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Client: Government of Andhra Pradesh
Application Specifications: Users include 16000+ (PD Administrators), 200+ Banks, 200+ Treasury Offices with Multiple Logins and varied features
The personal deposit accounts are paper based bank accounts that are conceptualized by the government of India, these accounts are issued right from the village sarpanch to one of the biggest departments of every government by the government itself.
The funds accumulated by these departments and government representatives are credited to their respective accounts and they are entitled to use the money on behalf of the government for their activities.
The account holder is called the PD Administrator and he is the final authority to authorize payments from his account through the mode of cheque payment. All these accounts are monitored by the respective treasury offices which the PD administrators are linked to and even the finance department and the auditor general play a crucial role in monitoring the transactions in these accounts.
There are around 43,000+ PD accounts in the entire state of AP which are handled by over 16000+ PD administrators. There are many types of PD accounts like LOC,Non-LOC, Lapsable, Court Deposits etc. depending on the type of the account the transaction method changes
The Problem: Since all the process is manual there were multiple problems in the process:
- There was never a central source of data for reconciliation, the PD administrators maintained pass books in which they entered the details of the transactions in their accounts, the treasury offices maintained ledgers and basic softwares to maintain track of the transactions and the banks maintained their books to note down the transaction details in these accounts, reconciliation was a nightmare because of the volume of the accounts.
- Since these accounts are paper based accounts and not real bank accounts there was a huge problem of parking of funds.
- There was no method to calculate what is the amount authorized for payment on a particular day, it was a nightmare for the finance department to actually manage funds by understanding the upcoming expenditure.
- There was little room for transparency.
- Tracking the transactions were very difficult, for ex: if the government wanted to know who the village sarpanch was paying for some particular work in that village it was nearly impossible and would take days together to know those details.
- Audit processes would take weeks to reconcile all the accounts and submit reports in particular formats
- The entire process was brought online, each PD Administrator was given a login where he can issue a cheque, request for a new cheque book, request for a LOC etc. and analyze and print reports
- Completer Electronic mode of payments, all the banks that process payments of these cheques were given individual logins where they could login and view these cheques and process payments through the Electronic mode.
- Single Source of Data: Since all the people associated with the PD accounts process were brought on the same platform we could create a single source of data for everyone, everyone will see the same data from any where.
- Increasing efficiency: Every person in the treasury office was given a seperate login through which they can process the requests from the Administrators and also process the cheques issued, now they do not need to maintain paper based records for all these transactions thus increasing efficiency.
- Absolute Control of expenditure: The government could now understand how much expenditure it is going to incur beforehand and manage funds appropriately
- Transparency: All the data is brought into public domain, any PD Administrator can view the status of his cheque payment, the status of his LOC request from his own login.
- Tracking: The government and Auditor General can now track all the payments and understand the purpose of the payments just by a click of a button
- No Parking of Funds: Since the payments have been made Electronic all the Administrators can directly pay the beneficiaries with out the need of an intermediary account thus avoiding parking of funds.
- Audit Process: The Auditor General was given a separate login through which they can download all the audit reports directly.