Client: Government of Andhra Pradesh
The Personal Deposit Accounts Portal(A.P)
The PD Account Portal (Personal Deposit Account Portal) is an application that has been designed and customized to fit the requirements of the finance department, Govt. of Andhra Pradesh. The portal will be used by all the PD administrators (drawing officers), DTOs/STOs (treasury officers) and banks who are involved in the functioning of the Personal Deposit Accounts. It is a consolidated application which acts as a platform to capture the functioning of the PD accounts in a transparent way.
The project focused on digitalizing the age old process of manual encashment through PD accounts , shifting the procedures into using efficient and transparent systems. The portal ensures tracking of all cheques, chequebooks, and LOC requests.
Prior to the establishment of PD portal, the accounting and verification was also done completely manually, with the help of maintenance of ledger, pass book, and their accounting memorandum. This whole process would be carried out only after the expenditure was already drawn. As the only check on these accounts was after the transactions were carried out, it lay rise to many problems.
Some of them are mentioned below:
No effective check on the expenditure of the PD account administrators: In certain type of accounts, the account holders may draw any amounts without prior approval from the treasury officers (For example, LOC accounts). Even though this expenditure is accepted, it is not traced until the payment is actually made. Management of funds by the higher officials at the finance department by understanding the upcoming expenditure was near impossible.
Funds flow to commercial bank accounts/Parking of funds: The expenditure drawn from PD accounts could be sent to any account in any bank. This posed a huge threat for misusing the funds.
Diversion of revenue receipts to P.D Accounts: Due to the mystery of PD accounts, along with easy and quick transfer of expenditure in its processes, a lot of receipts like some revenue receipts that are not meant for PD accounts would be put into such accounts without prior notice or approvals and hence draw amounts from those particular receipts.
Around Rs 3000 Cr of expenditure was met by the government every month through these accounts but there was no control on these transactions.
There are majorly two different kinds of accounts under PD (LOC and NON LOC – depending on their initial category expressed by the government). In cases of LOC accounts, an LOC request may be put up by PD administrators and after its approval by the treasury officers, after which a cheque may be placed and sent to the bank. In cases of NON LOC accounts, the cheques that PD administrators place will be scrutinized by the treasury officers before being sent to the bank. Please see some of the features of the portal below:
For PD account holder/PD Admin (Brief Version):
Example of an LOC account:
- Request LOC: The user may enter the required details and send the request over to the concerned DTO/STO. After the request has been processed, the user will be able to issue a cheque against that LOC.
- Issue cheque: The system automatically displays the total amount and LOC approved amount against the particular PD account entered. If the amount requested to issue cheque is within the pre-approved LOC amount, then the user is prompted to fill in party details and a cheque bearing all details is generated and sent to the bank.
- Request for chequebook: A user may request for a chequebook if the number of leaves in the current book is less than 10.
- Administrative properties: Like Change password, cancel cheque, etc.
For DTO/DD/STO*: There are 5 major sections of functionalities present for this user. Please see below:
1. MASTERS: The actions within this section concentrate on the administrative responsibilities of a DTO/DD/STO*. During initialization, the officer must create new accounts for every member of their treasury office, and also confirm the accuracy of the existing PD accounts.
2. TRANSACTIONS: The actions within this section enable the officer to approve/reject ‘cheque book request’, ‘LOC request’ and ‘cheques to be authorized.’
3. REPORTS: “Account Statement”: A custom selection of which PD Adminstrator, HOA, month and year may be made here so as to generate the account statement for the mentioned details. “LOC Report”: A report of all the LOC requests, along with their details and status can be viewed here. “Cheque Book Report”: A report of all the chequebook requests, along with their details and status can be viewed here. “Cheques Report”: After a selection of a PD Administrator account, a report of all the cheques issued along with their details and status can be viewed here.
4. INVENTORY: This section is used for managing all the cheque books for that particular office. This data will be used in order to issue proper cheque books to the PD account holders.
5. GENERAL: These actions are related to your account and means of navigating through the portal.
There are similar functionalities for the STO and SA that facilitate them in carrying forward the process in a smooth manner. The approved cheques are sent to their system using secure services and the response is returned as soon as the payment is made. This method is completely fool proof and eradicates the possibility of human error as well.