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MIS/FMS Implementation in ICAR

Implementation of Management Information System (MIS) including Financial Management System

(FMS) in ICAR

(NAIP Funded Project) User Acceptance Testing – Projects MIS


2

2ICAR Kickoff | Feb ‘12

Agenda Today

Projects Solution Overview

Status Report Creation & Approval

RPPI Creation

Enter Project Items

Capturing Work-plan Activities & Details

Enter Budget and Project Item Details

RPPI Checklist

RPPI Approval & PME Cell Appraisal

RPPII Creation

RPPII Approval and Rating/Evaluation

RPPIII Creation

RPPIII Approval and Rating/Evaluation

RPPIV Creation and Approval

Reports


ICAR Projects Solution Overview (Oracle Framework)As per the latest guidelines issued by ICAR in 2012, the old RPF Formats have been replaced by new RPP Performa's, along with new appraisal and evaluation documents. This solution is based on the latest guidelines.


RPP-II

• Creation of RPPIII• Capturing RPPIII particulars and capturing RPPIII Checklist• Team and Final Project Evaluation by PI• Final Project Evaluation by Evaluation Committee• Project Rating by JD(R)/Director• System Supported RPPIII Approval Process• Creation of RPPIV• RPPIV Project Items• System Supported RPPIV Approval Process

• Creation of Status Report• Capturing Particulars like Project Title, Team

Information, Project Items etc.• System Supported Status Report Approval Process

• Creation of RPPI• Capturing RPPI Project Items, Team Member Contribution • Project Activity and Objective Details• Budgetary Information along with project wise equipment list• RPPI Checklist and Project Appraisal by PME Cell• System Supported RPPI Approval Process

• Creation of RPPII• Capturing RPPII Project Items• Capturing Project Progress through various integrated

transactions• Project and Team Rating by PI• Project Rating by HoD and JD(R)/Director

RPP-I2

3

4

ICAR Projects Solution Overview

Status Report1

RPP-III & RPP-IV


Projects – Solution Flow in System

Status Report

RPP-I

RPP-II

RPP-III

RPP-IV

•RPPI Checklist•PME Cell Appraisal

•Team Rating by PI•Project Rating by PI

Rating by HoD•Rating by Director

•RPPIII Checklist•Team Rating by PI

•Project Evaluation by PI•Project Evaluation by Eval. Com.

•Rating by Director





Status Report Creation and Approval

Create new Status Report from Template

Enter Project Header details like Division, Project Title etc.

Enter Project Items

Enter Team Member Information

Submit Status Report for Review and Approval

SR Approved

Approved


1. Logging into Oracle Application


1. Logging into Oracle Application

These are the various forms which would be used in Projects MIS

These are the notifications for the user

These are the responsibilities for the user


2.1 New Status Report Creation



For new Status Report Creation, click here


Document Numbering Logic The document numbering would be automatic and numeric; and would be

generated from the system. For example, if the Document Number is 55210130017:

The first three digits represent the institute. Here 552 is for IASRI. The fourth digit represents the document type. 0 is for SR, 1 for RPPI, 2 for RPPII, 3

for RPPIII and 4 for RPPIV The fifth digit represents the document sub-type. For RPPI, 0 is for institute funded, 1

is for Amendment etc. The sixth and seventh digit represent the year in which the document was created. So

13 means it was created during the period April 2012-March 2013. The last four digits are a running sequence and start with the number 0001. So here

this is the 17th Institute Funded RPPI created in the period April 2012-March 2013 in IASRI.


2.2 Status Report Completion – Project Header


2.2 Status Report Completion – Team Info.


2.2 Status Report Completion – Project Items


2.2 Status Report Completion – External Member Info.


2.3 Team Member Approval


2.3 Team Member Approval

save the communication ONLY after filling all the data


2.3 Team Member Approval Co-PI Login

Co-PI would review the report and click here to grant his/her approval


2.3 Status Report Approval

Click here to start approval process



Notification for Approval

HoD Login



HoD can click on “View Project Form” link to Open the Project Details Form for that particular document.

Overall Comments

Approve Reject

HoD Login



Status Report

RPP-I

RPP-II

RPP-III

RPP-IV








RPPI Creation and Approval

SR Approved

Create RPP-I

• Project Budget • Workplan/Project Activity details

PME Appraisal Report

RPP-I Approved

Approved

RPP-I Format

Send RPP-I for Review

• RPPI Checklist

• Project Item Details

• RPP-I Items• Team Information (Time Spent and Work Components assigned)


3.1 RPPI Creation


3.2 RPPI Completion – Project Header


3.2 RPPI Completion – Project Items


3.2 RPPI Completion – Individual time spent and work components


3.2 RPPI Completion – Creation of Project

Click on Project Code. A pop would be displayed as shown below.

Then click on OK to create project


3.2 RPPI Completion – Creation of Project

Click on Project field. Project would automatically get attached to the

document



SR Approved

Create RPP-I

• Workplan/Project Activity details


RPP-I Approved

Approved

RPP-I Format


• Project Budget

• RPPI Checklist




3.2 RPPI Completion – Enter Workplan Information



Click on the project



Click here to create objectives and activities


Guidelines for Creating Objectives and Activities

Year 1

Objective 1

Activity 1

Activity 2

Activity 3

Objective 2

Activity 1

Activity 2

Year 2

Outline Level 1 Outline Level 2 Outline Level 3


3.21 RPPI Completion – Create Objectives and Activities for an year


3.22 RPPI Completion – Enter Output Monitorable Targets


3.22 RPPI Completion – Associate OMT with Activity


3.23 RPPI Completion – Copy Information for other years


3.23 RPPI Completion – Publish Workplan



SR Approved

Create RPP-I



RPP-I Approved

Approved

RPP-I Format


• Project Budget

• RPPI Checklist




3.3 RPPI Completion – Enter Budgetary Information

Click here



Click on budget lines



Submit and Baseline Budget


3.3 RPPI Completion – Enter Project Item Details

Click here to enter item details



Click on create



SR Approved

Create RPP-I

• Project Budget • Workplan/Project Activity details


RPP-I Approved

Approved

RPP-I Format


• RPPI Checklist




3.4 RPPI Checklist



SR Approved

Create RPP-I

• RPP-I Items• Project Code• Project Number



RPP-I Approved

Approved

RPP-I Format


• Project Budget

• RPPI Checklist



3.5 Team Member Approval – Same as in Status Report


3.5 RPPI Approval

PI clicks here to begin RPPI approval


3.5 RPPI Approval HoD Login


3.5 RPPI Approval PME Login


3.5 RPPI Approval

PME would click on this link for RPPI Appraisal

PME Login


3.5 RPPI Approval

For appraisal, PME would halt the approval process by clicking here

PME Login


3.5 PME Appraisal PME Login


3.5 RPPI Approval

PME will click here to reinitiate approval

PME Login


3.5 RPPI Approval

Director would approve

JD(R)/Director Login


RPPI – Automatic Update of Code with PME Code

RPPI is approved

Open RPPI


RPPI – Automatic Update of Code with PME Code



Status Report

RPP-I

RPP-II

RPP-III

RPP-IV








RPPII Creation and ApprovalRPP-I Approved

Preparation of RPP-II

• Update info. regarding workplan activities of PI and Co-PI •Transactions against

Project BudgetRPP-II Format

Send RPP-II for Review

RPP-II ApprovedApproved• Rating by HoD

• Comments of IRC• Rating by Director

• RPP-II Items • Project and Member Evaluation by PI


4.1 RPPII Creation – same as for RPPI


4.2 RPPII Completion – Project Items (same as RPPI)


4.2 RPPII Completion – Updating Workplan

Click here



Click here (pencil) to update task information



Enter % achieved and click on submit button


4.2 RPPII Completion – Project Rating by PI


4.2 RPPII Completion – Team Rating by PI


4.2 RPPII Completion – Team Member Approval


4.3 RPPII Approval (same as SR and RPPI)

Click here to initiate approval


4.3 RPPII Approval – Rating by HoD HoD Login


4.3 RPPII Approval – Comments of IRC PME Login


4.3 RPPII Approval – Rating by Director JD(R)/Director Login



Status Report

RPP-I

RPP-II

RPP-III

RPP-IV








RPP-II Approved

Preparation of RPP-III

• Update final info. regarding workplan and output monitorable targetsRPP-III Format

Send RPP-III for Review

RPP-III ApprovedApproved• Project Evaluation by

Eval. Committee• Rating by Director

• RPP-III Project Items

•Team Rating by PI• Project Evaluation by PI

RPPIII Creation and Approval

• RPP-III Checklist


5.1 RPPIII Creation (same as RPPI, RPPII)


5.2 RPPIII Completion – Project Items same as RPPI RPPII


RPP-II Approved











5.2 RPPIII Completion – Activity Information same as RPPII


5.2 RPPIII Completion – Update Output Monitorable Targets

click on update


5.2 RPPIII Completion – Update Output Monitorable Targets

Enter all the necessary details including the actual output achieved


5.2 RPPIII Completion – Publish Workplan (same as RPPII RPPIII)


RPP-II Approved











5.2 RPPIII Completion – RPPIII Checklist


RPP-II Approved











5.2 RPPIII Completion – Project Evaluation by PI


5.2 RPPIII Completion – Team Rating


RPP-II Approved











5.3 RPPIII Approval – Team Member Approval (same as RPPI RPPII)


5.3 RPPIII Approval – same as RPPI RPPII

click here to initiate approval


5.3 RPPIII Approval – Project Evaluation by Evaluation Committee

PME Login


5.3 RPPIII Approval – Observations of PME Cell


5.3 RPPIII Approval – Project Rating by Director JD(R)/Director Login



Status Report

RPP-I

RPP-II

RPP-III

RPP-IV








RPPIV Creation and Approval

Create new RPPIV

Enter Project Items and Efforts Made

Submit RPPIV for Review and Approval

RPPIV Approved

Approved


5.1 RPPIV Creation Same as RPPI RPPII and RPPIII


5.2 RPPIV Completion – Project Items same as RPPI RPPII RPPIII


5.2 RPPIV Completion – Efforts Made (only for RPPIV)



Status Report

RPP-I

RPP-II

RPP-III

RPP-IV








6.1 Multiple Institute Project

Collaborating Institute(s)Project gets createdLead Institute Project gets created

PI creates RPP-I

PI captures workplan activities

PI enters collaborating institute budget details

PI enters overall project budgetand lead institute budget details


6.2 RPPI Amendment – Create a new document like RPPII RPPIII


6.2 RPPI Amendment – Make the desired changes

Project extended till 2017


6.2 RPPI Amendment – run ICAR Project Update Program

Pass RPPI Amendment No. as parameter


6.3 Project Abeyance – PME Login

click here

A Project can be terminated/put into abeyance only by the PME Cell. If a project is put into Abeyance, it is temporarily closed. No financial transactions can occur against the project till it is in abeyance. Further, no workplan activities can be updated.

Hence, to complete ongoing/pending financial transactions, if any, the PME would have access to take the Project out of abeyance.


6.3 Project Abeyance


Reports Status Report RPPI Report RPPI Checklist Report RPPI Checklist Summary Report PME Cell Appraisal Report Proposal vs. Expenditure Budget Report RPPII Report Project Rating Report RPPIII Report RPPIII Checklist Report RPPIII Checklist Summary Report Statement of Expenditure Report Final Project Evaluation Report by PI Final Project Evaluation Report by Evaluation Committee Project Publication Detail Report Project Status Report for IRC Project Funding Report RPPIV Report


THANK YOU

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