Training Manual For DDO Template - Tamil...

DDO Template User Manal

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Training Manual

For

DDO Template

Author: Wipro Ltd.

Creation Date: January 12, 2017

Last Updated: July 22, 2017

Document Ref: TN_IFHRMS_DDO_Template_User_Manual_V1.3

Version: 1.3


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Document Control

Change Record Date Author Version Change Reference

12-Jan-2017 Giridharan P & Kurinji Arasan C

1.0

Initial Draft

13-Jan-2017 Giridharan P 1.1 Modified Draft 20-Jan-2017 Giridharan P 1.2 Modified Draft 22-jul-2017 Giridharan P 1.3 Modified Draft

Reviewers

Name Position

Mr. Saravanan

Technical Specialist, Wipro

Requirement Discussion Panel

Sl. No. Name Designation/Location

1. Thiru. S. Arasu Joint Director, DTA 2. Thiru. S. Vijayan P.A Administration (Retired) 3. Thiru. A.M. Aadhavan Chief Accounts Officer, DTA

Distribution

Copy No. Name Location

Wipro Project Team

Project Library

TN IFHRMS Team Crystal Tool


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Contents 1. Introduction ................................................................................................................................................ 4

1.1 Purpose .................................................................................................................................................. 4

1.2 Document Convention .......................................................................................................................... 4

1.3 Intended Audience and Reading Suggestions ....................................................................................... 4

1.4 References ............................................................................................................................................. 4

2. DDO Template Version 2.5 .................................................................................................................... 5

2.1 How to Log In to the Application .......................................................................................................... 5

2.2 Guidelines for the Users........................................................................................................................ 8

2.3 DDO Office Information ...................................................................................................................... 10

2.4 List of Additional Offices ..................................................................................................................... 28

2.5 Post Details ......................................................................................................................................... 40

2.6 List of Major Heads ............................................................................................................................. 46

2.7 A/C Details ........................................................................................................................................... 54

2.8 Verify DDO Template .......................................................................................................................... 59

2.9 Change Password & Sign out .............................................................................................................. 62


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1. Introduction

1.1 Purpose

DDO Template had designed to fully or partially automate the works in the Government

Office. It is one function which is automated to access the DDO Master & DDO wise Master

list for the Reporting office and respective posts in their office.

1.2 Document Convention

NA

1.3 Intended Audience and Reading Suggestions

The main intended audience for this document is the business owners & end users. This document should

be readable by business owners & end users. They must be able to verify that their business requirements

have been documented here completely, accurately and unambiguously.

The Business Owners are

• Department of Finance • Department of Treasury and Accounts • Accountant General/The Equivalent officers of the Section (same Designation)

1.4 References

NA


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2. DDO Template Version 2.5

This Manual’s main intent is to collect Master Data of IFHRMS Digitization. This Template

will collect DDO Information, their Linked Reporting Offices Information, Office wise G.O.

Wise Permanent & Temporary Post Details, Bank Details & Head of Account used by the

DDO.

2.1 How to Log In to the Application

Step Action

1. From Google Chrome, Enter the URL or click the URL http://e-sr.tn.gov.in/IFHRMS_DDO_Template to access the Login Page

http://e-sr.tn.gov.in/IFHRMS_DDO_Template





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Step Action

2. Click the PAO/TO code & Enter your Respective PAO/TO Code. or. Select from the

List Available

3. Click the DDO Code & enter your DDO code. or. Select from the List Available

4. Click the Password field and enter the password and click login

If you are Logging in for the first time, Then Application will prompt you to change the

password from change password page.

Step Action

5. Click the Old Password field and enter the default password which given to you.

6. Click the New Password field and enter the New Password.

7. Click the Confirm Password and enter the Same as New Password

8. After entered the passwords, Click the Change Password button.

Note: Password should contain with the combination of at least one Alphabet,

one Number & one Special character.


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Step Action

9. Once password changed Successfully press OK to close the pop-up.


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2.2 Guidelines for the Users It is the First Page of the DDO Template, the main intent of this page is to help you out with basic

information of the Acronyms with Expansions, Field Name’s with their descriptions (examples) &

Dropdown Field Name with the Descriptions.

Step Action

10. Scroll down the current page using the scroll bar for more information.

Step Action

11. Scroll down the current page using the scroll bar for more information.


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2.3 DDO Office Information

Step Action

12. Click the DDO Office Information tab and enter the Respective Information’s and

Proceed.


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Step Action

13. Click the Name of the Department field.

Step Action

14. Select “Name of the Department” Applicable from the List / Type the Keyword, the list

will appear which related to the Name of the Department.


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Step Action

15. Click the Head Of Department (Designation) field & Select from the Suggested

list/enter the HOD (Designation) details in the field.


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Step Action

16. Click the Reporting to (Office Name) field and enter the Name of the Reporting Office

in the field.

Step Action

17. Click the Reporting to Officer (Officer Designation with DDO Code) field & and select the respective District of reporting officer from the appearing list.


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Step Action

34. Click the Reporting to Officer (Officer Designation with DDO Code) field & and enter/select the respective DDO Code of reporting officer from the appearing list.

35. Designation field will be filled automatically as per the DDO Code or enter the DDO

Designation in the field.


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Step Action

16. Click the Name of the Office field and enter the Name of the Office in the field.


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Step Action

17. Click the Type of Office dropdown field & select the Type of Office details from the

drop down list.

Step Action

18. Click the HEAD OF OFFICE (Designation) field & enter the respective Head Of Office details for that field.

19. Click the Address Line 1 Field & enter the address details.


21. Click the Taluk Field & enter the Taluk name which you belong to.

22. Click in the Pin Code Field & enter the Pin code number.


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23. Click the District Dropdown field & select the desired information’s from the

list.

24. Click the Office Land Line number 1 field & enter the STD code in the first field and

enter the Landline No vice versa.

Note: Office Land Line Number 1, 2 & 3 are in same format. Field should enter if

details available

25. Click the Contact Person Mobile Number field & enter the requested details.

26. Click the Fax field & enter the Fax number

27. Click the Email ID field & enter the requested details.

Note: Email ID & Alternate Mail ID to be entered in same format. Fields to be fill

if details available.

28. Click the Sanction Permanent Post Number field & enter the Number of officers sanctioned permanently in their post in that office


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29. Click the Sanction Temporary Post Number field & enter the Number of officers sanctioned Temporarily in their post in that office.

30. Here Sanctioned Strength (total) will show the total number of post sanctioned in

that office.

31. Click the TAN (Tax Deduction Account Number) field & enter the desired details. For

example, refer Guidelines tab

Step Action

36. Click the HRA State Govt Grade field and select the desired grade from the list for

reference use Guidelines tab.


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37. Click the HRA Rent Free State Govt Grade list field & select the desired grade details

for more details about the list details refer Guidelines tab.


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Step Action

38. Click the HRA Central Govt Grade field & select the desired grade from the list for

more details about the list details refer Guidelines tab.

Step Action

39. Click the CCA City Grade field & select the desired details from the dropdown list for more details about the list details refer Guidelines tab.


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Step Action

40. Click the Hill Allowance field & Select the details from the dropdown list for more

details about the list details refer Guidelines tab.


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Step Action

41. Click the Winter Allowance field & select the desired details from the drop-down list for more details about the list details refer Guidelines tab.

42. Click the Project Allowance field & enter the allowance given to the project.

Step Action

44. Click the Whether ACCOUNTS OFFICER (TG301) drawing bills for more than

one office? Field & select the desired information form the yes/no list

Select Yes for officer drawing more than one office.

Select No for officer drawing only one office.


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Step Action

45. Click the No. of additional office attached field & enter the number of additional office which attached to that office.

After No of Additional Office attached two more fields will appear for the

additional details.

Step Action

46. Click the Total No. of Sanctioned Permanent Post (including all additional offices)

field & enter the number of officer’s permanent post sanctioned in their office &

additional offices.


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47. Click the Total No. of Sanctioned Temporary Post (including all additional offices)

field & enter the number of officer’s permanent post sanctioned in their office &

additional offices.

48. Here overall sanctioned officer details will shown in number.

49. Click the Save button after entering the given fields with the desired details. Save

button comes only at first time.

Step Action

50. Click the OK button to close the pop up screen.


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Step Action

51.

Use Edit button to re-enter the data if you want do any changes in that page.


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Step Action

52. Click the Update button to save the added data.

Step Action

53. Click the OK button to close the pop up screen.


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Step Action

54. After saving the details Next button will appear. Click the Next button to go to the next Tab

“List of Additional Offices”


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2.4 List of Additional Offices

Step Action

55. Click the List of Additional Offices tab.


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56. Click the Reporting to (Office Name) field & enter the immediate higher office details.

57. Click the Reporting to Officer (Officer Designation with DDO Code) field & and enter/select the respective DDO Code of reporting officer from the appearing list.

58. Designation field will be filled automatically as per the DDO Code or enter the DDO

Designation in the field.

Step Action

59. Click the Name of the Office (Attached Office) field & enter the office Name in that

field.


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Step Action

60. Click the Type of Office dropdown list and select the appropriate details from the list.


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61. Click the Sub Code Field and enter the sub code or Select the Sub Code.

If Type of Office Belongs to any Aided Sector. E.g. Aided School & College

62. Click the HEAD OF OFFICE (Designation) field & enter the respective details for

that field.



65. Click the Taluk Field & enter the Taluk name which you belong to.

66. Click in the Pin Code Field & enter the Pin code number.

67. Click the District Dropdown field & select the desired information’s from the

list.


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68. Click the Office Land Line number 1 field & enter the STD code in the first field and enter the Landline No vice versa.

Note: Office Land Line Number 1,2 & 3 are in same format. Field should enter if

details available


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Step Action

69. Click the Contact Person Mobile Number field & enter the requested details.

70. Click the Fax field & enter the Fax number

71. Click the Email ID field & enter the requested details.

Note: Email ID & Alternate Mail ID to be enter in same format. Fields to be fill if

details available.

72. Click the Permanent Post (Number) field & enter the Number of officers sanctioned

permanently in their post in that office

73. Click the Temporary Post (Number) field & enter the Number of officers sanctioned

Temporarily in their post in that office.

74. Here Sanctioned Strength (total) will show the total number of post sanctioned in

that office.

75. Click the TAN (Tax Deduction Account Number) field & enter the desired details. For example, refer Guidelines tab


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Step Action

75. Click the HRA State Govt Grade field and select the desired grade from the list for reference use Guidelines tab.


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76. Click the HRA Rent Free State Govt Grade list field & select the desired grade details


Step Action

77. Click the HRA Central Govt Grade field & select the desired grade from the list for



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Step Action

78. Click the CCA City Grade field & select the desired details from the dropdown list for



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Step Action

79. Click the Hill Allowance field & Select the details from the dropdown list for more details about the list details refer Guidelines tab.

Step Action

80. Click the Winter Allowance field & select the desired details from the drop-down list


81. Click the Project Allowance field & enter the allowance given to the project.


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Step Action

82. Click the Save button after entering the given fields with the desired details. Save

button comes only at first time.


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Step Action

83. Click in the OK button to close the pop-up screen.

Step Action

84. Click the Post Details tab to enter the Post details of each office.


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2.5 Post Details

Step Action

85. Click the Name of the Office field & select the respective office name from the list.


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Step Action

86. Click the Add New GO button to enter the GO Number & GO Date.

87. In the GO Number & date Pop-up Screen click the GO Number field and enter the GO

Number details.

88. Click the GO Date and enter the Government Order Issuing date.

89. Click the Post Name (Including noon meal & ICDS employees, village assistant,

panchayat assistant & panchayat clerk) field & select/enter the desired details.

90. Click the Name of the Office where SR is maintained for the above Post field & select the respective office from the appearing list.

91. Click the Post Type drop down field & select the appropriate details form the list.


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92. Click the Sanctioned Number field & enter the desired details.

93. Click the Category Name field & enter/select the appropriate details form the appearing

list.

Step Action

94. Click the Service Type drop down field & select the appropriate details form the list.

95. Click the DP Code field & enter the appropriate details.


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Step Action

96. Click the Group type of Scale of Pay dropdown list & select the desired details from the list.

97. Click the Sub Group dropdown list & select the desired details from the list which changes according to the Group type of Scale of Pay details.


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Step Action

98. Click the Pay band & Grade Pay field & enter the details to search then select the

appropriate details from the list.


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99. Click the Consolidate Pay field and enter the appropriate payment details.

If Group type of Scale of Pay is “Consolidate Pay” for the Employee. Pay Band & Grade Pay option cannot be enter for Consolidate Pay.

100. Finally click the Add Post button to save the post details.

101. Use edit button to change the saved details.

Delete the Saved details using delete button.


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2.6 List of Major Heads

step Action

102. Click the List of Major Heads tab.

Step Action


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103. Here the Name of the Office will show as per the DDO Office Name given in

DDO Office Information.

104. IN the District/PAO, field in the Budget Allocation Received from row & Click

the Major Head Dropdown Field.

Step Action

105. Select the desire details from the appearing list.

(or)

Enter the desired information in the field.


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Step Action

106. Click the District/PAO dropdown field & select the respective District/PAO from the list.


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Step Action

107. Click the DDO Code field & select/enter the respective DDO Code in the field.

108. DDO Designation Field will be filled as per the DDO code (OR) Enter the DDO Designation with respect to the DDO Code.

109. Here in the Budget Requirement Sent to row the Major Head Column will be fill

automatically as per the Last Major Head Field.

Note: It is non-editable field.

Step Action

110. Click the District/PAO field in the Budget Requirement Sent to row & select the

desired information form the dropdown list.



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Step Action

113. Here in the Department Accounts Reconciliation officer row the Major Head

Column will be filled automatically as per the Last Major Head Field.

Note: It is non-editable field.


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Step Action

114. Click the District/PAO field in the Department Accounts Reconciliation officer row & select the desired information form the dropdown list.


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117. Click the ADD button to save the details.

Step Action

118. Click the OK button to exit the pop-up screen.


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Step Action

119. Use edit button to change the saved details.

Delete the Saved details using delete button.


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2.7 A/C Details

Step Action

120. Click the A/C Details tab to enter the bank details.

Step Action


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121. Click the type of A/C dropdown list & select the required information from the list.

122. Click the A/C Name as per Bank Passbook field & enter the Account Holder Name as

same in Passbook.

Step Action

123. Click the Purpose list field & select the desired information from the list.

124. Click the A/c Number button & enter the Account Number in the field.


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125. Click the Search button to search for bank name & branch name.

126. In the Search Bank Details by giving MICR code/IFSC code and click the search

button.


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Step Action

127. The search details will appear as per your requested search and then Click the

Select IFSC/MICR button to get the details in DDO Office Bank A/C Details

screen.


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Step Action

128. After entering the requested details click the Save button.

Step Action

129. Click the OK button to exit the Pop-up screen.

Step Action


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130. Delete the Saved details using delete button.

Note: Bank A/C details cannot be edit.

2.8 Verify DDO Template

For Verification & Final Submit of the data carried out by the following steps


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Step Action

131. Click the Verify DDO Template button.

Step Action

132. Scroll down the current page using scroll bar to verify & submit.

133. Click the Rotate icon to rotate the page in screen in clockwise direction.

Step Action

134. Click the Download icon to get the Entire data in PDF format in your system.

135. Click the Print screen to get the hard copies of the Data which in Soft copies.


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Step Action

136. After the verification, Click the Submit for Approval button.

Step Action

137. Verify the consolidated details and click the submit button to final submit.


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Step Action

138. Click the OK button to exit the pop-up screen.

2.9 Change Password & Sign out Based on the security purpose the Application will allow you to change your security password

several times.


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Step Action

139. Click the User Menu Button appears on top-right side of the application.

Step Action


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140. Click the Change password option.

Step Action

141. Click the Old Password field and enter the default password.

142. Click the New Password field and enter the New Password.

143. Click the Confirm Password and enter the Same as New Password

144. After entered the passwords, Click the Change Password button.

Note: Password should contain atleast one Alphabet, one Number & one Special

character.


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Step Action

145. Once password changed Successfully press OK to close the pop-up.

Step Action

146. Again click the User Menu Button appears on top-right side of the application to sign out


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Step Action

147. Click the Sign Out Button to exit the application.

Step Action

148. End of Procedure.

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