed files with their details
MIS reports
If the proposed expenditure falls within the sanctioning powers of the HOD/ Head of
Office:
 Create/Receive File -> Attach Head of Account -> Scan (optional) ->
Despatch to DDO
If the proposed expenditure exceeds the sanctioning powers of the HOD/ Head of Office:
 Create/Receive File -> Attach Head of Account -> Scan (optional) ->
Despatch to Secretariat/HOD with sanction id.
Note: The DDO Code wherein the bill for the concerned expenditure to be raised
should be invariably attached with the sanction id.
7
Secretariat Login: This user will have the following activities pertaining to data
transaction
 Receive the file.
 Process and get sanction (concurrence). Despatch the files with their details
 Various MIS Reports
If the proposed expenditure falls within the sanctioning powers of the Secretary:
 Receive File from HOD -> Verify attachments of HoA ->
Scan (optional) -> Despatch to HOD.
If the proposed expenditure exceeds sanctioning powers of the Secretary:
 Receive File from HOD -> Scan (optional) ->Despatch to Finance
Department for concurrence.
 After concurrence, Receive File from Finance Department
-> Scan (optional) Despatch to HoD after issuing sanction.
MIS Login : This user will have the following activities pertaining to data transaction
 Viewing all received and Dispatched files with their details
 Various MIS Reports
Note: (i) Global access for Finance, DAT and Budget.
(ii) Access to Secretariats which is Department specific.
(iii) Access to Collectorate/ O/o Regional Administrators of outlying
regions which is Region specific.
8
Storage and Archival Solution for Finance (SAFE)
SAFE is web- enabled application developed for the Finance Department, Govt. of
Puducherry, to keep a track of file movement with provision of scanning and
preserving the entire related document along with G.O’s.
The application helps in creating a new file, receives a file, attaching Head of
Account code and monitors the complete movement and after completing the
process, the same will be despatched / forwarded to the department concerned.
After settling the bill, the file will be closed and archived for future reference. The
file can be scanned and stored in the database for easy access.
Each file will be allotted with unique Sanction Number and this will be tracked till its
settlement.
Main login screen is shown below. User has to login with their login credentials with
“Captcha” value. Five unsuccessful login will block the usage of accessing the site.
Care should be taken while logging in to the system.
On successful login, the system displays the main screen with dynamic menus
according to the user level.
The system also displays the steps to be followed for enabling scanning of files. The
system also gives the required software for the installation of scanner.
9
By clicking on the “Create” -> “View created File” the system displays the list of all files created at the
department level. By clicking on the “View” button, the system displays the complete file contents in the
digital format.
The following screen shows the “Creating file” option. Provision is given to enter the diary
number and check whether the number is allotted already. . By mentioning the subject and file
number and parental department, the new file can be created. The contents can be scanned and
stored in the database.
10
Receive File
When the user logs into the system, the system shows alert message of the concerned pending
files which are to be accepted and received by the particular user.
11
By clicking on the “View Files”, the system shows the list mentioning the received files. User has
to accept the file. After accepting the file, user has to receive the file and process the same.
Received files, will be entered in the system with diary number along with relevant details. The
typical data entry screen looks as mentioned below.
12
After entering the details the entry gets saved with unique diary number. Provision is given to
scan the document by mentioning the diary number.
By selecting the diary number, the respective file can be scanned and stored in the Central Server.
In case, if more than one page, then pages can be combined as a single file and can be stored in
the Server. The screen capture shows the typical scan process.
13
Attaching the File to Finance Head
The received / created file can be attached to the Budget head by selecting Department, Demand,
Major, Sub Major, Minor, Sub Division and Object code. This helps in getting the financial
outlay from the Budget and the expenditure occurred can be monitored directly.
Despatch file
Once the particular file is complete with Secretary’s approval and ready for despatch to the parent
department, the Finance Section can use this option to despatch the file.
14
Closing file
Once the file is despatched, the same can be closed. Closing of files can be “Partial” or
“Advance” or “Full” or “Revalidation”.
15
Change Password
When the user desires to change the password, this option allows doing so. By mentioning the old
password the system will validate the new password with confirm password. The given new
password will be unique and should not be the same as of last three passwords.
16
MIS Reports
Various MIS reports are provided.
1. Group wise
2. Department wise Sectors
3. Department wise Schemes
4. Demand wise Major head
Query a Department
Department wise query can be achieved with this combination of from date, to date,
subject wise file and no wise.
17
18
Group Wise Report
Group wise classification with outlay and amount booked are displayed in this report
Group wise Department Report
Group wise Department outlay and Amount booked can be seen through this report option.
19
Checklist
Bill Cycle
When a bill sanctioned by HOD
1. Create the bill by HOD
2. Attach a sanction id
3. Despatch to DDO
4. DDO will login and receive the bill.
5. Despatch the bill to DAT
6. Get the cheque from DAT
7. Disburse complete amount or partial amount.
8. Close if all amount disbursed.
When a proposal for sanction sent by HOD
1. Create the File by HOD
2. Despatch to Secretariat (immediate higher office) - Under Secretary
4. Under secretary receives , approves and forward to Secy
5. Secretary will forward to Finance secretariat
6. Finance department will approve , issue a GO (Santion Id) and verifies amount and heads
7. Despatch to concerned GO Issuing authority
8. File Despatched from GO Issuing authority to HOD.
9. HOD receives the FIle
10. HOD despatch the bill for the file to DDO
11. DDO receives, verifies the bill details, Head, amount
12. DDO despatch the bill to DAT
13. Get the cheque from DAT
14. Disburse complete amount or partial amount.
15. Close if all amount disbursed.
20
Admin Login
With administration login credentials, masters can be created and the same can be used by the
normal user level. This option is permissible only for the office of the US(Finance).
Some of the options available are
1. Department Master
2. Type of Discussion master
3. Portfolio Master
4. User creation
Creation of New User
New user can be created by using this option. The screen is shown below.
21
Department creation.
Department can be created or can be modified with this option.
22
Adding a Department under Office
Office can be attached with the respective department through this option.
Login creation for Department
Login can be created for the Office with this option.
23
Benefits
1.
Providing current state-of-art solutions to Storage and Archival
Solution for FinancE (SAFE).
2.
Provision to scan and store the documents which are received at the
Finance Department for the financial concurrence. This will avoid the
duplicate entry and over booking of expenditure.
3.
A Comprehensive MIS with on-line information of Finance Bill which are
coming for approval.
4.
Automation of with Budget preparation and related reports.
5.
Head wise , Department wise, date wise tracking of proposals and their
status from a single application.
6.
The Scan copy of the proposals may be archived for later use.
7.
The HODs get instant details about the status of the proposals and bills.
8.
The DDOs also get information about partially and fully closed bills and
fund details.
9.
The proposals and bills are linked with Budget Head details for
monitoring the department scheme and expenditure details.
10.
The Dashboard help the users to quickly get the snapshot of the users
and the fund details.
***
24
For Administrative Details:
Mr. Shri. Chandraker Bharti, I.A.S.
Secretary to Finance to Government
Government of Puducherry
[email protected]
Ph: 2334144
Mr. Augustin Lucien Diagou,
Under Secretary to Govt.(Finance)
Finance Department
Government of Puducherry
[email protected]
Ph. 0413- 2233270
For Technical Details:
Dr. D.R. Shukla
Senior Technical Director & SIO
National Informatics Centre, IV Floor Chief Secretariat, Pondicherry.
[email protected] 0413-2336675
Mr.V. Gopi Swaminathan
Technical Director
National Informatics Centre, IV Floor Chief Secretariat, Pondicherry.
[email protected] 0413-2229484
Mr. S. Arulraj
Senior Systems Analyst
National Informatics Centre, IV Floor Chief Secretariat, Pondicherry.
[email protected] 0413-2229484
HelpDesk :
2220225 and 2233262
[email protected]
25