TO THE PARTICIPANTS OF THE CsCA ANNUAL CONFERENCE

1. TOTHE PARTICIPANTS OF THE CsCA ANNUAL CONFERENCE WELCOME

2. AN OVERVIEW OF THE PVA SOFTWARE G. ALAGARSAMY Pr. CCA, TN CIRCLE

3. DISADVANTAGES OF THE MANUAL SYSTEM Impracticability of vouching – even receipt of vouchers from all the PDUs numbering above 2500. Remote chance of vouching the individual pension disbursements.

4. TASKS • Initial idea was a simple one-to-one vouching of pension due and pension disbursed. • Expanded to accommodate diversified environments • CDA Pension cases • IDA for Executives • IDA for Non-Executives • IDA with merger of Dearness Pay • IDA without merger of Dearness Pay • Entire application should cover old data as well.

5. THE PROCESS • Defining the data structure. • Building up of database of all existing pensioners Broad classifications • Central – DA Pensioners (CDA) • Industrial – DA Pensioners (IDA) – BSNL Retirees • The coverage was around 18,500 records

6. PLAN OF ACTION STAGE – I (IN-HOUSE) • Allotment of Unique Pension Pay Order (PPO) Number. The existing PPO Numbers were cumbersome – i.e. alpha-numeric-special character combination in various styles and length. • Present Unique PPO Number limited to nine digits and allotted chronologically in running serial. Idea behind – to create a database with a unique PPO as the Primary Key for data management and migration to the adoption of BSNL HRNO for ease and accuracy.

7. PLAN OF ACTION STAGE – II • Communication of the Unique Number • Pension Disbursing Units (PDU) • Public Sector Banks (PSB) • Post Offices (PO) • Feature of the Exercise • Though time consuming, aids in cutting short of several difficulties in vouching.

8. APPLICATION PROCESS • Maintenance of the database. • Adding of new records in chronological order. • Updating of the existing database with key inputs. • Automation of vouching through software. • Generation of exceptional reports. • For effective pension management. • For effective analysis at managerial levels. • Generation of control reports.

9. HIGHLIGHTS OF PACKAGE Developed in the latest Microsoft .net Technology and SQL Platform. Easy User Interfaces . Advanced Search options. Individual Auditing as well as Electronic upload of bulk monthly data allowing for auditing of whole year within seconds. Different view styles allowing from old ledger fashioned view to Grid style view. Quicker Generation of Reports. Audit Trail. Facility for Backup and Restore.

10. HARDWARE READINESS • 9 PCs with CPUs. • 1 PC working as Server. • Laser Jet Printers. • Ethernet Switch with 16 Ports. • Broadband Connectivity. • LAN Network.

11. SOFTWARE READINESS Ready to use pensioners database in Excel format covering about 22,000 pensioners. Ability to convert the available data as source file to the Axiom Package. Purification of data in periodical interval.

12. KEY MODULES IN THE APPLICATION Masters Pensioner details Auditing Conversion Transfers Reports Utilities Admin

13. KEY FEATURES OF THE APPLICATION • One time entry of Master Data – even before entering the pensioners data – avoidance of repetitive data entry. • Capturing of the pensioners data through dedicated screens and modules – coverage of all the required details. • Migration of data in soft format through ‘Utilities’ Module. • Versatile ‘Admin’ Module. • Defining of users and their permission in assessing every module or sub module.

14. EVALUATION OF THE PACKAGE Debugging of the data through the evaluation process. Many major modifications and additions covered. The results were fine-tuned with the help of control reports and effective feedback from the personnel handling the application.

15. CHECKS BUILT IN THE VALIDATION PROCESS • PENSION TYPES: CDA & IDA, computation of gross pension and the net pension, computing the relief on the gross pension, arriving at the net pension ignoring the commuted portion there from. • PENSIONER DETAILS: Data including family details, could be edited, modified and saved. • MERGER of DR as DP: Depending upon the date of vouching and the Pay commission selected, merger of 50% of DR as DP and computing DR on Pension + DP. • DR on IDA: Differential application of IDA DR rates ie Executives and Non-Executives, based on the Group and Pay scale.

16. CHECKS BUILT IN THE VALIDATION PROCESS (contd……) FIXED MEDICAL ALLOWANCE (FMA): The allowance is allowed on CDA pensioners where the option is enabled. ADDITIONAL PENSION / FAMILY PENSION: The application computes the additional pension where the pensioner’s age exceeds the limits as notified in the VI CPC, both for CDA & IDA pensioners. RESTORATION OF COMMUTED VALUE: Restoration is observed to happen on the date due. MAXIMUM PENSION: Pension is restricted to the maximum ceiling laid in VI CPC.

17. CHECKS BUILT IN THE VALIDATION PROCESS (contd……) • CONVERSION OF PENSION: Superannuation / Retirement pensions are converted into family pension. • TRANSFERS: Transfer of pension from Bank to PO and vice-versa is enabled. • UPLOADING: Uploading of scroll data in pre-defined soft format, both Bank & PO • BACK-UP & RESTORATION OF DATABASE: Both operations are enabled and executed on the server. • USER: Users could be created and privileges assigned. Assignments are duly applied on logging.

18. CHECKS BUILT IN THE VALIDATION PROCESS (contd……) • HELP - Menu provides the document on the application. • Audit Trail could be generated. • Generation of letters to Pension Disbursing Units(PDU), through online recording of standard objections in the course of individual audit. • SCROLL ANALYSIS REPORT – Throws Trend Analysis of the Scrolls posted over a period, for a particular pension month. • Customised reports for easy review and follow up both at Micro & Macro levels.

19. FURNISHING OF SOFT FORMAT • To avoid delays and other complications Soft format has been circulated to the Pension Disbursing Authorities (PDAs) for furnishing the pension payment details.

20. E-FORMAT FOR BANKS • SL NO • NEW PPONO • PENSIONER_NAME • LINK BRANCH • PAYING BRANCH • SB AC NO • SCROLL MONTH/ YEAR (IN NUMERIC FORM) • PENSION MONTH/ YEAR (IN NUMERIC FORM) • BASIC PENSION • ADDITIONAL QUANTUM OF PENSION(ABOVE 80 YEARS) • AMOUNT COMMUTED • DEARNESS RELIEF • ARREARS IF ANY • ARREARS DETAILS • FMA • TOTAL • RECOVERY_IF ANY • NET PENSION PAID • REMARKS

21. E-FORMAT FOR POST OFFICES NOTE: 1. PENSION MONTH RELATES TO MONTH FOR WHICH PENSION IS PAID 2. SCROLL MONTH RELATES TO MONTH IN WHICH PENSION IS ACCOUNTED

22. MILE STONE • Pension Payment Orders (PPOs) issued upto Feb 2011 captured in the Pensioners Database. • About 24,142 pensioners details are available in the Master. • Data relating to IDA, pension revision of pre 2007 / post 2007 being updated. • Recovery of overpayment of pension to the tune of Rs.72.13 Lakhs for the FY 2010-11.

23. SUGGESTED ROAD MAP FOR OTHER CCA CIRCLES • Records: • Register of PPOs if available, update with all the relevant details. • Register of Commutation in the similar manner. • Making availability of individual pension files, with all the pension forms and allied papers. • Preparation of a Standard list of all designations, corresponding pay-scales under successive Pay Commissions, Groups etc. • Hardware: • Server Client architecture under LAN with workstations.

24. SUGGESTED ROAD MAP FOR OTHER CCA CIRCLES (CONTD….) • Installation & Training • IDENTIFICATION OF THE TEAM: A team to do the roles of a DBA and the data entry and simultaneous authentication required. • Installation and training on the Pension Voucher Audit Software by the Vendor. • Populating all the Master Tables. • Populating all the pensioners’ data, including the family details and mapping individual pensioner to the pension disbursing unit. • On completion - Plunge in for Voucher posting and audit.

25. IMPLEMENTATION SCHEDULE

26. IMPLEMENTATION SCHEDULE

27. IMPLEMENTATION SCHEDULE

28. THANK YOU