MIS/FMS Implementation in ICAR
Implementation of Management Information System
(MIS) including Financial Management System
(FMS) in ICAR
(NAIP Funded Project)
User Acceptance Testing – Payroll
MIS/FMS Implementation in ICAR
Agenda – First Day
 Employee’s Data View in HR System.
 Employee’s Service Details View in System.
 Payroll Component Entries View in System.
 HR to Payroll Process Flow.
 Payroll Processes & Reports.
Payroll Integration with Finance.
2
2
MIS/FMS Implementation in ICAR
Agenda – Second Day
 Superannuation Initiation Process.
 Pension Forms & Reports.
 Pension Sanctioning.
 Pension Authorization.
 Retrials & Benefits Disbursement.
 Regular Pension.
MIS/FMS Implementation in ICAR
Monthly Payroll Life Cycle
Start
Concerned Personnel
Authorities and Competent
Authorities( in the Cash
section) enter the changes
related to the Employee
Payroll Data including Leave
Information, Gratuity, Leave
Encashment, Final GPF
information to be processed
in payroll before 20th of
every month
Stop
Employees can log in to
Self Service HR,
navigate to the Pay Slip
link to generate the
month’s pay slip.
DDO receives
an offline
intimation
from relevant
stakeholders
to process the
Payroll Run for
the month
Employees receive the
Monthly Salary/ Any
other payments
processed as a part of
the monthly payroll
DDO runs
Monthly
Payroll
Process
DDO intimates the
Audit & Accounts
Deptt. for
verification of Pay
Bill , Deduction
Schedule and
payment
Changes and corrections
are carried out by the
stakeholder
The DDO runs the Pay
Slip Report job
DDO receives an offline
confirmation that the
final process is
complete
Competent
The Competent
Authority in Audit Authority in the
& Accounts
Audit and Accounts
Section runs section verifies the
Payroll Run
Payroll Run Report
Report
Changes
needed?
NO
Yes
Competent authority proposes required
changes and sends back to DDO for
correction and re-run of Payroll
The final process run by
the Authority at the
Audit and Accounts will
be “Transfer to GL”
Costing Process is run next
to apply the cost
allocation of the elements
to the various accounts
from which the money is
debited
The Competent Authority
in the Audit and Accounts
section runs the PrePayment Process
The Pre-payment Process is
followed by Cheque Writer,
Direct Deposit processes to
disburse the amounts to the
employee
MIS/FMS Implementation in ICAR
HR-Payroll-Finance Integration
Personnel/Establishment
Employee gets created and Service
details are entered. Payroll Entries are
made. Eligibility Reports will be checked
and Sanction Orders will be generated
from System incase of Loans & Advances.
Retirement process initiates and forms are
submitted by Employee incase of
Pension.
DDO/Sanctioning Authority
DDO gets offline intimation to execute
the Payroll. Incase of Loans &
Advances, Pension DDO will have Read
only Access to Validate the data along
with the respective reports which can be
referred before Sanctioning the Case.
Finance/Audit & Accounts
Section.
Finance Dealing hand gets offline
intimation to run Post-Payroll Processes
and Payment is disbursed. Incase of
Loans & Advances, Pension – Audit &
Accounts officer will Authorize the case
after running the reports. Audit &
Accounts will also have Read Only
Access of HR Personnel Data.
MIS/FMS Implementation in ICAR
Logging into Oracle Application
Enter Login Credential
Information to gain access.
MIS/FMS Implementation in ICAR
Personnel Responsibility
Dealing Hand Access to
HRMS Data
MIS/FMS Implementation in ICAR
Personnel Dealing Hand Access For HR Data & Payroll Entries
Different Tasks Under
HRMS Responsibility
MIS/FMS Implementation in ICAR
DDO Access For Payroll & HR View Data
DDO Access For Payroll
Run, Related Processes &
Reports
DDO Read Only Access to HR
Data
MIS/FMS Implementation in ICAR
Payroll & Related Processes Access For DDO
Different Tasks Related to
Payroll for DDO to Perform
MIS/FMS Implementation in ICAR
HR Read Only Data For DDO
Different Tasks Under
Read Only HR Access.
MIS/FMS Implementation in ICAR
Clicking on “Open Employee Service Record” Task Will Open
the below Form
MIS/FMS Implementation in ICAR
Find Person Form
Enter Either Employee Name or Employee
Number and Click on Find Button to Open
the Record of an Employee.
MIS/FMS Implementation in ICAR
Employee Basic Details Form
This form will show all the Basic
details of an employee as already
entered by Dealing Hand.
MIS/FMS Implementation in ICAR
Employee Address Details
Clicking on Address Button will display
Address Details of an Employee as
already entered by Dealing Hand,
MIS/FMS Implementation in ICAR
Employee PAN Details
Clicking on PAN Tab in Employee
Basic Details Form will display PAN
information of an employee as already
entered by Dealing hand.
MIS/FMS Implementation in ICAR
Employee Service Details.
Clicking on Service Details Button
in Employee Basic Details Form
will display Service Details of an
employee as already entered by
Dealing hand.
MIS/FMS Implementation in ICAR
Employee’s Payroll & Statutory Information.
Employee’s Payroll
Information in Service Details
as already entered by Dealing
hand.
Clicking on Statutory Information Tab
in Service Details Form will display
Statutory Info of an employee as
already entered by Dealing hand.
MIS/FMS Implementation in ICAR
Employee Basic Salary Information.
Clicking on Salary Information Button to
know the Basic Salary Of an employee
as already entered by Dealing Hand.
MIS/FMS Implementation in ICAR
Basic Salary Information
New Page will display Monthly & Yearly Salary
Of An Employee.
MIS/FMS Implementation in ICAR
Payroll Components Information.
Click on Salary Components Button to
Display all Eligible Payroll Components.
MIS/FMS Implementation in ICAR
Payroll Components
Another Form will open and
display the Information &
frequency of Payroll
Components as already
attached by Dealing Hand.
MIS/FMS Implementation in ICAR
Employee Pay Method Details
Click on Payroll Related Button
to display Payment Method
Details of an Employee as
already entered by Dealing
hand.
MIS/FMS Implementation in ICAR
Employee Pay Method Details View
Clicking on Pay Method button
will display another form with
List Of values.
MIS/FMS Implementation in ICAR
Employee Pay Method Details View
Double Click on Pay Method
option to see Employee
Payment Methods
MIS/FMS Implementation in ICAR
Payment Details Form
Bank Details field captures the
information of Bank Details.
MIS/FMS Implementation in ICAR
Employee Bank Account & Related Details.
Clicking on Bank Details Field will
display Bank Account & Related Details.
MIS/FMS Implementation in ICAR
DDO Payroll Access
Choose “IASRI DDO Payroll Access
Responsibility” to perform Payroll
Related Activities
MIS/FMS Implementation in ICAR
Run Payroll For Group Of Employees
Click on “Create Group of Employees for
Payroll Run” to Create a Set of employees
to be used in Payroll Run for Execution
MIS/FMS Implementation in ICAR
Creating Set Of Employees
Enter the name of the Set. The same name
will be used as an input Parameter for
Payroll Run
MIS/FMS Implementation in ICAR
Payroll Run For All Employees / Group Of Employees.
Click on “Run Payroll for all Employees /
Group Of Employees” Task to execute Payroll
Run.
MIS/FMS Implementation in ICAR
Payroll Run
Search for the Payroll which has to be
executed
MIS/FMS Implementation in ICAR
Interest & Non-Interest Bearing Advances Life Cycle
Start
The Employee
obtains and fills
the required
application form
for availing the
specific advance
Submits the
application
form to the
Competent
Authority in
Establishment
Section
Competent
Authority
in
Establishm
ent Section
verifies the
application
form
Generates
the
Advances
Eligiblity
Report
Is the
employee
eligible for the
availed
Loan?
No
Inform the
Employee offline
about the
ineligibility for the
Loan
Stop
Stop
Employee
receives
the
payment.
DDO Send the file
to Finance Section
for Payment
Disbursement
Yes
Competent Authority
at Establishment
Section enters the
required loan
advance information
in to the system
DDO runs the
Offcycle Payroll
Run for the
month
Sends the Note sheet
of Proposal,
Application Form,
Related documents,
and System generated
Interest calculation
sheet to the
Sanctioning Authority
for approval offline
The Sanctioning Authority
approves the proposal and
sends sanctioning Order to
DDO.
MIS/FMS Implementation in ICAR
Non-Interest Bearing Advance : Festival Advance
MIS/FMS Implementation in ICAR
Interest Bearing Advance : Computer Advance
MIS/FMS Implementation in ICAR
GPF Advance & Withdrawal Process Flow
Start
Employee fills the
prescribed application
form and applies for GPF
Advance / Withdrawal
offline
GPF Withdrawal
GPF Advance
Stop
The application is
submitted to
Establishment Section
Competent Authority
in Establishment
Section runs the GPF
Withdrawal eligibility
report from the
system
Competent Authority in
Establishment Section creates
the GPF Withdrawal element
in the system and extracts
Sanction Order Form from
the System for Sanctioning
Authority’s Approval.
Stop
No
The application is
submitted to
Establishment Section
Inform the
employee
offline about
the ineligiblity
Competent Authority
in Establishment
Section runs the GPF
Advance eligibility
report from the
system
No
Employee
eligible?
Competent Authority in
Establishment Section creates
the GPF Advance element in
the system and extracts
Sanction Order Form from
the System for Sanctioning
Authority’s Approval.
Yes
Establishment Section Sends the
application offline, to the seek
approval of the sanctioning authority.
Upon receiving the approval from the
Sanctioning authority, the DDO runs the
Quick Pay for the employee.
The DDO passes the report offline
along with the sanction letter
from the approving authority to
the Audit and Accounts
Department
The Competent authority in the
Audit and Accounts Department
verifies the report
Establishment Section Sends the
application offline, to the seek
approval of the sanctioning authority.
The competent authority
proposes the required
changes and passes it
back to the DDO for
correction and re-run of
Quick Pay Process post
corrections
Yes
Changes
required?
No
The Competent Authority in the
Audit and Accounts section runs
the Pre-Payment, Cheque
Writer, Direct Deposit , Costing
and Transfer to GL Processes
Employee receives
the payment.
Stop
Upon receiving the approval from the
Sanctioning authority, the DDO runs the
Quick Pay for the employee.
The DDO passes the report offline
along with the sanction letter
from the approving authority to
the Audit and Accounts
Department
The Competent authority in the
Audit and Accounts Department
verifies the report
No
Inform the
employee
offline about
the ineligiblity
No
Employee
eligible?
Yes
MIS/FMS Implementation in ICAR
GPF Withdrawal Disbursement
MIS/FMS Implementation in ICAR
Employee Wise Payroll Run Task
Form will be opened for DDO to run
Employee wise Payroll.
MIS/FMS Implementation in ICAR
Single Employee Payroll Run
Click on “Run Payroll for a Single
Employee” Task to run Employee Wise
Payroll.
MIS/FMS Implementation in ICAR
Employee Wise Payroll Run
Enter Either Full Name or Number of an
Employee and Click on Find Button.
MIS/FMS Implementation in ICAR
Employee Wise Payroll Run
Core Form to run Payroll for
Individual Employees
MIS/FMS Implementation in ICAR
Employee Wise Payroll Run
Enter Date Paid & Date Earned as Last Day Of The
Month before Clicking on Start Run Button
MIS/FMS Implementation in ICAR
Employee Wise Payroll Run
Employee Wise Payroll Run is
successfully Completed..
MIS/FMS Implementation in ICAR
Validation : Employee Wise Payroll Run
Click on View Results Button to Validate
the Payroll Run.
MIS/FMS Implementation in ICAR
Validation : Employee Wise Payroll Run
Choose SOE Report option
from the available list of
Values and Click Ok Button.
MIS/FMS Implementation in ICAR
Statement Of Earnings Report
MIS/FMS Implementation in ICAR
Finance Dealing Hand Access For Payroll & HR View Data
Finance Dealing Hand Access
for Payroll Processes.
Finance Dealing Hand
Read Only Access for HR
Data.
MIS/FMS Implementation in ICAR
Payroll Tasks Available Under Finance Payroll Access
Different Tasks Available Under
Payroll Access For Finance
Dealing Hand.
MIS/FMS Implementation in ICAR
Employee Wise PrePayments.
Click on “Process PrePayments
for a Single Employee” task to
run PrePayments.
MIS/FMS Implementation in ICAR
Run Employee Wise PrePayments
A new form will be opened.
MIS/FMS Implementation in ICAR
Employee Wise PrePayments
Enter Either the Full Name or Number for
whom PrePayments have to be run and
Click on Find Button.
MIS/FMS Implementation in ICAR
Employee Wise PrePayments
New Form will be opened and it can be
used to Validate the Payroll executed by
DDO before running the PrePayments.
MIS/FMS Implementation in ICAR
Employee Wise PrePayments
Click On View Results Button to Validate
the Payroll Run. New Form will be
opened.
MIS/FMS Implementation in ICAR
Employee Wise PrePayments
Double Click on SOE Report to
Validate the Payroll Results.
MIS/FMS Implementation in ICAR
Statement Of Earnings Report
MIS/FMS Implementation in ICAR
Start PrePayments
Click on Start Pre-payments Button to run Pre-Payments of
an Employee and generate a report by the name : “ICAR
Employee Payment Mode Report”
MIS/FMS Implementation in ICAR
Validating Pre-Payments Process
Click on View Results Button to Validate PrePayments Process. Another form will be
opened.
MIS/FMS Implementation in ICAR
Verifying PrePayment Results
Double Click on Payment Methods to
Validate the Pre-Payment Process.
MIS/FMS Implementation in ICAR
PrePayments Status
Another Form will be opened displaying the
Status of Pre-payments Process.
MIS/FMS Implementation in ICAR
Start Payroll Archival
Click on Start Archive Button to run Payroll
Archival for Payslip Generation.
MIS/FMS Implementation in ICAR
Payroll Archival
Payroll Archival has been successfully completed
and Payslip can be generated after this Stage.
MIS/FMS Implementation in ICAR
Verifying Employee Wise Payroll Process Results.
Click on “Verify Employee Wise Payroll Process
Results” to review the Payroll Processes being
executed at Employee level for each period.
MIS/FMS Implementation in ICAR
Verifying Employee Wise Payroll Process Results.
A form will be opened to review the
Payroll Processes and their Statuses
already executed.
MIS/FMS Implementation in ICAR
Verifying Employee Wise Payroll Process Results.
Enter either Full Name or Number as a Search
Criteria and then Click on Find Button for
System to display all Payroll Processes
already executed for the same employee.
MIS/FMS Implementation in ICAR
Verifying Employee Wise Payroll Process Results.
System will display period wise information of
all Payroll Processes and their Status.
MIS/FMS Implementation in ICAR
Reviewing Payroll Process Results
Click on “Verify Payroll Process Results” to
review the Status of all Payroll Processes
MIS/FMS Implementation in ICAR
Reviewing Payroll Process Results
MIS/FMS Implementation in ICAR
Reviewing Payroll Process Results
MIS/FMS Implementation in ICAR
Reviewing Payroll Process Results
MIS/FMS Implementation in ICAR
Reviewing Employees Processed in Payroll
MIS/FMS Implementation in ICAR
Reviewing Employees Processed in Payroll
MIS/FMS Implementation in ICAR
Investment Declaration & Approval For Accurate Income Tax
Calculation
Stop
Employees log in to Self Service
HR, navigate to the Investments,
HRA and Saving declaration
section at the beginning of the
financial year before the cut off
date window.
The Payroll Run after the validation of
the proof will include the balance
(income tax if applicable) TDS
components equally divided in the
remaining payroll runs of the financial
year
The DDO runs the Form
16 Report job after the
closure of the Fiscal Year
Enter the amounts as
applicable in the section
and save the changes
The Monthly payroll run
calculates the TDS based
on the entries made by
the employees
The Payroll Run after the validation of
the proof will include the balance
(income tax if applicable) TDS
components equally divided in the
remaining payroll runs of the financial
year
Hard Copies of the Form 16 is made
available for the employees after the
DDO signs them
The employees will not be able to
make changes further before the
circular is released for investment
proof submission
The Investment proofs are
validated against the entries
made in the Oracle System
Stop
The Competent Authority releases a
circular to all the departments and
its employees for Investment and
Saving declaration along with proofs
and a cut off date for submitting the
same for getting the benefits of IT
during the 3rd quarter of the
financial year.
The DDO also recieves the
hardcopy of the investment
proofs by the Pensioners
The Investment declaration
in the system will be
unlocked in the system by
the DDO for the employees
to make changes.
The DDO receives the hard
copies of the proof along with
the declaration details entered
on Self Service HR before the
specified cut off date
Employees log in to Self Service HR, navigate to
the Investments and Deductions section and
make the required changes (in case there have
been changes to their investments since the
last change) as per the available documents of
proof of investments, HRA and savings
available for submission
A print out is taken and attached with
the investment proofs due to be
submitted to the DDO
MIS/FMS Implementation in ICAR
Income Tax Proofs Approval
Click on “Search Tax Declaration” to
Approve Income Tax Proofs.
MIS/FMS Implementation in ICAR
Income Tax Proofs Approval
MIS/FMS Implementation in ICAR
Quarterly & Annual Archival & Tax Returns.
Click on “Annual Payroll
Archival” to Archive Yearly Data
after the Completion of all the
Payroll runs in a Financial year.
Click on “Quarterly Payroll Archival” task
to Archive Quarterly Payroll Runs.
Click on “Employee Quarterly Tax
Returns” task to generate Quarterly Tax
Reports.
Click on “Employee Annual Tax
Returns” to generate Form16 of
employees.
MIS/FMS Implementation in ICAR
Arrear Payment
Start
The competent authority
in the concerned
establishment sections
prepare the input sheet
with Arrears and Salary
Change details
Sends the sheet to the
DDO offline for making
system changes
Employee
receives the
payment.
Stop
DDO makes the
required entries in to
the system
Monthly Payroll
Run
DDO runs the
Retro Process for
the past months
System calculates
the difference
amount and
creates element
entries in current
pay period
MIS/FMS Implementation in ICAR
Arrears Payments : A Pre-Payroll Process
Click on “Arrear Notification Report” task
to review all the Employees Eligible to get
Arrear Payment.
Click on “Arrear Process”
task to attach Arrear
Components with all the
Eligible Employees.
MIS/FMS Implementation in ICAR
Appendix