functional specification - accounts - version 1 0 -june 25-6-2008

8/6/2019 Functional Specification - Accounts - Version 1 0 -June 25-6-2008

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RESERVE BANK OF INDIA

PDONDS COMPUTERISATION PROJECT

CENTRAL DEBTS DIVISION (CDD)

Version 1.0

Prepared by

May 2008Confidential and controlled document

Unauthorized access or copying is prohibited


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CDD Computerization Project Functional Specifications

Central Debt Division Version 1.0

Document Release Notice

Project Name:

Document Detail:

Name Version No. Description

Functional

Specifications

Accounts

1.0 This document contains the high-level

functional specifications for Central Debts

Division.

Revision List

Action Taken

(Add/Del/Chg.)

Previous

Page No.

New Page No. Revision Description

This document and any revised pages are subject to document control.

Please keep them up-to-date using release notice from the distributor of

the document.

Prepared By: TCS Limited Date:

Reviewed/Approved By: Date:

Authorized By: RBI Date:

TCS RBI Confidential Page 2 of 53


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CONTENTS

ACCOUNTS SECTION .......................................................................................... 4

1.2 Activities related to compensation bonds:................................................... 45

1.3 Report on Audit of Paid Vouchers: ............................................................. 48

APPENDIX I: ACRONYMS AND ABBREVIATION ...........................................53



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ACCOUNTS SECTION

The services and functions that CDD Accounts module must consist are discussed

in this section. Account section primarily deals with maintenance of central

accounts of public debt of the Central Government and State Governments,

agreement and verification of loan balances, writing off of the outstanding balances

of discharged loans, recovery of half-yearly management commission and budget

estimation in respect of interest payment and repayment.

2.2.1 Central Loan Ledger Maintenance

Central Debt Divisions Central loan ledger module must fulfill the following

requirements:

Item Functions Descriptions

1.1 Central Loan LedgerManagement

Query/add/change/delete the details ofCentral Loan Ledger

1.2 Reconciliation registersmanagement

Query/add/change/delete details inReconciliation Register

1.3 Generation of quarterlystatement for theAGs/Financedepartment/Governmentof India

Query/add/change/delete details ofquarterly statement

1.4 Search list of loans duefor redemption for the nextfinancial year

Query loans details

1.5 Generation of quarterlystatement of T.Bills sentto CCA

Query/add/change/delete details ofquarterly statement

1.Loan circular to be made available to Accounts Section is available in

PDO-NDS server.



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2. Data of PDO-225 received from the loan section is available in PDO-NDS

server. CDD can dispense with PDO-225. CDD user can view and print the

details of PDO-225 in report format.

3. Quarterly RD/NT statements are sent to the Section by all PDOs. This

statement is already incorporated in the PDONDS system and thus all the

details are available. Provision to be also provided for generation of reports

on quarterly basis.

4. For Generation of quarterly statement of T.Bills sent to CCA provision to

be provided to PDO issuing T.Bills, PAD Kolkata and CAS. The opening

balance, new issue, repayment and closing outstanding balance of T.Bill will

be entered by the offices concerned and will be consolidated in CDD

database. The outstanding balance pertaing to following T.Bills needs to be

captured.

a) 14 days T.Bill

b) 91 days T.Bill

c) 182 days T.Bill

d) 364 days T.Bill

5. For the reconciliation register (maintained in excel sheet) maintained by

the system, the following details can be picked up directly from the PDONDS

system:

a) Inter-PDO transfer balances against relevant PDOs

b) PDO wise balances for the loans

c) Total Central ledger balance for the loans

d) Difference (if any)

6. For the central loan ledger maintained by the Section, the following details

can be picked up directly from the PDONDS system:



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a) Opening balance

b) Date

c) PDO-wise issues/repayments and adjustments

d) Closing balances

e) Maturity date

4. For the quarterly statement generated by the Section for the

GOI/AGs/Finance department, the following details can be picked up from

the PDONDS system:

a) Nomenclature of the loan (in case of State Government, details of

Power Bonds to be captured from PDO-NDS).

b) Opening balances for the quarter

c) Amount of script issued during the quarter

d) Disbursements during the quarter

e) Closing balance for the quarter

f) Total of each column for matured loans

g) Total of each column for Terminable loans including unfunded debt

(meant for GOI)

h) PDO wise new issues/repayments during the quarter loan-wise

i) Total balances PDO wise for new issues/repayments during the

quarter

The following details may need to be entered by the PDO users through a

GUI to be provided:

a) Total of each column for special issues of GOI

b) PDO-wise holding of special issues

5. In respect of ADC and VDS, in the current

implementation of PDONDS at the PDOs, the data for these schemes has not

been migrated. Therefore, the Rupee Debt Statement will not cover these

schemes and, resultantly, the data will not flow to the central database for



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automatic updation/generation of central loan ledger. The authorized PDO

user needs to enter the details of ADC and VDS through GUI. All details will

be captured in CDD database and authorized CDD users can also have

access to the data.

6.The communication received by the CAG/AGs/Finance Departments, if there

were any discrepancies found in the balances sent by DGBA and PADs, is

used for the communication to the respective PDOs / PADs and CAS for

rectification of the difference. (The communication should be manual).

1.1.1 Post condition1. CDD needs to dispense with quarterly RD/NT statement, as

these data is available in PDONDS.

2. CDD needs to dispense with PDO-225 as these data is

available in PDONDS.

3. VDS and ADC data need to be entered manually into the

CDD system by authorized PDO users.

1.1 Management Commission

Central Debt Divisions Management commission module must fulfill the following

requirements:


1.1 Central and StateGovernment Commissioncalculation on outstandingloan balance

Query/add/change/delete commissioncalculation details

1.2 Commission calculationfor Annuity DepositCertificates


1.3 Commission calculationfor Voluntary DepositCertificates


1.4 Commission Registermaintenance

Query/add/change/delete commissiondetails

1.5 TRA details Query/Edit/Add/Delete the TRA details



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1. The statement regarding the outstanding balances of loans is available in

PDONDS.

2. For the statement received from the PDO regarding the recently matured

(Matured less than a year ago) and current loans, the following data can

be directly picked up from PDONDS:

Central Government Loan and State Government Loan

a. New Issue

i. Nomenclature of loan

ii. Outstanding amount

b. Cancellation

i. Nomenclature of loan

ii. Outstanding amount

3. As the PDONDS does not contain the balances of the following loans.

They may be entered through a GUI screen.

i) Balances held by the Ministry of Finance

a. Outstanding Amount

ii)Statement of Stock Certificates for Rs. 50,000 and above held by

the Government Official Administrator/Administrator Post and

Telegraph Department

a. Nomenclature of loan

b. Outstanding Balance

iii) Particulars about the 10 year Annuity Deposit Certificate(Second Series, 1964 and 1966)

a. Nomenclature of loan

b. No. of securities

c. Outstanding amount



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iv) Particulars of perpetual loan

a. Outstanding amount

4. For the statement from the PAD/PDO regarding the central/state

government securities for Rs. 50,000 and above held by the administrator,

the following data may have to be entered through a GUI

i) Nomenclature of the Loan

ii) Face Value

5. For the communication sent to the PDOs asking them to send the

information on the securities held by the government officials, which is in

text form. Provision is to be provided to authorized, PAD Mumbai, user to

enter the details on securities held by government officials for calculating

management commission.

6. For the statement received from the BRIS, the following data can be

entered by authorized CDD user for management commission calculation:

i) Rupee security held in the Issue Department under Normal

and Market Stabilization Scheme


ii) Rupee security held in the Banking Department under the

Normal and Market Stabilization Scheme


7. The consolidations/calculations in the excel sheet that contains the half

yearly commission value, prepared by this Section, can be made availabledirectly by the CDD system on the basis of the data entered above and

will contain the following fields:

a. Amount on which commission has to be charged for the central

government loans.



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b. Amount on which commission has to be charged for the state

government loans.

c. Deduct the following figures from the central government loan

outstanding balances:

i. Balances for 15 years Annuity Certificates [2nd Series]

ii. Balances for 10 years Annuity Certificates [1964

Scheme]

iii. Balances for 10 years Annuity Certificates [1966

Scheme]

iv. Balances for 4.5 % 10 Years Defence Deposit

Certificates

v. Balances on amount of securities held by the Issue

Department

vi. Amount of stock certificates / balances in SGL Account

for Rs. 50,000/- and upwards held by other government

officials / Reserve Bank of India, Ministry of Finance and

individual administrators.

d. Add the following figures from the central government loan

commission:

i. Balances on the perpetual loan

ii. Loans not bearing interest but accounted for commission

(one year from the date of maturity).

e. After this arrive at the commission figure @ Rs. 2000/- per crore

per annum and than Add the following figures

i. Commission on Treasury bills

ii. Fixed allowance of Rs. 1000 (only if securities held byGOI officials is more than one crore.

A copy of the letter forwarding the bill is sent to CAS Nagpur, in case of State

Government (except Jammu & Kashmir and Sikkim) and PDO Delhi in case



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of Central Government. The details pertaining to management commission

will be maintained in commission register.

8. The rough register prepared to track has the following data that can be

picked up directly from PDONDS. The maintaining of rough register

should be stopped as data is there in PDONDS and it would be available

to CDD user.

b.The loans that have recently matured and on which the

commission has to be charged.

9. The final figure for provisional commission sent to the DBA has the

following data that can be directly picked up from CDD system. The

communication sent to the DBA is manual.

a. Commission amount for central government loans

b. Commission Amount for state government loans

c. Total amount

d. Add the commission not realized from the last half-yearly

commission claimede. Final total commission

10. For the communication from BRIS containing the outstanding balances of

rupee securities of the Bank the following data can be picked up directly

from the PDONDS system:

The following data may have to be entered by the CDD user through a

GUI

a) Letter number

b) Rupee securities held in Issue Department as on end of the quarter

c) Rupee securities held in Banking Department as on end of the

quarter



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11.For consolidating, calculating and maintaining the commission on the

central government loans and treasury bills, a separate field will have to

be provided in the CDD database. Then, the following data can be picked

up from the PDONDS system into CDD database and the commission

calculation can be done there.

a) Outstanding balances of active loans in that half-year

b) Balances of loans not bearing interest but accounted for

commission (Matured within 1 year from calculation of

commission)

c) Balances of 91 days T-Bills

d) Balances of 182 days T-Bills

e) Balances of 364 days T-Bills

The following data may have to be entered by the user through a GUI

a) End date of Half year for which commission is being

calculated

b) All required calculations could be done on the basis of input

or generated information

c) Loans not accounted for commission for example,- 15 years

annuity certificates and others

d) Amount of securities held by government officials and others

e) Any adjustments for last commission calculation

f) Rupee securities held by RBI under Issue Department

g) Rupee securities held by RBI under Banking Department

h) Balances of 14 days Intermediate T-Bills

i) Balances of 14 days T-Bills

j) Bill numberk) Bill date

12. For the copy of the communication of PDO Delhi to the finance

department to inform about the amount debited to the government account



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for the half-yearly commission, the following data can be picked up directly

from the PDONDS system:

a) Total amount of half yearly commission

The following data may be entered by the user through a GUI screen:

b) Letter number of Finance Department allowing debit of their

account

c) Date of communication of Finance Department allowing

debit of their account.

d) Date of communication

e) Letter number

13. For the TRA sent by Delhi PDO to debit them through RBI General

Account and credit the commission account held by DGBA, the following

data can be picked up directly from the PDONDS system:


The following may have to be entered by the user through a GUI

screen:

b) Advice number

c) Schedule number

d) Date of TRA

14.For the TRA advice sent to Public Debt Office Delhi to inform them about

crediting of DGBA commission account, the following data may have to be

entered by the user through a GUI screen:

a) Date of responding advice

b) Schedule number of advicec) Amount of half yearly commission

ii) State government commission (except Sikkim and Jammu and Kashmir):



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1. There is no provision in PDONDS for consolidating and calculating the

commission on the state government loans. A separate field will have to

be provided for the same and maintain the commission and generate the

bill state-wise. Then, the following data can be picked up from the

PDONDS system into CDD database and the commission calculation can

be done there.

a) End date of half year for which commission is being

calculated

b) Nomenclature of current loans (including discharged loans

which have not completed one year from the date of discharge),

which are eligible for commission

c) Individual outstanding balance for each loan as mentioned

earlier

d) Nomenclature of current loans (including discharged loans

that have not completed one year from the date of discharge),

which are eligible for commission. (In case of newly formed

states the loans before the date of re-organization of states)

e) Individual outstanding balance for each loan as mentioned

above

f) Nomenclature of power bonds

g) Individual outstanding balances for Power bonds

h) Name of state/s

i) Date of bill

All required calculations could be done on the basis of input or generated

information.

The following information can be entered into the system through aGUI screen

a) Amount of current securities above Rs 50,000 and held by

government officials



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4. For the TRA advice sent back to CAS to inform them about crediting of

DGBA commission account, the following data may have to be entered

through the GUI screen:

a) Date of responding advice

b) Schedule number of advice

c) Amount of half yearly commission

5. In case the bill is not realized within 3 months from date of bill CDD

user is to receive a system generated alert and accordingly a reminder

sent to CAS Nagpur.

iii) State Government commission for Sikkim

1. The mapping for half yearly commission calculation and generating

the Bill for the Sikkim is already taken care of in the earlier Section of

State government commission for state government except Sikkim and

Jammu and Kashmir.

2. On receipt of cheque by PDO Guwahati, the following data may be

entered into the system by PDO user through a GUI:

a) Date of communication

b) Cheque number

c) Cheque date

d) Amount of half yearly commission

e) End of half year date for which commission is being paid

f)The letter number

3. For the fax from PDO Guwahati to inform the Section that the credit

has been received from government of Sikkim, the following data may

have to be entered into the system through a GUI



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a) Date of fax

b) Amount of half yearly commission

c) Double of half yearly commission

d) End date of half year for which commission is being paid

e) The letter/fax number

4. For the TRA from PDO Guwahati to credit the commission account

held by Department of Government and Bank Accounts, the following

details can be entered into the system through a GUI:

a) Advice number

b) Total amount of half yearly commission

c) Schedule number

d) Date of TRA

5. For the TRA advice sent back to PDO Guwahati to inform them

about crediting of DGBA commission account, the following details can

be can be entered into the system through a GUI:

a)Date of responding advice


c) Amount of Half yearly commission

iv) State Government commission for Jammu and Kashmir.

1. The mapping for half yearly commission calculation and generating

the Bill for the J&K is already taken care of in the earlier Section of

State government commission for state government except Sikkim and

Jammu and Kashmir.

2. On receipt of cheque from J&K Bank to PDO Delhi, the following

data may have to be entered into the system by PDO user through a

GUI:



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g) Date of communication

h) Cheque number

i) Cheque date

j) Amount of Half yearly commission

k) End of half year date for which commission is being paid

l) The letter number.

3. For the fax from PDO Delhi to inform the Section that the credit has

been received from government of J&K, the following data may have to

be entered into the system through a GUI:

a) Date of fax

b) Amount of half yearly commission

c) Double of half yearly commission

d) End date of half year for which commission is being paid

e) The letter/fax.

4. For the TRA from PDO Delhi to credit the commission account held

by Department of Government and Bank Accounts, the following

details can be entered into the system through a GUI:


b) Advice number

c) Schedule number

d) Date of TRA

5. For the TRA advice sent back to PDO Delhi to inform them about

crediting of DGBA commission account, the following details can beentered into the system through a GUI:

a)Date ofresponding advice


c) Amount of Half yearly commission



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v) Commission for Annuity Deposit Certificates (1964 and 1966):

1. The letter sent every June and December end to all PDOs to send

the number of outstanding certificates in the schemes has text but has

the letter number and date as relevant data that can be entered into

the system through a GUI.

2. The data for ADC is not present in PDONDS currently. Provision is

to be provided to authorized PDO user to enter the number of

outstanding certificates at the end of the half year through a GUI:

)a Nomenclature of loan

)b No of outstanding certificates

)c Total commission chargeable on the basis of Rs 1.95 per

outstanding certificate.

)d Date

3. For the data entered into the passbook and the total

amount calculated and verified, the following data may be entered

directly through a GUI:

)a Nomenclature

)b Half-year end date for which handling charges are calculated

)c PDOs name

)d Amount of charges for each Public Debt Office

)e Total amount of charges for half year

4. For the bill to be sent to the Finance Department, thefollowing data may be entered directly through a GUI:

a) Scheme names

b) End date for which charges are calculated

c) Total amount of charges



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d) PDO-wise break up of charges

e) Letter number

f) Letter date

5. For the copy of the communication of PDO Delhi to the

finance department to inform them about the debit done to the

government account for the half-yearly handling charges, the following

data may have to be entered by the user through a GUI screen:


b) Letter number of communication for finance department

allowing debit of their account

c) Date of communication for finance department allowing

debit of their account

d) Total amount of half yearly handling charges

e) Letter number

vi) Commission for 5.75 % Voluntary Deposit Scheme (1985):

1. The letter sent every June and December end to all PDOs to send

the number of repayments done during the half year for the scheme has text

but has the letter number and date as relevant data and these can be entered

into the system through a GUI.

2. The data for VDS is not present in PDONDS currentlyProvision is to

be provided to authorized PDO user to enter thenumber of repayments done

during the half year through a GUI:a) Nomenclature of loan

b) Number of bonds passed for repayment

c) Total commission chargeable on the basis of Rs 100 per bond

repaid.



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d) Date

3. If data is not migrated for the bill to be sent to the Finance Department and

PDO then the following data may be entered directly through a GUI:

a) Scheme names

b) End date for which charges are calculated

c) Total amount of charges

d) PDOs wise break up of charges

e) Letter number

f)Letter date

4. For the copy of the communication of PDO Delhi to the finance

department to inform them about the debit done to the government account

for the half-yearly handling charges, the following data may be entered by the

user through a GUI screen:


b) Letter number of communication for finance department

allowing debit of their account

c) Date of communication for finance department allowingdebit of their account.

d) Total amount of half yearly handling charges

e) Letter number

1.1.2 Prerequisites / Pre-conditionsThe following preconditions are to be met before the CDD system becomes

operational.

1. PDONDS does not contain the balances of the following loans.

The details of the following loans need to be migrated into the system.

T-Bill Data issued at PAD Kolkata and CAS needs to be migrated

into PDONDS system.

Perpetual loan data need to be manually entered into the system



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1.1.3 Post Condition1. Rough register maintenance should be stopped, as data is there

in PDONDS and it would be available to CDD user.

2. Only one bill will be generated for management commission for

Central Government Loans which will contains details of market loans

and various schemes (such as ADC and VDS).

2.4.1. Budget estimation

Central Debt Divisions Budget estimation module must fulfill the following

requirements:

Item Functions Descriptions1.1 Revised estimation Query/add/change/delete commission

calculation details

1.2 Budget estimation Query/add/change/delete commissioncalculation details

1.3 Management chargescalculation

Query/add/change/delete managementcharges calculation details

1.4 Search details ofconversion of specialsecurities into marketloans and Treasury bills

Query/add/change/delete details of specialsecurities converted into market loans andTreasury bills

For the Communication from the Budget Division, DEA and MOF in textual

form along with the format in which data is expected from this Section, the

schemes/segments covered are market loans (excluding MSS issues),

special securities converted to market loans, special securities such as

UTI, Nationalized bank, Oil bonds, FCI, IFCI, IIBI, Fertilizer bond. Special

Securities needs to be identified by CDD system.

1. For the Budget estimation reporting the following data is mainly required.

Revised Estimate for the current year:

a. Receipts

b. Repayments

c. Total Interest payable during the yearTCS RBI Confidential Page 22 of 53


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Budget Estimate for the next year:

a. Receipts

b. Repayments

c. Total Interest payable during the year

2. CDD receives from IDMD estimated amount of the borrowing and coupon

rate for the following year which forms the basis for calculation of receipts

and Interest Liability for BE. Provision to be provided to CDD user to enter

the details of Receipts for revised estimate reporting for the current year

and receipts for budgeted estimate for the next year.

3. For the budgeted estimate and revised estimate repayments and total

interest payable during the year the calculation is to be automated in CDD

module as all the data will be available in the CDD database.

4. Provision to be provided to CDD user to generate report for GOI. The

format will be similar to the existing format used by CDD user for

reporting.

5. The various reports which are to be generated at CDD and which acts as

a base for preparation of BE and RE are mentioned below. The format of

all the reports would be similar to existing format used by CDD.

Annexure I

Annexure I consists of the following details.

Revised Estimate for the current year:a. Receipts

b. Repayments

c. Total Interest payable during the year

Budget Estimate for the next year:



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d. Receipts

e. Repayments

f. Total Interest payable during the year

Summary of Worksheets (Annexure II to V)

i. Current Market loan balance & Interest liability as on December 31 of

current financial year (Annexure II) Value of the following fields are

received from Annexure II

a. Loan Balance

b. Interest Liability - Current year (RE)

c.Interest Liability- Next financial year (BE)

ii. Current Floating rate bonds & Interest liability as on December 31 of

current financial year (Annexure III) - Value of the following fields are

received from Annexure III

a. Loan Balance

b. Interest Liability Current year (RE)

c. Interest Liability Next financial year (BE)

iii. Total current market loan balance & interest liability as on December

31 of current financial year (Calculated by adding the values

obtained in the above two step).

a. Loan Balance

b. Interest Liability Current year (RE)

c. Interest Liability Next financial year (BE)

iv. Interest on special securities converted into market loans (Annexure

IV) Value of the following fields are received from Annexure IV

a. Interest Liability Current year (RE)

b. Interest Liability Next financial year (BE)



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v. Interest on Securities issued under MSS (Annexure V) - Value of the

following fields are received from Annexure V)



vi. Add the figure obtained in steps iv and v and subtract it from the

figure obtained in step iii to arrive at the given value



vii. Provision to be provided to CDD user to enter the estimated interest

liability on proposed issuance of loan during the quarter Jan-March of

current financial year (Amount of loan to be floated to be entered by

CDD user through a GUI. The following field is to be entered through

a GUI.



viii. Provision to be provided to CDD user to enter the estimated interest

liability on proposed issuance of loan during the next financial year

(Coupon rate and amount to be entered through a GUI). The

following field is to be entered through a GUI.

a. Interest Liability Next financial year (BE)

Add the figures obtained in steps vii and viii with the figure obtained in step 6 toarrive at the estimated Interest Liability.

Annexure II



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i. Statement showing the balances of the central government loans as

on December 31, of current year the following data can be picked up

directly from PDONDS.

a. Loan year wise maturity.

b. Loan Balance.

c. Rate of interest.

d. Date-Month-year of issue.

e. Year of maturity.

f. Interest Liability (Current year)

g. Financial year.

h. Interest Liability (Next financial year)

i. Total of Loan Balance

Annexure III

i. Statement showing Government of India floating rate bonds as on

December 31 of current financial year. Rate of Interest will be

automatically picked up from PDO-NDS system and will update the

CDD system on a daily basis. The following data can be picked up

directly from PDONDS.


b. Loan Balance.





g. Financial year.h. Interest Liability (Next financial year)

i. Total of Loan Balance, Interest Liability (Current

year), Interest Liability (Next financial year).



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Annexure IV

i. Statement showing the special securities converted into market loan

as on December 31 of current financial year, the following data can

be picked up directly from CDD database as all details pertaining to

special securities will be stored at CDD database.


b. Loan Balance.





g. Financial year.

h. Interest Liability (Next financial year)

i. Total of Loan Balance Interest Liability (Current year),

Interest Liability (Next financial year).

6. Provision to be provided to CDD user to generate a report mentioning the

premium amount / discounted amount and interest received for broken

period for a particular financial year on loan issued (normal and MSS

separately.

7. For the communication from the IDMD/FMD regarding the new loans

proposed to be floated during the next financial year, the following data

maybe entered into the system through a GUI screen:

a. Amount to be raised from dated securities (Normal and MSS

separately).

8. Management Charges:

Management charges details will be captured from commission register

(electronic format) which will be part of CDD module. For the estimation of



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management commission reporting the various reports to send to GOI is

mentioned below:

Management charges for Central Government loans:

I. ANNEX 1

The following field is required for this report. The value of various field is

calculated and will be captured from the other reports. The value of

Management charges can be picked up from Annex II report. The value

for Floatation charges can be picked up from Annex III report. The value

for Relief / Savings bonds can be picked up from Annex IV reports. The

following field is necessary for this report.

i. Total amount of bills presented / paid upto September of

current year

1) Market Loans

(a) Management Charges (Annex II)

(b) Floatation Charges (Annex III)

2) Relief / Saving Bonds (Annex IV)

3) Total Amount (Rs.)

ii. Total Amount of bills likely to be presented during the rest of

the year i.e. October 2007 to March 2008

1) Market Loans



(2) Relief / Saving Bonds (Annex IV)

(3) Total Amount (Rs.)

iii. Anticipated expenditure during the next year 2008-2009

1) Market Loans




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2) Relief / Saving Bonds (Annex IV)

3) Total Amount (Rs.)

II. Annexure I

Provision is to be provided to CDD user for generating report in the

existing format used by CDD user for reporting to GOI. Actual bill till

June of the current year will be available in CDD system.


current year

1) Market Loans



the year i.e. October 2007 to March 2008

1) Market Loans


iii. Anticipated expenditure during the next year 2008-2009

1) Market Loans


III. Annexure II

i. For the above report the following fields are required

a. Total amount of bills presented / paid upto September of

current year. The following figure can be picked up from CDDdatabase.

1) Management Charges on Market Loans



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b. Total Amount of bills likely to be presented during the rest of

the year i.e. October 2007 up to March 2008 and settled in the

financial year 2007-08. The below mentioned figure is to be

calculated by CDD system.

1) Management Charges on Market Loans

c. Anticipated expenditure during the next year 2008-2009. The

below mentioned figure is to be calculated by adding the figure

obtained in steps a. and b. above and also adding the

commission on estimated net central market borrowing for the

next financial year. A GUI is to be provided to CDD user to

enter the value for estimated net central market borrowing for

the next financial year.

1. Management Charges on Market Loans

IV. The procedure for calculating the management charges is shown in

another report. The report should be in the below mentioned format.

The following field is required. The figure in row 1 can be obtained

from PDONDS system, Provision is to be provided to CDD user to

enter value in row 2 and 3. Value in row 4 is arrived by adding values

obtained in row 1,2,3. Redemption details mentioned in row 6 can be

obtained from PDONDS system. Provision to be provided to CDD

user to enter the details of row 9. The grand total figure mentioned in

row 10 can be arrived by adding the figures of row 8 and row 9.

Estimated Management Charges December Current year

Issuances Amount (incrore)

1 Dated Securities (Normal & MSS) issuedduring the July September current year



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2 Dated Securities (Normal) to be issuedduring the quarter October Decembercurrent year (as per Issuance Calendar)

3 Dated Securities (MSS) to be issuedduring the quarter October Decembercurrent year

4 TOTAL (a)

5 Redemptions

6 Dated Securities maturing duringJuly December current year

7 Total (b)

8 Net (a-b)9 Incremental increase in r/o T.Bill (MSS)

10 Grand Total

Note: The outstanding balances of T.Bills (Normal) as on December31, current year is assumed to be at the same level as on June 30,current year.

Mgt. Charges @ Rs.2000/- per crore p.a on Rs. (Figure obtained inrow 10) crore = Rs._____ cr (claimed @ Rs.1000/- per crore in eachhalf year)

Mgt. Charges for q.e. December current year = total amount of bill

presented and paid upto September current year + management

charges figure obtained above = ____ crore.

Charges for Relief and Savings bonds

V. ANNEXURE IV

The following field is required for this report. The value of various fields is

calculated and will be captured from the other reports. The value for Relief

/ Savings bonds can be picked up from Annex IV reports. The following

field is necessary for this report.


current year



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the year.

iii. Anticipated expenditure during the next year

Annexure IV

Workings of Management Expenses in respect of Relief / Savings Bonds

(Rs. in crore)

Sr.No.

Particulars

1. Total amount of billspresented and paid up to

________.

i) For half yearended June 06 =

2. Total amount of bills likely tobe presented up to March

_____ and settled in thefinancial year _______

i) For half yearended _____ = crore(For workings, pleaserefer @ below)

3. Anticipated Expenses duringthe next financial year

________

For two half years ended _______ and ________Rs. 00.00 crore #

@ Estimation of bills for half-year ended _______________

Progressive bal. of subs. of 8 % SB 2003 as on ___________ = Rs. __________

Progressive bal. of subs. of 8 % SB 2003 as on ___________ = Rs. __________

Subs. received during _____ months ended ______________ = Rs. __________

Estimated subs. For __________ (1/5 of the above) = Rs. ____________

Total estimated subs. for half year ended ___________ = Rs. ____________

Total estimated charges Brokerage @ 1 % = Rs. _____________Commission @ 1/32 of 1 % = Rs._______________

Service ch., Printing ch., Postage etc = Rs. _______________(Based on actual of previous half yearly charges) -------------------------Total estimated charges for h. y. ended Dec. 2006 =Rs ________________

Rounded off to Rs. ________________



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i. For calculating total amount of bills presented / paid upto

particular month of current year, provision is to be provided to

CAS and PDO user to enter the details through a GUI. Thetotal amount entered by various users is to be added at CDD

system, which forms the basis for the input for total amount of

bills, presented / paid upto particular month of current year.

ii. For calculating Total Amount of Bills likely to be presented

during the rest of the year provision is to be provided to CAS

user to enter the following details

1) Progressive bal. of subs. of 8 % SB 2003 as for given

duration of particularyear

Provision to be provided to CDD user to enter the following details

2) Service charges., Printing charges., Postage etc (Based on

actual of previous half yearly charges)

This input will form the basis for calculation of Total Amount of Bills likely to be

presented during the rest of the year

iii. For calculating anticipated Expenses during the next financial

year the value obtained in the steps i. and ii. is added.

9. There will be no communication from Loan Section furnishing data in

respect of management charges for Relief Bonds and Saving Bonds, to

Account section. All data (calculated above) in respect of management

charges for relief bonds and savings bonds will be available in CDDsystem and can be picked up from there for reporting to GOI, the following

data can be picked up directly from the CDD database.:

a. Total amount of bills presented /paid up till now



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b. Total amount of bills likely to be presented during the

rest of the year

c. Anticipated Expenditure during the next year

10. There will be no communication from Loan Section furnishing data in

respect of floatation charges to Account section. All data (calculated

above) in respect of floatation charges will be available in CDD system

and can be picked up from there for reporting to GOI, the following data

can be picked up directly from the CDD database.:

a. Total amount of bills presented /paid up till now

b. Total amount of bills likely to be presented during the

rest of the year

c. Anticipated Expenditure during the next year

11. For the extract of the Receipt Budget (Receipt / Repayment / Interest

Liability of GOI, the following data can be picked up directly from the

PDONDS system:

a. Nomenclature of the loans

b. Date of maturity

c. Outstanding balance at every year-end loan-wise.

The actuals upto December can be obtained from PDO-NDS. Provision is

to be provided to CDD user to enter following data may be calculated by

the system based on the projections (entered as a parameter in the

system), if the past data can be made available from the system:

a. Revised Estimateb. Budget Estimate

12. In case of fresh conversion, the following data can be picked up directly

from the PDONDS system. The details of Special securities converted into



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market loans is to be maintained at CDD system, which can be viewed by

the user as and when required:

a. Date of issue - issued in lieu of conversion/ re

issued against buyback

b. Nomenclature of the security

c. Coupon rate

d. Amount converted

13. For the Analysis of the use of budgetary provision towards

interest/repayment received from the Budget Division DEA, on the basis of

the past data available in the system and the data input by the user, the

following can be either directly picked up or calculated by the system:

a. Nomenclature of the bonds

b. Budget estimate for the year

c. Total provision/final requirement

d. Actual as per RBI

e. Excess/Saving

The following data maybe entered into the system through a GUI screen

a. Actual as per CCA

14. For the Information provided to DEAP relating to a maturity profile of the

outstanding market loans - central and state governments till last year,

year-wise for rupee loans, the following data may be directly picked up

from the PDONDS system: (This report will be part of report module of

CDD)

a. Outstanding balance of undated loansb. Outstanding balance of loans maturing under 5

years

c. Outstanding balance of loans maturing

between 5 and 10 years



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d. Outstanding balance of loans maturing over 10

years

e. Outstanding balance of total loans maturing

15. At the FR (Final requirement) stage which takes place mid of February.

the following data can be picked up or calculated from the CDD system on

the basis of a parameter (entered into the system):

a. Original Budgeted estimate for

the current year

b. Final appropriation/revised

estimate

c. Actuals

d. Variation between original and

final appropriation, if any

e. Variation between final

appropriation and actual, if any

16. For monitoring of budget provisions for the current year under the

specified major heads - market loans, Securities issued to the RBI in

conversion of Treasury Bills, CIB, Relief bonds, Savings bonds, Special

bearer bonds, Special Securities, Bonds against IRAQ exports, Special

Deposit Provident Superannuation, Special securities issued to UTI,

Special securities issued to Nationalized Bank, Interest on deposit on NRI

Bonds Scheme, Other Interest payment out of the data items which are

received from CAS in the statement of consolidated statement of interest

paid the items related to savings and relief bonds and T-Bills, thefollowing data can be picked up or calculated directly from the system:

a. Total Interest paid

b. Budgeted



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c. Deviation (budgeted

- actual)

d. Actual paid as a %

of budgeted

For the rest of the items to be directly calculated, the migration of data

relating to those will have to take place.

17. For Saving Note Audit queries received from the DEA, MOF out of the

following data which is given under Major heads, internal debt of the

central government and external debt of the central government for

individual loan types only for savings, relief bonds and T-Bills, the

following data can be entered through a GUI screen:

a. Total provision (original supplementary)

b. Actual expenditure

c. Savings

d. Excess

e. Total of total provision

f. Total of actual expenditure

g. Total of savings.

h. Total of excess.

18.For the communication in textual form the Department of Expenditure,

MOF asking for reasons for variation in discount/interest between the

actuals reported by RBI and CCA (F) scheme-wise, on the basis of the

past data available in the system and the data input by the user, the

following can be either directly picked up from CDD system provided thepast data of Budget estimation is migrated into CDD system or calculated

by the system:

a. Original (BE) Estimates

b. Total provision/final requirement



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c. Actual as per Reserve Bank of India

d. Excess/Saving

The following data maybe entered into the system through a GUI screen:

a. Actual as per CCA

19. For the provision of the following data to the IDMD to be sent

subsequently to Planning Commission, it can be calculated or directly

picked up from the PDONDS system: (This will be part of report module of

CDD system)

a. Loan year wise

b. Opening Balance on the last day of the

quarter

c. Rate of Interest

d. Date-Month-Year of Issue

e. Year of maturity

f. Financial year

g. Interest Liability

20.For the communication where reasons are given in textual form for

variations in use of budgetary provisions, sent by Section to GOI on the

basis of statements received from PDOs/PADs/IDMD, the letter number

and letter date may be entered into the system through a GUI screen.

21.For the communication where reasons are given in textual form for

variations sent by Section to GOI on the basis of statements received from

PDOs/PADs/IDMD for appropriation accounts, the letter number and letterdate may be entered into the system through a GUI screen.



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22. For the communication for the saving note sent to the IDMD, for

comments/suggestions which is in textual format, the letter number and

letter date may be entered into the system through a GUI screen.

23.For the communication to GOI regarding suggestions/comments for

savings note in textual format, the letter number and letter date may be

entered into the system through a GUI screen.

24. For the Communication in textual form from this Section to the Budget

Division, DEA, MOF providing suggestions for budget formulation process,

the letter number and letter date may be entered into the system through a

GUI screen.

1.1.4 Prerequisites / Precondition

PDONDS does not contain the balances of the following loans. The details of the

following loans need to be migrated into the system.

1. T-Bill Data issued at PAD Kolkata and CAS needs to be migrated into

PDONDS system.

2. The details of Special securities converted into market loans are to be

maintained at CDD system, which can be viewed by the user as and when

required.

2.4.2. Write Off

Central Debt Divisions Write off module must fulfill the following requirements:


1.1 Write off of the maturedloans

Query/add/change/delete write off registers

1.2 Write off the currentunclaimed securities


1.3 Maintenance of write ofregister


1.4 Readmission of the Query/add/change/delete write off registers



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written off loans

A. Write off of the matured loans

1) For preparing a statement at the beginning of the year, the following

details can be directly picked up from the PDONDS system:

a) Name of the Public Debt Office

b) Nomenclature of the loan

c) Balance Amount against loan Public Debt Office-wise

d) Total amount

e) Date of Issue loan-wise

f) Date of maturity

g) Due date of write off

2) For maintenance of write-off register, it is not available in the system

currently but the format can be provided. If it is to be included in the

system, then the following details can be directly picked up from PDONDS

system for it:

a) Nomenclature of loanb) Due date for write off

c) Total amount to be written off Public Debt Office-wise

The following data may have to be entered through a GUI screen:

a) Letter No. and the date of government concurrence

b) Amount to be written off Public Debt Office wise

c) Date of writing off Public Debt Office wise

d) Detail of Public Debt Office form 131

3. For the communication to receive the form 131 from PDOs, the

following data can be picked up from the PDONDS system. The following



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data pertaining to form 131 can be picked up from PDONDS. CDD can

dispense with from 131:

a) Nomenclature of the loan

b) Break up of loan in the different holding type

c) Outstanding amount

d) Number of GP/Stock Certificate

4. Communication received from the Public Debt Office that there is

no claim existing against the balance is in a textual form. The letter

number and date may be entered into the system through a GUI screen.

5.Communication sent to the CCA/AG 1 month before the write off seeking

their approval is in textual form. The letter number and date may be

entered into the system through a GUI screen.

6.For the communication to the CCA/AG to confirm the balance is in

textual form, the letter number and date may be entered into the system

through a GUI screen

7.For the confirmation received from the CCA/AG for the proposed write

off is in textual form, the letter number and date may be entered into the

system through a GUI screen.

8.For the textual communication sent to the Public Debt Office/PAD to

furnish all the required details to the government concerned for enabling

the reconciliation process, the letter number and date may be entered into

the system through a GUI screen.

9.For the copy of the note sent to the CCA/AG received from PDOs, the

following data can be directly picked up from the PDONDS system . The

communication / report can be transferred to the reporting server:



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a) Nomenclature of the loan

b) Date of writing off of the security

c) Amount, with Public Debt Office, written off

10. For the data sent to the government if there are any discrepancies

found during re-conciliation, the following data can entered through a GUI

screen. The communication / report can be transferred to the reporting

server.

a) Year

b) Month

c) Public Debt Office name

d) Outstanding Amount

11. For sending a note to the PDO Mumbai advising them to write off is in

textual form, the letter number and date may be entered into the system

through a GUI screen.

B. Write off the current unclaimed securities

1. For the PDOs sending a statement, the following details can be

entered by authorized PDO user:

a) Security No.

b) Nomenclature of loan

c) Amount

2. For tracking and consolidating the receipts from all PDOs, the following

data maintained by the Section can be entered by authorized PDO user:a) Public Debt Office name

b) Current securities unclaimed for more than 20 years

c) Amount



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3. For the file maintained by the Section containing the consolidated

positions, the following data can be entered by authorized PDO user:

a) Security No.

b) Nomenclature of loan

c) Amount

d) Total amount

4. For sending the textual communication to the Public Debt Office on

receipt of the statement, the letter number and date may be entered into

the system through a GUI screen.

5. Communication sent to the government to approve the write-off is in

textual form. The letter number and date may be entered into the system

through a GUI screen.The communication / report can be transferred to

the reporting server. Communication is also to be sent for publication in

the gazette.

6. The communication received from the Government to approve write-off

is in text format, so the letter number and date may be entered into the


7. For sending the textual communication to the PDO Mumbai to carry

out the write off, the letter number and date may be entered into the


8. The confirmation received from PDO Mumbai for write off is in textual

format, so the letter number and date and amount may be entered into the

system through a GUI screen. If the data will be available in PDO-NDS

than it can be captured from there.



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9. The details to be entered into the write-off register have the following

data that can be picked up from the PDONDS system:

a) Amount written off Public Debt Office-wise

b) Date of writing off Public Debt Office-wise

The following details may be entered through a GUI screen

a)Details of Public Debt Office form 131

C. Re-admission of written off securities:

1. Provision to be provided to PDO user to enter the following details

pertaining to Readmission of written of securities. Validation of written of

amount is to be done in CDD module. These details will be captured in

write-off register:

a. Nomenclature of loan.

b. Amount.

c. Letter number authorizing re-

admission.

d. Date of letter authorizing re-

admission.

e. Re-admission date.

2. Data relating to state compensation bond is to be incorporated in

the quarterly statements to various governments. Provision is to be

provided to PDOs to enter the details of compensation bonds through a

GUI.

1.1.5 Post conditions

1. CDD can dispense with PDO-131 as data pertaining to this is already

captured in PDO-NDS mainframes



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Miscellaneous Activities

Other activities carried out by the Accounts module of CDD system are as

follows:

1.2 Activities related to compensation bonds:

1) CDD receives form PDO 273 from the PDOs every monthly and record the

opening balance, bonds issued (number and amount), bonds cancelled

(number and amount) and amount of principal reduced on account of

payment and closing balance in the register maintained for the purpose.

Provision to be given to PDOs to enter the details of form PDO 273. The

details of form PDO 273 is to be entered manually by authorized PublicDebt Office user through a GUI. The detail of Public Debt Office 273 is to

be stored in CDD database and authorized CDD user can view the details

in the report format. PDOs should be able to print the report as a copy of

the same has to be forwarded to AG & Secretary (State Government). The

following field is to be captured.

a. Date

b. Opening Balance

c. Number of Bonds issued

d. Bonds Issued Amount

e. Number of Bonds Cancelled

f. Bonds Cancelled Amount

g. Principal Amount Reduced on account of payment of installment.

h. Closing Balance

i. Progressive Figures of Bonds Issued and cancelled so far

i. No. Of Bonds issued

ii. Bonds Issued Amount

iii. Number of Bonds Cancelled

iv. Bonds Cancelled Amount



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v. Principal Amount Reduced

2) The Section record data annually (previously it was quarterly) on the

expenditure incurred with respect to the issue and management of

compensation bonds, details of which are entered in the register

maintained for the purpose of tracking. The new rate structure for

management charges for compensation bonds which is applicable from

1st January 2008 is mentioned below

PARTICULARS RATE

REPAYMENT RS. 10/- FOR EVERY BOND REPAID.OUTSTANDING

BONDS

RS. 10/- FOR EVERY BOND OUTSTANDING

AS ON JUNE 30, SUBJECT TO A MINIMUM

AMOUNT OF RS. 10,000/- PER ANNUM.NEW ISSUE THE BANK RESERVES THE RIGHT TO

SPECIFY BOND ISSUANCE CHARGES

DEPENDING UPON THE VOLUME OF NEW

ISSUANCE.

PDOs should have the option to capture the details for multiple bonds as

some states have issued multiple compensation bond. Provision is to be

given to PDOs to enter the details of Issue and management charges of

compensation bonds through a GUI. The detail of Issue and management

charges of compensation bonds is to be entered manually by authorized

Public Debt Office user. The detail of Issue and management charges of

compensation bonds is to be stored in CDD database and the CDD user cansee the details in the report format. The reference number and date should be

standardized so that it should be uniquely identified. The following field is to

be captured.



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a. Instrument Nomenclature

b. Date

c. Reference Number and Date

d. Amount Claimed

e. Total amount claimed

f. Amount reimbursed

g. Total amount pending

h. Reference number and date of advice

i. Remarks

3) Receives information from the PDOs half yearly (March and September)

regarding the number of indents raised, number of bonds issued and

amount. This information is recorded in the rough register maintained for

the purpose. Provision to be given to PDOs to enter the details of indents

raised, number of bonds issued and amount through a GUI. The detail is

to be entered manually by authorized Public Debt Office user. The detail

of indents raised / disposed, number of bonds issued and amount is to be

stored in CDD database and the CDD user can view the details in the

report format. The following field is to be captured.

a. Date

b. By Balance as on

i. No. Of Indents

ii. No. Of Bonds covered by indents

iii. Amount of Bonds

c. Receipt (To balance as on, new indents received wise)i. No. Of Indents

ii. No. Of Bonds Required to be Issued




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d. Disposal (By bonds issued and dispatched, By indents returned

under objection wise)

i. No. Of Indents

ii. No. Of Bonds covered by indents


e. Progressive Figures of Bonds Issued and Dispatched so far

vi. No. Of Indents

vii. No. Of Bonds covered by indents

viii. Amount of Bonds

4) The Section receives Notification from the State Governments, which it

uses for reference as and when necessary. The notification would be part

of generic Document Management module. No register is being

maintained currently by the Section for tracking the Notifications so

received. This results in extensive search when references to Notifications

become inevitable. An on-online tracking system wherein not only the

Notification details and but also the file wherein it is kept can be stored

along with summary details of periodical amendments, will facilitate quick

retrieval as a search operation could be provided using which the user can

search the database for a Notification on various parameters i.e.

Notification number, Notification date, Notification month, Notification year,

Notification subject, etc. This can be achieved by a suitable document

management system also.

1.3 Report on Audit of Paid Vouchers:

1) The Section receives half yearly - June and December end - a statement

in PDO Form 218 on the audit of paid vouchers from all the PDOs. The

paid vouchers relating to interest / installment payments made at the

treasuries, branches of State Bank of India and Associate Banks in regard



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to various State / Central Government market loans are received by the

PDO via Audit Offices i.e. the respective Accountant General in case of

State Government loans and the Pay & Account Officer, MOF in case of

Central Government loans. This is used by the PDO to mark-off in their

books and the loan balance (debt liability) with respect to the respective

State Governments & Central Government is reduced. The Section on

receiving the statement makes entry into the register maintained for

tracking the same. The Section also keeps a track on the number of

irregularities occurred and issues letters to the PDO asking for the action

taken report in regard to the matter from time to time. Provision to be

given to PDOs to enter the details of the statement on the audit of paid

vouchers through a GUI. The detail is to be entered manually by

authorized Public Debt Office user. The detail of the audit of paid vouchers

is to be stored in CDD database and the CDD user can view the details in

the report format. The Screen design should be similar to PDO-218. The

following field is to be captured.

a. Name of the Accountant General

b. Total number of vouchers received during the half year (as per

covering schedules received from the concerned authority.

c. Name of Public Debt Office

d. Date of Letter

e. Balance of vouchers of the previous half year

I. To be posted

II. To be checked

f. Total number of vouchers forI. Posting

II. Checking

g. Work done during the half-year

I. Posted



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II. checked

h. Arrears of work to be done at the end of the half year

I. To be posted

II. To be checked

i. Remarks (indicate the half year upto which work is complete)

In case of Details of irregularities in case of paid vouchers detected and recorded

by the Public Debt Office the following field needs to be captured.

j. Nature of irregularity

k. No. of irregularities outstanding as at the beginning of the half year

l. No. of irregularities detected during the half year

m. No. of irregularities settled during the half year

I. of previous half year

II. of this half year

n. No. or irregularities outstanding

I. of previous half year

II. of this half year

o. Remarks

In case of Details of paid interest vouchers returned to treasury officers for

reconciliation of discrepancies.

p. Total no of vouchers

q. No. of vouchers sent by ordinary post

r. No. of vouchers sent by registered posts. No. of vouchers sent lost through post

t. Remarks



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1.3.1 Historical data maintenanceThe data regarding to few other bonds and few pre independence securities will

be maintained as historical data.

Other Bonds:There were certain bonds, which were issued and serviced in the past by RBI on

behalf of the GOI. These bonds were issued for meeting certain specified

objectives of the GOI at the material time and all the schemes under which these

bonds were issued have since been closed and the bonds matured long back.

However, some balances in respect of some of these bonds are reported to be

still outstanding and hence the proposal to include these in the computerized

system being contemplated for processing the sections activities.

Following details of will be entered for the bonds that are not present in the

PDONDS system.

1. Nomenclature

2. New Issues

3. Repayment

4. Closing Balance

5. ISIN No

6. Loan code

7. Date of Issue

8. Date of Interest payment

The transactional data processing like new issues, repayments pertaining to the

bonds will be provided to the CDD and PDOs users under the Historical data

maintenance module.

Indo Pak securities and Securities whose balances are held at SBI -London:

These Indo Pakistan securities and the securities whose balances held at SBI London are given below:



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1. 3% Loan 1896 972. 3% Conversion Loan 1946

The above securities data is not present in the PDONDS system. Provision will

be made in the CDD system for the PDO users (PDO Calcutta, PDO Mumbai) toenter the details of the securities along with their balances.

PDO users will be given the provision to enter the balances held at Pakistan and

SBI London (obtained from PDO Calcutta)

Following details will be entered for these securities that are not present in the

PDONDS system.

1. Nomenclature

2. New Issues

3. Repayment

4. Closing Balance

5. ISIN No

6. Loan code

7. Date of Issue

8. Date of Interestpayment

The transactional data processing like new issues, repayments pertaining to the

securities will be provided to the CDD and PDOs users under the Historical data

maintenance module.



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APPENDIX I: ACRONYMS AND ABBREVIATION

The following table lists the acronyms and abbreviations used in this document.

Abbreviations Description

CDD Central Debt Division

CCIL Clearing Corporation of India Limited

CDBMS Central Database Management System

CGSEC Central Government Securities

DGBA Department of Governments and Bank

Accounts

DIT Department of Information Technology

IDMD Internal Debt Management Department

NDS Negotiated Dealing System

PDO Public Debt OfficesSG SEC State Government Securities

SGL Subsidiary General Ledger

IT Information Technology

MVC Model-View-Controller

J2EE Java 2 Enterprise Edition

functional specification - accounts - version 1 0 -june 25-6-2008

Documents