The integrated system comprises following modules…

Financial Accounts

This is the integral part of the system, as most of the operational controls are implemented through this module. Cash/Bank voucher entry module includes the following key elements:

 

Cash/Bank voucher being the key document for effecting all Books of Accounts, automatically becomes the generic source for compiling all Reports and Returns.

The system ensures that every payment is tagged to not only the concerned project but also the physical entity/object on which the expenses are made. This facilitates greater monitoring of developmental activity, as at every stage one knows how much has been spent on a particular object, regardless of the scheme. Also it gives snapshot on how much has been spent on different object categories such as bridges, hospitals, schools, culverts, etc.

The major modules of the ZP Accounts System are…

The system outputs are…

a) Detailed Reports

b) Summary Reports

• Scheme-wise balance
• Block-wise scheme balance
• Supplier liability
• Deposits liability
• MIS - Snapshot of key parameters

Works Accounts

This is treated as an add-on to the Financial Accounts System. This entails the workflow of the development activity of the ZP starting with the Tender document to Order placement to Advances to Inward bills to Payouts and monitoring the financial aspect of the various Schemes. This system maintains Project-wise inflow and outflow of funds and materials. It also traps the current liability as Creditors’ Ledger is tightly integrated with every Order and Payout. At any point of time, this system allows summarized information for every Scheme, which then can be drilled down to the Project level and further down to the transaction level. Each transaction carries detailed information such as G/O No and UC No

Inventory System

Inventory is maintained for three item categories – Steel, Cement and Bitumin. The system involves the following steps in the workflow:

• Estimates of Raw Materials from Engineering cell as fresh indents with date estimates
• Purchase Orders to Suppliers with internal tag of Chargeable head for each ordered material
• Material Receipt on the basis of Challan with valuation on the basis of Order/Invoice and booked under the specified Account head.
• Approval of Contractor indent for new issues and generation of Delivery Order
• Preparation of Challan for booking Issues to Stock ledger against the specified head
• Even though records are maintained for receipt/issue of each item against the chargeable head, the transaction for head-of-account mismatches are not debarred from the system; only suitable flags/credits are maintained to depict them.
• Scheme-wise stock ledger and closing stock
• Rate statistics for all suppliers
• Item-wise Re-order levels and minimum level maintained to assist indent of new purchases

Following Reports are generated:

• Receipt Register
• Issue Register
• Purchase Order Register
• Delivery Order Register
• Stock Ledger
• Supplier-wise rate statistics

Fixed Assets System

Records are maintained under major categories such as Land & Building, Plant & Machinery, Vehicles, Office Equipment, Furniture & Fixtures, etc. Individual itemised record contains data elements like Purchase date, Supplier name, Order No, Head of Account, Purchase Value, Location and Asset serial number.

Modules include:

• Additions and Purchase details of Asset
• Transfer of asset from one location to another
• Sale or disposition of assets

Following reports are generated:

• Asset Register
• Additions, deletions and movements of assets
• Category-wise summary of Assets
• Scheme-wise summary of Assets

Project Monitoring & Information System

This software has following modules:

• Maintenance of PWD rate Schedule
• Estimates Preparation
• Tenders & Quotations
• Allocation/Tabulation sheet
• Work Order generation
• Project Milestone Legends
• Material Requirement Schedule
• Filing of Engineer's field visit report
• Logging of actual completion of work-components
• Project monitoring (physical progress)

The software generates the Estimates, Tenders and Work Orders. Besides, it also prepares the Estimate Register, Tender Register, Work Order Register and Project Monitoring Report. The software also has a list of possible terms & conditions, which could be selected and attached to the tender document.

The estimates would be prepared by the software, based on the PW rate card and the quantity of the item required by the Engineering cell. The Project monitoring module expects the Engineering cell to prepare a monitoring checklist for the project milestones in terms of expected completion dates. Thereafter, on completion of the respective milestone activities, the completion dates are fed into the system to arrive at an online Project monitoring report and the Alert system.

The Module outputs are…

• Estimate Register
• Estimate document
• Tender document
• Allocation Sheet
• Tender Register
• Work Order
• Work Order Register
• Work Monitoring Report
• Project Monitoring Report

Project Manager

This is the surfing module for Zilla Parishad ERP system. The objective of this module is to allow the senior officials to monitor and assess the status of all the ongoing projects and to track the history of the project functionaries like the Contractor, Executing Agency, and Executive Engineer. It provides complete picture of any selected project from the list of currently active projects with the following details…

• Status of payments made, thus far
• Quantum & status of un-adjusted advances
• Amount of Materials issued
• Project milestone-wise delay in days
• Log of Engineer's field visit report & assessments
• List of Projects undertaken on that physical object
• Detail and performance history of the contractor

Payroll & HR System

Monthly Pay calculation of all permanent staff bifurcated by departments and categories. Besides computing Payroll, the software is integrated with Financial Accounting and PF sub-systems.

The system has following modules…

• Employee database maintenance with Transfer & Experience profiles
• Computation of Payroll
• Printing of all Returns and Schedules
• Bonus & Festival Advance sub-system
• Arrears Computation
• PF System – integrated with Payroll
• Income Tax System – Calculation, Declarations, Actuals’ status and Returns printing
• Budgets and Revised Estimates

The system generates following Reports/Returns…

• Pay Sheet
• Salary summary (department-wise) for posting to Accounts
• Individualized printing of full year earnings & deductions for filing various returns
• PF bill for the month
• Salary Savings statement
• Professional Tax return
• GSLI return with summary count of premium amount
• List of festival advance deducted
• Other query-based reports on-screen and print
• Budgets

Schemes Reporting System (Block Level)

This Software module feeds monthly reporting forms for various Schemes such as IAY, JRY, MWS & EAS at the Panchayat Samity level. Forms sent by the various Gram Panchayats are inputted and the software aggregates them for taking out the Block summary for reporting to ZP. Monthly data is exported digitally to the ZP computer to generate District level summary for State reporting. A navigational option is provided in the ZP software module to drill down to the GP level report.