department of financefinance.bih.nic.in/cfms/bihar-cfms-training-manual-budget-allotment.pdf · and...

Department of Finance

Government of Bihar

COMPREHENSIVE FINANCIAL MANANGEMENT SYSTEM (CFMS)

BUDGET ALLOTMENT

Training Manual

Government Industry Solution Unit (ISU)

January, 2019

CFMS – Budget Allotment

ClientConfidential of 27

Notice

© 2019 Tata ConsultancyServices Limited

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Bihar CFMS – Budget Allotment


TABLE OF CONTENTS

TABLE OF CONTENTS ................................................................................................... 3

LIST OF FIGURES: ......................................................................................................... 4

CHAPTER 1. GETTING STARTED ............................................................................... 5

CHAPTER 2. INTRODUCTION ................................................................................... 6

CHAPTER 3. BUDGET CEILING ................................................................................. 8

CHAPTER 4. BUDGET DISTRIBUTION ..................................................................... 12

CHAPTER 5. ALLOTMENT REQUEST ....................................................................... 15

CHAPTER 6. ALLOTMENT WITHDRAWAL ............................................................... 19

CHAPTER 7. BUDGET RE-APPROPRIATION ............................................................ 22

CHAPTER 8. GLOSSARY ......................................................................................... 27

Total Number of pages: 27



LIST OF FIGURES:

Figure 1 : CFMS Application Login Screen ....................................................................................... 6

Figure 2 : CFMS Application Budget Allotment Module Icon .......................................................... 7

Figure 3 : Budget Ceiling Entry ........................................................................................................ 8

Figure 4 : Budget Ceiling Task List ................................................................................................... 8

Figure 5 : Forward Budget Ceiling Entry .......................................................................................... 9

Figure 6 : Approving Budget Ceiling Request Entry ......................................................................... 9

Figure 7 : e-Signing approved Budget Ceiling Request .................................................................... 9

Figure 8 : Budget Ceiling Task List (FD) .......................................................................................... 10

Figure 9 : Budget Ceiling Request Forward ................................................................................... 10

Figure 10: Budget Ceiling RequestApproval .................................................................................. 11

Figure 11: e-Signing approved Budget Ceiling Request ................................................................ 11

Figure 12 : Budget Distribution Search Screen .............................................................................. 12

Figure 13 : Budget Distribution Entry Screen ................................................................................ 12

Figure 14 : Budget Distribution Task List ....................................................................................... 13

Figure 15 : Forwarding Budget Distribution Entry......................................................................... 13

Figure 16 : Approving Budget Distribution Entry .......................................................................... 13

Figure 17 : e-Signing approved Budget Distribution Entry ............................................................ 13

Figure 18 : Sanction Letter Generation ......................................................................................... 14

Figure 19 : Multi HOA-DDO/SAO Entry ......................................................................................... 14

Figure 20 : Allotment request entry .............................................................................................. 15

Figure 21 : Allotment request entry Task List ............................................................................... 15

Figure 22 : Forwarding allotment request entry ........................................................................... 15

Figure 23 : Approving allotment request entry ............................................................................. 16

Figure 24 : Approving allotment request entry ............................................................................. 16

Figure 25 : Allotment request task list .......................................................................................... 17

Figure 26 : Allotment request forward to approver ...................................................................... 17

Figure 27: Allotment RequestApproval ......................................................................................... 17

Figure 28: e-Signing approved allotment request ......................................................................... 18

Figure 29 : Allotment withdrawal search ...................................................................................... 19

Figure 30 : Allotment withdrawal entry ........................................................................................ 19

Figure 31 : Allotment withdrawal task list..................................................................................... 20

Figure 32 : Allotment withdrawal forward .................................................................................... 20

Figure 33 : Allotment withdrawal approve ................................................................................... 20

Figure 34 : e-Signing approved allotment withdrawal .................................................................. 21

Figure 35: Budget Re-Appropriation Entry(Re-Appropriation From Section) ............................... 22

Figure 36: Budget Re-Appropriation Entry(Re-Appropriation To Section) .................................... 22

Figure 37: Budget Re-Appropriation Entry(Notes tab) .................................................................. 23

Figure 38: Budget Re-appropriation tasklist.................................................................................. 23

Figure 39: Budget Re-appropriation entryforward ....................................................................... 23

Figure 40: Budget Re-appropriation entry validate ...................................................................... 24

Figure 41: Budget Re-appropriation approval/forwarding to FD .................................................. 24

Figure 42: Budget Re-appropriation tasklist (FD) .......................................................................... 25

Figure 43: Budget Re-appropriation forward to FD approver ....................................................... 25

Figure 44: Budget Re-appropriation approval ............................................................................... 26

Figure 45: e-Signing approved Budget Re-appropriation .............................................................. 26



CHAPTER 1. GETTING STARTED

This Group provides information for accessing the application.

Browser Requirements – The URL is compatible with all versions of Google Chrome

Accessing CFMS Portal: https://cfmstraining.bihar.gov.in/

Note: This is the link for training purpose only. The link for production will be notifiedby the

responsible authorities in due time.



CHAPTER 2. INTRODUCTION

Budget Allotment is one of the sub modules of Budget Management under Comprehensive

Financial Management System (CFMS). It is essential to distribute the Head of Account (HOA)

wise budget up to level 4. FD will authorize all Admin Departments(AD) to make expenditure as

per the provisions of various. If any office has less budget than requirement, request for

additional budget may be raised by Office to Other Office. Allotting officer may withdraw saving

allotment from one Office and re allot to other Office.

The Budget Allotment sub modulewill consist of following sub processes with activity used:

• Budget Ceiling – Budget Ceiling Maker/Checker/Approver

• Budget Distribution– Budget Allotment Maker/Checker/Approver

• Allotment Request - Budget Allotment Maker/Checker/Approver and Fund Request

Maker/Checker/Approver for Level 4 Office.

• Allotment Withdrawal - Budget Allotment Maker/Checker/Approver

• Budget Re-Appropriation – Budget Re-Appropriation Maker/Checker/Approver

Login in application with Login id

� URL of the Application https://cfmstraining.bihar.gov.in(Will be used only for

training purpose).

� Enter the application Login id and password of Maker.

Figure 1 : CFMS Application Login Screen



Click on the Budget Allotment Icon

Figure 2 : CFMS Application Budget Allotment Module Icon



CHAPTER 3. BUDGET CEILING

Budget Ceiling Steps

1. Budget Ceiling Entry at Maker’s End

• Click on Budget Ceiling menu >> Click on Entry

Figure 3 : Budget Ceiling Entry

• Enter Proposed Ceiling (%)>> Click on 'SET' Button.Revised Ceiling (%)

and Revised Ceiling Amount will get reflected for the selected Head of

Account. Click on 'Apply' Button.

• Click on Task List>> Click on 'View Details' link of the corresponding

Saved Budget Ceiling Request.

Figure 4 : Budget Ceiling Task List

Section will allow user to search the HOA wise Current

Ceiling Percentage and Current Ceiling Amount



Figure 5 : Forward Budget Ceiling Entry

2. Budget Ceiling Approval at Approver’s End

Login as Approver:- � Go to Task List

� Click on View Details link

� Click on Approve button

Figure 6 : Approving Budget Ceiling Request Entry

• e-Signing the Approved request � Click on Task List

� Select Signature radio button

� Click on e-Sign button

Figure 7 : e-Signing approved Budget Ceiling Request

Select the Checker/Approver to whom

request want to forward then Click on the

Select the ‘Radio’ button and click on ‘e-

Sign’ button to sign the approved request



3. Budget Ceiling Request at FD Maker End

• Log in Using FD Maker.Click on the link “Assign to Self” for the Request

ID. Then the Request ID will be available in the Task List. Now click on

“View Details” link.

Figure 8 : Budget Ceiling Task List (FD)

Figure 9 : Budget Ceiling Request Forward



4. Budget Ceiling Request Approval at FD Approver end (FD)

• Log in using Approver � Go to Task List



Figure 10: Budget Ceiling RequestApproval




Figure 11: e-Signing approved Budget Ceiling Request





CHAPTER 4. BUDGET DISTRIBUTION

Budget Distribution Entry Link steps:

1. Budget Distribution Entry at Maker/Checker end

• Click on Budget Distribution menu >> Click on Entry

Figure 12 : Budget Distribution Search Screen

• Select One or more Head of Account>> Click on 'Insert' button.

Figure 13 : Budget Distribution Entry Screen

• Click on Save button >> Go to Task list or Click on Save & Forwardbutton to forward the

allotment directly to Checker/Approver.

• The row displaying all details of a particular Head of Account also contains a column

named 'Allotment Request Amount' which is hyperlinked. By clicking on that link one

will be able to get details of all the Allotment Requests done against that particular Head

of Account.

Section will allow user to search available allotments in

different HOAs or Allotment ID wise allotment search

Table will show the user

allotment ID wise allotment

available for the Office

User will select in which

office allotment has to be

given User will enter the amount

for the selected HOA to the

Office



• Click on Task List>> Click on View Details (For that particular Reference number).

Figure 14 : Budget Distribution Task List

• Below screen will appear after clicking on View Details link

Figure 15 : Forwarding Budget Distribution Entry

2. Approving the request at Approver level

• Login as Approver:- � Go to Task List



Figure 16 : Approving Budget Distribution Entry




Figure 17 : e-Signing approved Budget Distribution Entry



This will allow user to Download

and Upload excel data for

allotment





• Sanction Letter Generation: -

� Login as Approver

� Click on Reports >>Sanction Letter>>New.

Figure 18 : Sanction Letter Generation

� Click on Final button>>View Report button will be available for the

generating sanction letter in PDF format.

Multi HOA-Office Budget Distribution Entry Steps:

1. Multi HOA-Office Budget Distribution Entry at Maker/Checker End

• Click on Budget Distribution>>Multi HOA-Office link

Figure 19 : Multi HOA-DDO/SAO Entry

After Save or Save & Forward, Same steps will be followed as in Budget Distribution>>Entry link.

Section will allow user to select

the parameters for which

Sanction letter to be generated

Insert sanction

details

Allotment Type and

HOA as search criteria

for making allotment

Section will contain the

details of HOA Object Head

wise allotment.



CHAPTER 5. ALLOTMENT REQUEST

Allotment Request Steps:

1. Allotment Request Entry at Requester’s end.

• Click on Budget Allotment >>Allotment Request>>Allotment Request Entry

Figure 20 : Allotment request entry

• Enter Request Amount >>Click Save

• Click on Save button >> Go to Task list or Click on Save & Forwardbutton to forward the

allotment request directly to Checker/Approver.

Figure 21 : Allotment request entry Task List

• Click on Task List>> Click on View Details (For that particular Reference number

Figure 22 : Forwarding allotment request entry

Department Code and Office

name as search criteria for

raising allotment

Table shows the HOA wise

Allotted Amount and Balance

Amount





2. Allotment Request Approval at Approver’s end.

• Login as Approver:- � Go to Task List



Figure 23 : Approving allotment request entry




Figure 24 : Approving allotment request entry

3. Allotment Request at Next Level Maker end

• Log in using Next Level Maker. Raised allotment request will be available in the bucket.

Click on "Task List". In bucket, click on 'Assign to Self'. It will come to Pending Items for

the user.





Figure 25 : Allotment request task list

Figure 26 : Allotment request forward to approver

4. Allotment Request Approval at Next Level Approver end

• Log in using Approver. � Go to Task List



Figure 27: Allotment RequestApproval






Figure 28: e-Signing approved allotment request





CHAPTER 6. ALLOTMENT WITHDRAWAL

1. Allotment Withdrawal Entry at Maker/Checker end

• Click on Allotment Withdrawal menu >> Click on Entry.

• Select Office Name from LoV

• Click on LOV >> Select the Office Name from LOV (User can search the HoA from

given Head of Account field.)

Figure 29 : Allotment withdrawal search

• Select the HOA by clicking on check box >> then click on “Insert” button. [User

can select all for withdrawing from all HOA’s]

Figure 30 : Allotment withdrawal entry

• Click on Save button >> Go to Task list or Click on Save & Forwardbutton to

forward the allotment directly to Checker/Approver.

• Click on Task List>> Click on View Details (For that particular Reference

number).

Table will show the Allotment ID wise Total

amount and Balance amount for the selected

office

User will enter the withdraw

amount for the selected

HOA and the Office



Figure 31 : Allotment withdrawal task list

• Below screen will after clicking on view details link

Figure 32 : Allotment withdrawal forward

2. Allotment Withdrawal Approval at Approver end




Figure 33 : Allotment withdrawal approve








Figure 34 : e-Signing approved allotment withdrawal





CHAPTER 7. BUDGET RE-APPROPRIATION

Budget Re-Appropriation Steps

1. Budget Re-Appropriation Entry at Maker/Checker End (AD)

• Click on Budget Re-appropriationmenu >> Click on Entry

Figure 35: Budget Re-Appropriation Entry(Re-Appropriation From Section)

• In Re-Appropriation from Details, Select Head of Account from the LOV [Budget

Amount, Current Balance will get auto-populated] >> Enter Surrender Amount [Revised

Balance will get auto-populated] >> Click on “Save” button.

Figure 36: Budget Re-Appropriation Entry(Re-Appropriation To Section)

Section will contain the details of the Re-

Appropriation from, Re-appropriation to and Notes

section.



• In Re-Appropriation To Details, Select Head of Account from the LOV [Budget Amount,

Current Balance will get auto-populated] >> Enter Re-appropriation Amount [Revised

Budget will get auto-populated] >> Click on “Save” button

Figure 37: Budget Re-Appropriation Entry(Notes tab)

• Click on “Save” button

• Go to Tasklist>> Click on View Details link for that Re-appropriation ID.

Figure 38: Budget Re-appropriation tasklist

Figure 39: Budget Re-appropriation entryforward

• Click on “Forward” button [User can modify the amountand will have to click on save,

before clicking on Forward button need to click on “Modify button]

Notes section will contain the summarized Re-

Appropriation from and Re-Appropriation to details





2. Budget Re-AppropriationApproval at Approver end

• Log in Using AD Approver. � Go to Task List


Figure 40: Budget Re-appropriation entry validate

• Click on Save button for each section and then click on Validate button

Figure 41: Budget Re-appropriation approval/forwarding to FD

• If Re-appropriation HOA’s are not in scope of AD, then the message appears as “Record

should be forwarded to FD as AD is unable to do it. Please click on the ‘Forward to FD’

button below”. Click on “Forward to FD” button. If Re-aapropriation HOA are scope of

AD, then the approve button will be enabled.

3. Budget Re-Appropriation at FD Maker's end (FD)

• Log in Using FD Maker

• TheRe-appropriation ID will be in FD Maker's Bucket. Click on “Assign to self” link. Now

it will be in the Tasklist. Click on “View Details” link.



Figure 42: Budget Re-appropriation tasklist (FD)

Figure 43: Budget Re-appropriation forward to FD approver



4. Budget Re-Appropriation Approval at FD Approver end (FD)




Figure 44: Budget Re-appropriation approval




Figure 45: e-Signing approved Budget Re-appropriation





CHAPTER 8. GLOSSARY

Term Description

Tasklist Actionable pending work items for any user to perform the function

Search The search button will help the user to search the request

Forward The forward button will help the user to forward the request

Send Back

The send back button will help the user to send the request back to the previous user in the

hierarchy

Refresh Refresh button helps to start the session afresh

Left Pane

Left Pane is the left part of the screen where the modules and submodules details are

reflected

Right Pane

Right Pane is the right part of the screen where the modules and submodules details are

reflected

Menu The list of commands or facilities displayed on screen.

LoV List Of Values

Save ‘Save’ Button will be used to save the details entered in the form

Insert ‘Insert’ Button will be used to insert new details

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