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Financial ManagementSystem

Prosix Softron Pvt. Ltd.

For WORLD BANK ProjectsFor WORLD BANK Projects

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Why CFMS for Project?

To Manage the Financial Resources in EffectiveManner

Budgeting & Accounting

Compliance with LACI requirements Compliance with SOE formats

Monitoring of Physical progress on Projectactivities

Monitoring at various levels

Monitoring in terms of cost-tabs of PIP

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Salient Features of SystemSalient Features of SystemDesignDesign

Govt. Object CodeGovt. Object Code-- wise mapping of expenseswise mapping of expenses

General Accounting (AG)General Accounting (AG)General LedgerGeneral Ledger

Cash/ Bank BookCash/ Bank Book

Trial BalanceTrial Balance

Subsidiary LedgerSubsidiary Ledger

World Bank Requirements

LACI Reports

SOE Reports

Activity wise expenditure

Disbursement Category wise

Investment/ Recurring

PIP Cost tab wise

Contract Monitoring

Procurement Monitoring

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Salient Features of SystemDesign

Provides accounting reports from threeProvides accounting reports from threedimensionsdimensions

General AccountingGeneral Accounting for AG audit purposefor AG audit purpose

LACI and SOE based reportingLACI and SOE based reporting For WorldFor WorldBank reimbursementBank reimbursement

Govt. object code wise reportingGovt. object code wise reporting ForFormapping to Govt. expenditure headsmapping to Govt. expenditure heads

Cumulative accounting under variousCumulative accounting under variousdisbursement categories is provided sincedisbursement categories is provided sinceinception of the project. This is required forinception of the project. This is required forclaiming the reimbursement from Worldclaiming the reimbursement from WorldBank.Bank.

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Salient Features of SystemDesign

Expenditure Monitoring Dimensions

General Ledger Heads of account

Disbursement Category/ Sub category

Project Component-Activity Group

Accounting Location

Expenditure Entity

Contract Linkages - Physical Progress

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Salient features of SystemDesign

On-line Accounting System

Accounting transaction, i.e. Voucher

facilitates entry of

Physical progress,

Expenditure entity and

Contract No. to which the cost pertains to

Project Activities have been mapped to

first four characters ofGL Head

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GL Code Structure

General Ledger Head is composed of

XXXX XX XX XXXX XX XX

Sub Head

Govt. Budget Head

Disbursement Category

Nature of Account

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GL Code Structure

Description

Nature of Account (IN: Investment)

World Bank Head (IN21: Furniture)

Disbursement Category (2)

Government Head (12: Furniture)

Sub Head ( Hospital Furniture)

IN211202 Furniture Hospital Furniture

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Project Components

ComponentsComponents

PP-- Policy Reforms, ManagementPolicy Reforms, Management

Development & InstitutionalDevelopment & Institutional

StrengtheningStrengthening

QQ-- Improving Health Services QualityImproving Health Services Quality

& Access& Access

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Project Component and Subactivities

The activity has been structured as

YY YY YY YY YY

SubSub--activityactivity

Main activityMain activity

ActivityActivity

Sub componentSub componentComponentComponent

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Project Component and Subactivities

Sub-activity P.1.1.1.0 - Policy Reform-Dev. Mgmt.capacity-SMG &

SSG - Equipment.

Q.1.1.1.4 - Health Serv.Qlty- Clinical Serv.Qlty -

Renovate -Civil works-Renovation ofCHC.

P.2.1.1.0 - Policy Reform - Dev Accountabiliy & Ffficiency -HMIS

- Equipment.

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Salient features of System

Design Expenditure EntityExpenditure Entity-- BB ------ BPHCBPHC B5618B5618 -- AmapurAmapur

-- CC ------ CHCCHC C5617C5617 -- KasganjKasganj-- PP ------ PMUPMU P0001P0001 -- LucknowLucknow

-- RR ------ RPMURPMU R0301R0301 -- JhansiJhansi

-- DD ------ DPMUDPMU D0156D0156 -- EtahEtah

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Functional Features of Software

Access to authorized users, which areAccess to authorized users, which arecategorized ascategorized as

AdministratorAdministrator

Entry of voucherEntry of voucher

Posting of voucherPosting of voucher Maintenance of DescriptorsMaintenance of Descriptors

Contract ModuleContract Module

Supports multiSupports multi--location accounting and merginglocation accounting and merging

of subof sub--units accountsunits accounts

OnOn--line deduction and accounting ofTDS ( Taxline deduction and accounting ofTDS ( Taxdeduction at source ) from supplier and other billdeduction at source ) from supplier and other billensures timely deduction and deposit ofTDS.ensures timely deduction and deposit ofTDS.

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Every transaction records User Name, Date ofEvery transaction records User Name, Date oftransaction, Accounting Centretransaction, Accounting Centre

Descriptor records can not be physically deletedDescriptor records can not be physically deleted

Reports can be sent on eReports can be sent on e--mail directly as well asmail directly as well asin other formats like MSin other formats like MS--Excel, MSExcel, MS--WordWord

Posted vouchers can neither be deleted norPosted vouchers can neither be deleted norupdatedupdated

Relevant help has been provided as requiredRelevant help has been provided as required

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Reports onReports on

Project ManagementProject Management

Statement of ExpenditureStatement of Expenditure

Budget VariancesBudget Variances

Procurement & Contract monitoringProcurement & Contract monitoring

Consolidation of DataConsolidation of Data

Drill DownDrill Down

Import / Export of DataImport / Export of Data


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General Financial AccountingGeneral Financial Accounting Project ReportsProject Reports

BudgetBudget

Bank ReconciliationBank Reconciliation Contract MonitoringContract Monitoring ProcurementProcurement

UtilitiesUtilities

LOCFIMS : Modules

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Preparation of vouchersPreparation of vouchers Posting of vouchersPosting of vouchers

Books of AccountsBooks of Accounts

LedgersLedgers Trial BalancesTrial Balances

Voucher preparation and posting can be done by the

Authorized Users only.

contd.

General Financial Accounting

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Voucher Preparation & Posting

StagesStages -- Prepared & unPrepared & un--posted (Token No.)posted (Token No.)

-- Posted (Voucher No.)Posted (Voucher No.)

Voucher is printed and authorizedVoucher is printed and authorized

UnUn--posted voucher can be modified as well asposted voucher can be modified as well as

deleteddeleted

Posted voucher can neither be modified norPosted voucher can neither be modified nordeleteddeleted

contd.

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Bank Payment VoucherBank Payment Voucher Bank Receipt VoucherBank Receipt Voucher

Cash Payment VoucherCash Payment Voucher

contd.

Voucher CategoriesVoucher Categories

Cash Receipt VoucherCash Receipt Voucher Journal VoucherJournal Voucher

Transfer VoucherTransfer Voucher

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Voucher No. sequence is generated yearly forVoucher No. sequence is generated yearly forJournal/Cash/BankJournal/Cash/Bank--wisewise

Token No. sequence is generated yearly and isToken No. sequence is generated yearly and isUnique through out the ProjectUnique through out the Project

Token Number includes Accounting LocationToken Number includes Accounting LocationType, Code, Financial Year.Type, Code, Financial Year.

Voucher Number

contd.

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Books*Books*-- Bank/Cash/ Journal / DayBank/Cash/ Journal / Day

Ledgers*Ledgers*-- General/SubsidiaryGeneral/Subsidiary

Trial Balance*Trial Balance*-- General Ledger / Subsidiary LedgerGeneral Ledger / Subsidiary Ledger

RegistersRegisters

-- Cheque Issue / Cheque ReceiptCheque Issue / Cheque Receipt

* Current Location / Cumulative

Books of AccountsBooks of Accounts

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Automatic porting of Bank Statement from softcopy.

Automatically reconciles distinct entries

For broken/non-distinct entries, it provides un-reconciled entries of Bank in one box and un-

reconciled entries of vouchers in another box -

allows Manual reconciliation of these entries

Bank Reconciliation

contd.

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This is a bank statement Import. After Collecting the Soft Copy from Bank,Enter the File Name, Select the Bank and Date Range. The software importsthe complete Bank Statement. This bank statement is Transferred to Database,

which can be reconciled later on either Automatically or Manually.

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This is a bank statement of Allahabad bank After feeding the statement, whenyou press reconcile button, it searches the voucher table having same details fedinto statement line. If the program finds a match, it flags last text box of the

multi-line block with Y else N.

contd.

A

U

T

O

M

A

T

IC

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Picksun-reconciledentries frombankstatement.

Picks

un-reconciledentries fromvouchers.

This form is used for manual reconciliation. Sometimes there canbe more than one voucher against a bank entry. Just pick the bank entry to bemanually reconciled from upper block and the corresponding entries from lowerblock and press reconcile. Post button writes your work into databasepermanently.

M

A

N

U

A

L

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Project ReportProject Report

Project Management Reports

Statement of Expenditure

Ledgers

Trial Balances

Ineligible Expenditure

World Bank Head wise

Government Head wise

Disbursement Category wise

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Contract MonitoringContract Monitoring

This form is used for entering the Contract Details specifying itsProcurement method, Project activity, Contract Amount, WBRNumber, Description and the stages of the Contract. Stages are used

in Vouchers for linking the financial Progress to Physical progress.

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Contract MonitoringContract Monitoring

For Contracts the Running Bill can also be generated. After enteringthe Gross Amount, the software takes care of all the deductions onthe rates specified by the officials. From here also the physicalprogress can be monitored.

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ProcurementProcurement

The software provides feature for procurement of Drugs andEquipment. The Contract details includes rate of LDP, Max. rate ofLDP, Payment percentages which will be used for preparing thepayment sheet.

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This form is used for Distribution of the Items at the locationsspecified with the Unit rate and Sales Tax applicable.

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After the distribution of the items at locations this information is

Updated, while entering Quantity delivered, Delivery date, Bill no,Bill Date, Bill Amount

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After the inspection of the items delivered the information isprovided, as how much quantity is accepted, acceptance dateand the Stock Page

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Depending upon the information provided the Payment iscalculated.

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Budget is defined in terms ofBudget is defined in terms of PIP BudgetPIP Budget

Budget Entry Yearly/QuarterlyBudget Entry Yearly/Quarterly

Budget AllocationBudget Allocation Budget Variation Report can be generatedBudget Variation Report can be generated

Component, Sub Component, Activity, MainComponent, Sub Component, Activity, MainActivity, Sub activity wise. Variances are with respectActivity, Sub activity wise. Variances are with respect

to Quarterly Budget and PIP Budgetto Quarterly Budget and PIP Budget

contd.

Budget

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PIP BudgetPIP Budget

The information of budget defined in ProjectThe information of budget defined in Project

Implementation PlanImplementation Plan

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Budget AllocationBudget Allocation

Budget Allocation to DPMU/RPMU for a Quarter.Budget Allocation to DPMU/RPMU for a Quarter.

Financial

Year and

Quarter for

Budget

Allocation

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Password EncryptionPassword Encryption

Only authorized Users can use the SystemOnly authorized Users can use the System

Users are categorized asUsers are categorized as --


Voucher PreparationVoucher Preparation


Master MaintenanceMaster Maintenance

Contract ModuleContract Module

contd.

UtilityUtility ---- User Administration & SecurityUser Administration & Security

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User are created and the password is encrypted then saved in Database.User are created and the password is encrypted then saved in Database.Depending upon the privileges the menu options gets customized.Depending upon the privileges the menu options gets customized.

UtilityUtility ---- User Creation and PermissionsUser Creation and Permissions

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UtilityUtility ---- Drill DownDrill DownDay Book

Bank Book

Cash Book

Trial Balance

PMR

SOEWorld Bank Head wise Expenditure

Government Head wise Expenditure

From all above mentioned levels User can traverse

down to Voucher stage

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From the PMR 1From the PMR 1--AA Detail of selectedDetail of selected

categorycategory Subsidiary LevelSubsidiary Level Subsidiary LevelSubsidiary Level

(Monthly)(Monthly) Vouchers of the MonthVouchers of the Month ParticularParticular

VoucherVoucher

UtilityUtility ---- Drill DownDrill Down

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Login ScreenLogin Screen

User InterfaceUser Interface

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Menu of the SoftwareMenu of the Software


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Bank Payment VoucherBank Payment Voucher

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Journal VoucherJournal Voucher

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Report FormatsReport Formats

Bank Payment Voucher

Bank Payment Voucher

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Bank BookBank Book

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General Ledger

General Ledger

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Trial

Balance (

General Ledger)

Trial

Balance (

General Ledger)

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Implemented at

1. U.P. Health Systems Development

Project (UPHSDP)

2. Uttranchal Health Systems Development

Project (UAHSDP)

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Communication between PMU,

RPMU & DPMU Distributed Accounting with consolidation at

RPMU/PMU

DPMU to RPMU/PMU Vouchers via FTP oninternet

PMU to RPMU/DPMU using web-site forpublishing of information

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Platform

Front End

Visual Basic 6.0

Back End

SQL Server 2000 / Ms Access / Oracle

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Discussion

fms_wb

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