GOVERNMENT OF TAMIL NADU

1
GOVERNMENT OF TAMIL NADU DEPARTMENT OF
TREASURIES AND ACCOUNTS PRESENTATION ON
e-INITIATIVES IN TREASURIES DEPARTMENT

CTA
2
BIRDS EYE VIEW OF TREASURIES in TAMIL
NADU Treasuries and Accounts Department is
called the custodian of Government money since it
is an agency through which all the Government
transactions are being carried out.
Ø Originally, all the Treasuries were
functioning under the control of Revenue
Department Ø In 1954, The Pay and Accounts
Office was formed in Chennai, then Madras City,
combining the work of treasury functions and
audit functions, under the administrative control
of Finance Department. Ø In 1962, The
Department of Treasuries and Accounts was formed.
All the District Treasuries (12 Districts
excluding Chennai at that time), Sub-treasuries
under the control of District Treasuries and
Pay and Accounts Office, Chennai were brought
under the control of Treasuries and Accounts
Department with overall administrative control
of Finance Department. Ø Now, the Department
comprises of - Ü Commissionerate Ü 3 offices of
Regional Joint Directors Ü 9 Pay and Accounts
Offices Ü 30 District Treasuries Ü 203 Sub
Treasuries Ü Pension Pay Office, Chennai Ü Office
of Assistant Superintendent of Stamps, Chennai.
3
MAIN TREASURY FUNCTIONS
4
e-GOVERNANCE AND COMPUTERISATION In
compliance with the Honble Chief Ministers
directives in the Government Letter No.
4261/SPC/IPT/2003-1 dated 4.12.2003 to introduce
e-governance in selected departments including
treasury, hence the process was started to
implement e-Governance in this department
through Tamil Nadu Treasuries and Accounts
Information System (TNTAIS). e-Governance is
process reengineering and process automation and
is citizen oriented. e-governance is closely
connected with computerisation process. How
this process has taken place and taking shape in
this department is detailed below.
5
EVOLUTION OF COMPUTERISATION IN THE DEPARTMENT OF
TREASURIES AND ACCOUNTS, TAMIL NADU PIONEERING
INITIAL SYSTEM OF DATA CENTRE, CHENNAI (70S
80S) Treasuries and Accounts Department is
one of the first departments to adopt
computerized systems. The computing
facilities at Government Data Centre, Chennai
were used from early 1970s for preparing monthly
accounts. The data received from all the
treasuries were captured using punched cards and
processed on IBM 1401 system. Though this
exercise was not successful, this has however
created an awareness on usage of computers for
majority of the employees of the department and
introduced systems amenable for computerization.
6
EVOLUTION OF COMPUTERISATION .. FIRST
PHASE Ø In 1992-1993 pilot implementation in two
Sub Treasuries viz., Nandanam and Tambaram in
Thiruvallur District for the purpose of
preparation of inputs of daily receipts and
payments. Ø Subsequently, AT-286 Systems at
Sub Treasuries and AT-386/486 systems with
multiple terminals were provided for
consolidation of Accounts at District
Treasuries and Pay and Accounts Offices for
compilation of monthly accounts. Ø The systems
were developed in FoxBASE under Sco-Unix
environment for implementation of accounts
compilation. Ø Our software requirements are
being met by National Informatic Centre,
Government of India, Chennai from the
inception. Ø On training front very few staff
members have got exposure to the limited extent
of preparation of Inputs which form a part of
treasury accounting system. SECOND
PHASE Ø Later the systems in District Treasuries
and Pay Account Offices were upgraded to
Pentium-I. Ø The sub treasuries continued to
work with the old systems.
7

• EVOLUTION OF COMPUTERISATION ..
• THIRD PHASE (2003 and 2005)
• The old systems have been replaced by new
  ones in all the Pay and Accounts
• Offices,District Treasuries, and Sub
  Treasuries.
• However, the usage of computers is limited to
  the preparation of inputs and finalisation
• of accounts and monthly pension pilot scheme.
• Electronic Clearance System (ECS)
• FIRST PHASE
• Payment of salaries of all Government Employees
  
• through ECS in all Pay and
  Accounts
• Offices and
  District Treasuries
  Implemented
• SECOND PHASE

8

• EVOLUTION OF COMPUTERISATION ..
• THIRD PHASE
• Introduction of ECS in all aspects
  in all the
• Sub - Treasuries
  Proposed to be implemented
• A pilot automated bill passing system
  (TNTAIS) including connectivity with
• Banks in Pay and Accounts Office
  (Secretariat), Chennai, District Treasury
• and Sub Treasuries of Theni District and the
  District Treasury, Karur, is to
• be launched shortly.
• E mail connectivity between District Treasuries,
  Pay and Accounts Offices with
• the Office of the Special Commissioner and
  Commissioner of Treasuries and
• Accounts and Office automation has been
  established
• The Software for all the above programmes have
  been developed by National
• Informatics Centre, Government of India,
  Chennai .

9

• EVOLUTION OF COMPUTERISATION ..
• SOME INHOUSE DEVELOPMENTS-
• Ø The staff of EDP wing of the Commissionerate
  has developed a software for ALL INDIA SERVICE
  OFFICERS GROUP INSURANCE SCHEME covering all
  the IAS,IPS and IFS officers of Tamil Nadu
  Cadre. The software was got certified by the
  National Informatics Centre, Chennai and
  implemented successfully from 2004. This project
  has been developed in Visual Basic 6.0 as front
  end and Sql. Server 2000 as backend and
  crystal reports.
• Another staff of EDP wing of the
  Commissionerate has developed a software in
  Visual Basic 6.0 as front end and SQL Server
  2000 as backend and crystal reports, for the
  implementation of HEALTH FUND SCHEME FOR
  GOVERNMENT EMPLOYEES which has also been
  certified by the National Informatics Centre,
  Chennai. This is a huge project which covers
  nearly 6.5.lakhs employees, with an inflow and
  outflow put together amounting to Rs. 14
  Crores annually. This package made the system
  very efficient, update and online from 2004.
• A new software for the
  INSPECTION of Treasuries has been developed by
  the one of the staff members of the Department.
  The platform is Windows VB6 as front end and
  MS-ACCESS as
• back end and crystal reports.
  This package has been successfully tested in the
  District Treasury, Theni.
• Ø A treasury staff in Theni District has
  developed a software package for STRONG ROOM
  OPERATIONS in Foxbase which is yet to be
  tested and implemented.

10

• STUDIES MADE BY e-GOVERNANCE COMMITTEE MEMBERS
• Ø The members of the Committee studied the steps
  taken by the Treasuries and Accounts department
  in computerising the Treasury Systems.
• Ø The report given by the sub committee members
  were thoroughly examined.
• The e-gov Committee members studied
  the best practices in Treasuries within and
  without Tamil Nadu as given below
• Visited a District Treasury and a Sub
  Treasury within Tamil Nadu to study the present
  mode of operations.
• Visited Bangalore and studied the
  Khajane system implemented in Karnataka.
• Visited Mumbai and observed the new
  Koshwahini system implemented at PAO, Bandra and
  the earlier model in use at District Treasury,
  Thane.
• Ø The members had Video Conferencing sessions
  with NIC and Treasury Officers at
  Thiruvananthapuram and other locations.
• Ø The final report of the e-Governance committee
  with a draft proposal complete with its
  recommendations and costing has been submitted to
  Government on 29.4.2005

11
PROCESS RE-ENGINEERING An exercise done by the
Sub Committee members comprising of retired
officials of Treasuries and Accounts
Department. Two sub committees were formed to
study - 1.simplification of work
procedures 2.simplification of forms and
registers 3.external applications relating to
Drawing Officers etc.,
Ø In respect of bill forms presented by DDOs they
have recommended for reduction of 20 forms to 11
forms. However, the Department has attempted to
reduce the bill form one single bill form. The
sub committees expressed some reservations
against using this code form and hence two
forms were evolved, one for salary claims
another for non salary forms. Ø Based on the
final recommendations of the e-Governance members
and Governments acceptance in full and part,
the draft amendments to relevant codal
provisions will be proposed.
12
Some of the best practices observed in other
states Connectivity up to Sub Treasury level
implemented at Karnataka and Madhya
Pradesh. Web based system implemented at PAO,
Mumbai with leased line connectivity between PAO
and Sub PAO, Secretariat. Facility for
implementing Ways and Means control at Karnataka
using VSAT connectivity. Central database of
transactions maintained at Bangalore and
Mumbai. Exhaustive MIS query system using the
central database available at Bangalore and
Mumbai. Website of UP Treasuries
(http//upgov.up.nic.in/uptreasuries) Payroll
information site of Uttaranchal
(http//gov.ua.nic.in/payroll) Interactive Voice
Response System based query facility of Karnataka
13

• STUDY RESULTS OF THE e-GOVERNANCE MEMBERS
• The result of the various studies undertaken by
  the committee and future vision for the
  department on implementation of the
  recommendations are as follows
• Work simplification
• Provision of infrastructure facilities like
  hardware, software, interconnectivity and
• networking, site preparation etc.,
• Human resource developments like motivation,
  training etc.,
• Creation of awareness among all concerned
• ØAdoption of best practices
• These are brought out in some of the simple flow
  charts.The flow charts are based on the
  objectives of e-governance identified by the
  department.

14
TNTAIS - TREASURY DISBURSEMENTS
PRESENT (MANUAL)
FUTURE VISION (ALL ELECTRONIC FLOWS)
PILOT (MANUAL ELECTRONIC FLOWS)
VARIOUS BILL FORMS
TWO BILL FORMS
DDO PUBLIC
DDO PUBLIC
DDO PUBLIC
BUDGET CHECK
BUDGET CHECK / TOKEN ISSUE THROUGH SYSTEM
TREASURY SERVER
AUDIT
METAL / PAPER TOKEN
SALARY / PENSION
AUDIT
AUDIT
BUDGET CHECK, BILL PASSING INPUT DATA
BILL PASSING INPUT DATA CAPTURING
BILL PASSING
N
APPROVAL
N
N
APPROVAL
APPROVAL
Y
Y
Y
ECS
CHEQUE / ECS
CHEQUE/ ECS
INPUT
FINAL A/c
FINAL A/c
FINAL A/c
CENTRAL SERVER
CENTRAL SERVER
AG
AG / GOVT.
GOVT.
AG / GOVT.
15
TNTAIS - GOVERNMENT RECEIPTS
FUTURE VISION (ALL ELECTRONIC FLOWS)
PRESENT (MANUAL)
PILOT
DEPARTMENTS PUBLIC
DEPARTMENTS PUBLIC
REMITTER
CHALLAN / DD
CHALLAN
CHALLAN
CHALLAN
TREASURY FOR DATA CAPTURE
PORTAL / CALL CENTRE
TREASURY FOR DP CODE VERIFICATION WHEN CONSULTED
TREASURY INITIAL DATA CAPTURED THROUGH SYSTEM
CHALLAN DD/CASH
CHALLAN DD/CASH
BANK
e S C R O L L
S C R O L L
e REMITTANCE/ GOVT.SWIPE CARD etc.,
CHALLAN WITH CASH / DD
eSCROLL
CHALLAN WITH CASH / DD
ACCOUNT FLOW
BANK
BANK RECEIPT DETAILS CAPTURED IN SYSTEM
AG/GOVT.
16
SECURITY FEATURES The Department plans to
introduce the following security measures
wherever necessary. 1. Digital signature and
PKI (Public Key Infrastructure) 2. Daily
created Secondary password suggested by NIC in
the pilot TNTAIS 3. Biometric 4. Encrypted
data transmission 5. Web securities-firewall
6. Mirroring and replication 7.
Infrastructure security like disaster recovery
centre located in a distance place Other
security and legal aspects will also be considered
17
HUMAN RESOURCE DEVELOPMENT VIS-A-VIS
E-GOVERNANCE Ø Creating general awareness about
the significance of e-Governance and
computerization taking place in the department to
the employees and all other related
persons. Ø Formation of core team for modifying
business rules and implementation of
e-Governance. Ø Motivational promotions, rewards
for qualified persons in the department who are
engaged in implementation in e-Governance. TRAINI
NG NEEDS Employees to be trained in the
following by stages and also some selected
employees in advanced levels. 1. Basic and
introduction to computer. 2. Office tools i.e.,
MS-Office, Internet browsing and email etc., 3.
Treasury Input and Accounting System 4.
Customised training e-Governance software of
TNTAIS 5. Minimum hardware maintenance and prompt
management of trouble shooting.
18
ADVANCED LEVEL 1. Interconnectivity and
networking 2. Training for system applications 3.
Training for system administration Ø Promotion
policies and recruitment policies may be designed
to make eligible for employees who are having
computer exposure according to levels. TRAINING
TO DDOs Ø DDOs will be given training by the
Department in consultation with NIC in the
following areas Use of digital signature
transmitting Web based bill forms etc., MASS
INITIAL TRAINING TO THE TREASURY STAFF Apart
from the training from the staff the NIC will be
consultant to give course packages for imparting
training to large gatherings. Departmental of
Technical Education, Polytechnics and other
Colleges will approach for use of the facilities
during free time. ELCOT will also be consultant
in this regard.
19
THE END
Z
THE END