IMS Project - Back Office SolutionExecutive Briefing Session

8th April 2009

April 10, 2023

Project Status Update to Management & HoDs

Core Back office functions and handling through ODLSoft

ERP Solution : A Big Picture

Financials and Supply Chain Solution

Human Capital Management Solution

Enterprise Performance Management Solution

Seek help from Management & HoDs in enforcing usage of

ODLSoft

Executive Briefing Session – Agenda

April 10, 2023

Project Status UpdateMajor Milestones Status Remarks

Campus Networking for 500 nodes

Operational since May 2008 500 new LAN users can access Emails, Internet, PeopleSoft ERP and other IGNOU internal applications

Data Centre Operational since Sep 2008 Infrastructure (Servers, Security gadgets, UPS, AC etc) has been set up for ERP; Easily Scalable / Upgradeable for future applications

ERP Total modules: 21

Already operational: 12

Ready for Roll-out : 4

User testing in progress : 4

On Hold :1 (STRIDE)

60% modules operational and in use

Investment module is in use by F&A for last 6 months

Budgeting, Receivables and General Ledger modules are in use by F&A for last 4 months

ERP Training Completed for 20 modules More than 800 hours of training imparted already

Non ERP Training To be started Nominations awaited from IGNOU

Digitization In Progress Over 5 lakh pages digitized already

MSP / Support Support is being provided for modules already operational

April 10, 2023

ERP Solution – A Big PictureEnterprise Portal

Enterprise Performance Management

Finance & Supply Chain Management

Human Capital Management & Payroll

Proposed PeopleSoft Modules

Human ResourcesAbsence

Management

Self-Service Modules

Payroll

Project Costing

Receivables

PayablesEnterprise

Asset Management

Inventory Purchasing

General Ledger

Cash Management

Expenses

Transport

Bolt-On

Staff Welfare & Accommodation

April 10, 2023

Financials and Supply Chain Solution

April 10, 2023

Following modules are being Implemented in Financials and Supply Chain Management Solution:

Module Key Features Target Audience Status

Financial Accounts

(General Ledger)

Generation of Final Statement of Accounts based on all accounting entries of the university

• Finance and Accounts Section• IGNOU Senior Management

Operational

Budgeting

(Commitment Control)

Recording and tracking of Budget and Revised Estimates against actual expenditure

• Finance and Accounts Section• All Schools, Divisions and Units• IGNOU Senior Management

Operational

Receipts

(Accounts Receivable)

Recording and accounting of all valuables

• Finance and Accounts Section• IGNOU Senior Management

Operational

Investments Investment details and online calculation of interest and interest accrued

• Finance and Accounts Section• IGNOU Senior Management

Operational

Contd…

Financials and Supply Chain Solution

April 10, 2023

Financials and Supply Chain Solution (Continued)

Module Key Features Target Audience Status

Billing

(Accounts Payable)

Recording of all contingent bills pertaining to different vendors and managing their payment

• Billing Section • All Schools, Divisions and Units• IGNOU Senior Management

Operational

Fixed Assets

(Asset Management)

Managing and maintaining complete details of all fixed assets of the university.

• All Schools, Divisions and Units• IGNOU Senior Management

Operational

Employee Travel and Claims

(Expenses)

Issuing, Tracking and Payment of all Employee related claims pertaining to travel, medical, LTC etc.

All Employees User Acceptance Testing in Progress

Contd…

April 10, 2023

Financials and Supply Chain Solution (Continued)

Module Key Features Target Audience Status

Purchasing and Inventory

Handling of complete procurement cycle starting from requisition till receiving of materials

• All Schools, Divisions and Units• IGNOU Senior Management

User Acceptance Testing in Progress

Service Request

(Maintenance Management)

Issuing and managing of all service requests pertaining to maintenance, additional work etc.

• CMD and CDU Operational

April 10, 2023

• Automatic generation of Balance Sheet, Income and Expenditure and all 24 Schedules forming part of the Final Statement of Accounts

• Real Time financial information details with drill down feature

• Rationalization of Account Code structure leading to 70 % reduction in Account Codes and Meaningful MIS

Benefits

Financial Accounting (General Ledger)

• Finance and Accounts Section

• IGNOU Senior Management

Target Audience

• Complete Handling of all types of Financial Transactions including receipts, payments, journal vouchers, contra entries etc

• Tracking of all Income and expenditures w.r.t. Account head, Department/Division, Plan and Non-Plan Funds or any other additional parameters

• Automatic generation of Financial Statements including all Schedules, Receipts and Payment account

Features

• Clearing backlog of journal entries and complete posting till March 2009

• Generation of Final Statement of Accounts and circulation to all concerned

Next Steps

OPERATIONAL

April 10, 2023

•Balance Sheet•Income and Expenditure•Capital Fund•Earmarked/Endowment Funds•Current Liabilities and Provisions•Fixed Assets•Fixed Assets – Plan•Fixed Assets – Non-Plan•Investments from Earmarked/Endowment Funds

•Investments – others•Current Assets, Loans and Advances

•Miscellaneous Expenditure•Grants/ Subsidies•Academic Receipts

Financial Accounting: List of Final Statements

•Income from Investments•Income from Royalty, Publications etc.

•Interest Earned•Other Income•Closing Stock•Prior Period Income•Opening Stock•Establishment Expenses•Academic Expenses•Administrative Expenses•Repairs & Maintenance•Grants•Miscellaneous Expenses•Prior Period Expenses

April 10, 2023

Financial Accounting: Academic Expenses Schedule

April 10, 2023

Financial Accounting: Repairs & Maintenance Schedule

April 10, 2023

Financial Accounting: Academic Receipts Schedule

April 10, 2023

Financial Accounting: Other Income Schedule

April 10, 2023

• Online Budget inquiry with number of flexible parameters like Account Head, Division, Plan/Non-Plan etc

• Automatic preparation of Budget Report with Actual Expenses

• Budget Overview with Drill-down feature to Budget as well as Actual transactions

Benefits

Budgeting (Commitment Control)

• Budget Section

• All Schools and Divisions

• IGNOU Senior Management

Target Audience

• Allocation of Budgeted Funds to Plan and Non-Plan Expenditures

• Tracking of Budgeted figures against actual expenditure

• Alerts when Budgeted figures falls below a particular threshold level

• Generation of MIS Reports

Features

• Direct Budget entry by School and Divisions

Next Steps

OPERATIONAL

April 10, 2023

Budgeting Report

•Budget Report is fully reconciled for BE 08-09, RE 08-09 and BE 09-10

April 10, 2023

Budgeting Report (Continued)

April 10, 2023

Budgeting Overview Page

April 10, 2023

• Automatic computation of Interest with number of complex parameters like Simple, Compound, Leap Year etc

• Automatic calculation of Interest Accrued as on any date.

• Number of Investment reports are generated online

• Automatic generation of Bank Quotation Report

Benefits

Investments

• Investment Section

• IGNOU Senior Management

Target Audience

• Online Investment Details with comprehensive Interest calculations.

• Complex Interest Accrued calculations as of any date

• Bank Quotation Comparisons• Number of Budget Reports on various

parameters

Features

• Investment Report usage to be increased by IGNOU senior management

Next Steps

OPERATIONAL

April 10, 2023

Investment – Summary of Investment Report

April 10, 2023

• Lot generation process is automatic and incorporates all IGNOU desired functionality

• Cash Book accounting entries are automatically sent to General Ledger system thereby avoiding duplication

• Multiple users can simultaneously enter valuable in the system.

Benefits

Receipts (Accounts Receivable)

• Receipts Section

• IGNOU Senior Management

Target Audience

• All IGNOU receipts are entered in ODLSoft system for Lot Generation and Reporting

• Generation of Cash Book

• Number of online reports for flexible analysis of Receipts

Features

• Receipt Report usage to be increased by IGNOU senior management

Next Steps

OPERATIONAL

April 10, 2023

Receipts: Summary of Income Report

April 10, 2023

• Automatic selection of bills due for payment

• Automatic TDS calculation based on amount, nature of service and type of Vendor

• Online Vendor Accounts with complete details of Paid and Unpaid amounts

Benefits

Billing (Accounts Payable)

• Billing Section

• All Schools and Divisions

• IGNOU Senior Management

Target Audience

• Recording of all contingent bills in ODLSoft system

• Managing payments with different payment modes like Manual, Cheque etc.

• Comprehensive Vendor Details with statutory information like PAN number etc.

• Generation of statutory reports like TDS certificate, TDS Return etc.

Features

• Usage is minimal. Divisions/Schools/Units etc. need to record and make payments from ODLSoft system only

Next Steps

OPERATIONAL

April 10, 2023

Billing: Outstanding Payments by Vendor

April 10, 2023

Billing: TDS Register

April 10, 2023

Fixed Assets (Asset Management)

• Automatic depreciation calculation

• Comprehensive asset details

• Handling of both Corrective and Preventive maintenance

• Automatic generation of number of Asset Reports like Asset Register

Benefits

• All Schools and Divisions

• IGNOU Senior Management

Target Audience

• Recording of comprehensive details of Fixed Assets like Tag number, Quantity, Amount, Date of Purchase, Asset Custodian, Depreciation schedules etc.

• Complete details of asset maintenance history and insurance details including alerts at time of expiry

Features

• Usage is minimal. Divisions/Schools/Units etc. need to record and maintain details of fixed assets in ODLSoft system

Next Steps

OPERATIONAL

April 10, 2023

Fixed Asset Register

April 10, 2023

Employee Travel and Claims (Expenses)

• Automatic approval mechanism leading to minimal human intervention

• Automatic alerts when employee exceeds his/her limits

• Application of Cash Advances to Expense Reports

• Online status of Employee Travel Request and Claims

Benefits

• All Employees

• IGNOU Senior Management

Target Audience

• Comprehensive details of employee claims and travel request

• Workflow to automatically route the claim to concerned supervisor and other approvers

• Details of unpaid employee claims

• Compliance to statutory rules and regulations

Features

• User Acceptance Testing approval is required for further implementation of the solution

Next Steps

UAT in PROGRESS

April 10, 2023

Expense Report Page

April 10, 2023

Travel Allowance Details

April 10, 2023

Purchasing and Inventory

• Maintenance of comprehensive Item details of goods and services

• Budget checking at the stage of Requisition

• ODLSoft defaults number of user preferences on Requisition and Purchase Order leading to minimum data entry

Benefits

• All Schools and Divisions

• IGNOU Senior Management

Target Audience

• Complete handling of Purchase cycle including Requisition, Request for Quotation, Technical and Financial evaluation, Award of Contracts, Purchase Order and Receipt & Inspection of material

• Workflow to automatically route requisition and purchase orders for approval

Features

• User Acceptance Testing approval is required for further implementation of the solution

Next Steps

UAT in PROGRESS

April 10, 2023

Purchasing: PO Detail listing Report

April 10, 2023

Purchasing: Details of Goods Purchased

April 10, 2023

Inventory: Physical Verification Report

April 10, 2023

Inventory: Material Issue Voucher and Gate Pass

April 10, 2023

Service Request (Maintenance Management)

• Optionally assign each work order task to a problem group, problem, cause, and resolution to facilitate tracking and analysis of issues and failures and standardize resolutions to problems.

• Schedule labor resources and inventory parts

• Automatically close the work order and update and track all costs.

Benefits

• CMD and CDU

• IGNOU Senior Management

Target Audience

•Create an online self-service service request to obtain either service or repair on an asset

•Create work order tasks within the work order that specifically define all aspects of each activity needed to complete a work order

Features

• Usage is minimal. All service request need to be logged into ODLSoft system

Next Steps

OPERATIONAL

April 10, 2023

Work Order Page

April 10, 2023

Continued……