by north western railway best practices & innovations
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by North Western Railway
BEST PRACTICES & INNOVATIONS
Total Cash-less payment System
100% salary payment through bank, in all units of NWR.
100% Contractor/Vendor payment through bank.
Imprest recoupment through Smart Card.
First time ever, 100% PLB payment through bank.
Salary through bank paymentNWR
March'10 March'11 March'12 March'130.00
20.00
40.00
60.00
80.00
100.00
120.00
39.89
54.94
87.59
99.56
Chart Title
%a
ge
Period
IMPREST CARD
PROCESS
A SINGLE CHEQUE ALONGWITH A SOFT COPY CONTAINING DETAILS OF IMPREST CARDS AND THE IMPEST AMOUNT
CHEQUE IS ISSUED AS: SBI A/C IMPREST CARD
FINAL DEMAND SHALL BE DEBITED AND CHEQUES & BILL SHALL BE CREDITED
SBI WOULD LOAD THE IMPREST CARDS IN REAL TIME (WITHIN A FEW MINUTES).
AFTER THE BULK UPLOAD, IMPREST CARD HOLDERS WOULD BE INTIMATED THROUGH SMS ALERT.
ADVANTAGES
MINIMIZE CASH HANDLING
REDUCTION IN ROLE OF CASHIERS
REDUCTION IN ESCORTING BY R.P.F
WITHDRAWAL ON NEED BASIS FROM ATM (SBI & SBBJ)
OBLITERATE THE POSSIBILITY OF THEFT OF CASH
Streamlining of Bank operations
For the first time on Indian Railways, Pay cycle of staff reduced
from 4 batches to a single batch.
Again for the first time on Indian Railways, number of treasury
banks reduced to 1, in each accounting unit of NWR. (from 14 to 1,
over BKN Div.). This has reduced the number of banks dealt with
for C&B reconciliation to just 6 over entire NW Rly.
No. of cheques issued p.m. reduced drastically (from 1782 in
Mar’09 to 70 in Mar’13, over BKN Div.)
Single window payment system introduced, through bulk
RTGS/NEFT.
No. of cheques issued p.m.NWR
March'09 March'10 March'11 March'12 March'130
2000
4000
6000
8000
10000
12000
9617
8466
4400
2889
1360
No. of Cheques p.m.
Period
No.
of
Ch
equ
es p
.m.
Redeployment of Cashiers
Cashiers’ beats reduced drastically (from 14 to 3,
over BKN Div.)
Posts of cash office staff declared surplus &
surrendered.
41 no. of cash office staff redeployed.
Significant reduction in TA & Honorarium of cashiers.
Surplus staff redeployed in vacant posts of Accounts
office on regular basis as per Railway Board
guidelines.
IPAS Implementation
NWR the second Railway, (after E.Co.Rly) to implement IPAS.
NWR the first Railway to implement I.C. module for Workshop.
PF Module & Pay Roll Module, already implemented successfully
over NWR.
Pension Module is being started from April’13.
Other Modules of IPAS are under process for implementation
one by one.
Staff are finding IPAS much convenient and smoother than
previous programme, ITAS.
NWR acknowledges help rendered by CRIS in implementing IPAS.
Inspection of Banks for PPO Checking
All Pension paying branches in
Rajasthan Checked.
Almost entire pensioners covered.
More than 66,000 PPO’s checked.
Over payment of Rs. 5.80 Crore
detected.
Approx. Rs. 4.00 Crore already
recovered.
Steps towards Paper-less working
Extensive use of E-Dak and FTP by all units
over NWR.
It has enabled swift movement of
information among various units of NWR.
It has saved TA claims, Man days & Trees
(from felling).
Easy to monitor information exchange
timings.
Improvement in C&B Reconciliation
Close monitoring of Cheques & Bills
reconciliation and suspense balances
outstanding.
Rationing system of blank stationary of Cheques
at 3 levels.
Full details of every cheque maintained in hard
copy & soft copy.
Earlier it used to take approx. 12 days P.M. for
monthly C&B reconciliation, now its takes 2 hrs.
only.
Cr. Posting
Bill Received
CO7CO 6
Cheque Requisitiion(Cheque Printing & list of issued cheque prepared,
treasury wise)
Cheque issued to Contractor/Firm etc
Deposited in Bank
Paid cheque sent to Rly. HQ by Bank , with Debit
Scroll
Exchequer RegisterReconciliation
Cash Book
General Books
Posting of Credit in C&B Register (Total Amt)
treasury wise, on monthly basis
Process of reconciliation of
C&B
Cancelled cheques
Un paid cheques returned back
Cr.
Entr
y
(-) Cr.Entry
(-) Cr. Entry
Prep'n of ATC by Rly. HQ & dispatch to A/C unit
Shorting of paid cheques & prep'n of debit scroll (A/c
unit wise) & dispatch to A/c unitDr. Entry
Possible outcome
Cheque correctly found with debit
scroll
Extra Cheque found, of other unit
Cheque not found in debit scroll but mention in debit
scroll
Cheque not recd. & No mention in
debit scroll
Un cleared suspense (continued as credit
entry in C&B Register)
Inform HQ
Sent back to HQ
Suspense clear
Reconciliation Completed
Monthly Balance of C&B susp.ledger
Cr. Continued
Fro
m H
Q (-) C
r.ATC
Dr. Entry
Reconciliation
Any abnormality or mismatch needs further scrutiny for
possible fraud
Flow Chart of Cheques & Bills Reconciliation Procedure
Prepared by Abhinav Gupta, Sr.DFM/ BKN, 09/ 06/ 11
Reconciliation with PMR cash
book
Continuous reduction in no. of cheques issued
S.N. Period No. of cheque issued
1 March’09 1782
2 March’10 1116
3 March’11 583
4 March’12 277
5 January’13 126
6 March’13 70
Outstanding amount in C&B Reconciliation
S.N. As on Amount No. of Cheques
1 01.04.2010 9,88,23,335 135
2 01.04.2011 3,74,93,753 85
3 01.04.2012 2,17,28,225 51
4 01.03.2013 35,04,82,941 169
EXCHEQUER MONITORING
• EARLIER PRACTICE- TOTAL AMOUNT OF CHEQUE
ISSUED ON DAILY BASIS WAS ACCONTED FOR
• LATER PRACTICE- TREASURY WISE AMOUNT &
CHEQUE NO. WISE DETAILS (FOR CONTINUITY)
• RECENT PRACTICE- ONLY ONE TREASURY, CHEQUE
NO. & AMT DETAILS IN CONTINUITY REGISTER, SIGNED
BY SSO/BKS & DFM
RECON. OF EXCHEQUER WITH PMR
ON BI-WKLY OR TRI-WKLY BASIS
• TOTAL EXCHEQUER USED FOR THE DAY & UP TO THE DAY, IS
TALLIED. SIGNED BY SSO/BK & DFM
• IT ALSO TALLIES TOTAL NO. OF BILLS SENT BY BOOKS SECTION
& RECEIVED BY CASH OFFICE
• IT INSURES THAT EXTRA/ SHORT BILLS OR CHEQUES ARE NOT
SENT/ RECEIVED
Employee Information System• Information pertaining to PF; Salary; Leave; Pension &
contractual payments have been started on IPAS.
• It can be accessed by the Employee on Railnet & Internet.
• Railnet link is
http://10.141.6.118:9080/AIMSKIOSK/KOISKINDEXPAGE.JSP
• Similarly Internet link is
http://122.252.243.105:9080/AIMSKIOSK/KOISKINDEXPAGE.JSP
• Jodhpur Division has started Kiosk based screen in Accounts
for the help of employee & contractors. Similar kiosks are
planned to be installed in all Divisions, Workshops & in HQ of
NWR in 2013.
Schemes in the Pipe Line Cash collection of station Earnings to be lifted by bank.
It would eliminate irregular movement of cash safe.
It would help quick realization of earnings into Govt. A/C.
No. of shroff & cash witness would reduce.
Computerization of all Suspense Accounts.
To help close monitoring of suspense balances.
Immediate information about any specific case.
No need to manually maintaining the ledgers and carry
forward frequently
Touch screen enquiry system for status of P.F.
THANKS
Abhinav Gupta, SrDFM/BKN
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