MISFMS_Entering Budget_5june2014
Contents
1. Project Mumber AS Hs Find Draft Project Mame Budget Type Dratt Budget caus OOOO O O E Entry Options Entry Method Resource List ne Tatals Amount Revised Date Dratt Current a 3 Inthe Project Number field a either enter your 7 digit system generated project number or b click on the dropdown LOV button i Anew window will open up ii In the find field enter symbol and click on Find button ti Enter your project number or your PIMS PME Code or your Project Title between symbols and click on find button E g if the PIMS code is IXX00125 enter IXX00125 and click on find button Note In case you are not able to find your project in budget form it means that it was not entered in PIMS and hence has not been migrated into the system Thus to create new project please refer to a separate document Manual 2 Creating RPPI for Externally Funded Project Budgets QASRI Indian Agricultural Statistics Research Institu Find Budget Project Number eee Project Name Projects Budget Type Draft Budget lip SPCCO01 25 Project Number Project Name Template Operating E CAZRI Proposal Project CAZRI Proposal Project ae CIAE Expenditure Project CIAE Expenditure Project Entry Options CIAE Proposal Project CIAE Proposal Project Entry Method CIFE Expenditure Project CIFE Expenditure Project CIFE Proposal Project CIFE Proposal Project CMFRI Expend2. wiew Lines For Resource Resource Mame SF rata dan Budget Pe Minor Expenditure Equipments peace ape Head OWARE Furniture amp Fixtures Furniture amp Fixtures Currency Information Technology Information Technology Currency Library Books and Journals Library Books and Journals Currency Livestock Livestock Currency Vehicles amp Vessels Vehicles amp Vessels Currency Works Building Minor Works Works Building Minor works Currency Works Building Office Building Works Building Office Building Currency Works Building Resi Building Works Building Resi Building Currency Works Land WWorks Land Currency ustict S Select the appropriate minor head and click on OK b Amount Type Click on the dropdown button Value Raw Cost will come automatically Budget Lines QASRI Indian Agricultural Statistics w oala Version Number Version Mame er F Grants Capital a t 4 HEM ae Grants Capital view Lines For EU Periods For Totals MMARI MART Earliest Latest eel Tee rF Minor Expenditure ERUR Je ean C ze gt a Period s _ Head Amount Type JAN 09 PoE T MAR 09 APFR 09 Totals 4 J4 W eee e eee eee eee Coo ee eee eee eee eee eee a Totals o oo 0 00 o oof 00 Equipments JAN 09 mooti O o In the next 4 columns user can see four months Remember the note which says Please note that Budget Amount that you enter for a particular month would be Applicable for that financial year There
3. Introduction 10 TC ARSE zene a a Ea E New Document Formats as per Madan Committee ccccccsssessssseseccececeeeeeeeeaaeeeesseeeeeeeeeeeeeeeeeasaaeaeenees Importance Or Project BUdgE eaei E e T EE Projects MIS and Related Notes sss cin cupasted antic S E aN Howto Enter Project BUda a N a tad oeecunbiadulenmieawgins Introduction to ICAR ERP ICAR ERP is comprehensive Enterprise Resource Planning ERP software for Indian Council of Agricultural Research ICAR It will be used to store and manage data generated from every process of the organization This ERP has bee developed under NAIP sub project Implementation of Management Information System MIS including Financial Management System FMS in ICAR This solution will enable ICAR to enhance its efficiency and introduce best practices in the areas of Financial Management Human Resource Management Project Management Procurement amp Stores Management Grants and Budgeting and Payroll New Document Formats as per Madan Committee This ERP solution is designed for the new formats which were recommended by a committee under the chairmanship of Dr M L Madan This solution was presented in the Director s meet in July 2011 under the chairmanship of Secretary DARE and Director General ICAR and was approved in governing body and then implemented in ICAR Importance of Project Budget Project information is needed for indent PO Bill to get processed But this information
4. aseline Then click on baseline button And the status 1s changed to final Note Until user submits and baselines the budget he she will not be able to create an indent PO or bill against that project budget
5. can only be entered if Project Budget has been entered in the system So until PI Co PI enters project budget in system project related indent PO bill will not get processed Projects MIS and Related Notes In Projects MIS as a part of data migration activity basic RPP I document information of all the existing ongoing research projects of ICAR has been migrated into this ERP solution from information available in PIMS ICAR This basic information includes Project title duration team members etc However after Go Live PI of a project will have to enter the remaining budget for the project This document tells in detail how the budget information can be entered Note 1 A detailed user manual and Computer Based Trainings CBTs have also been created for Projects MIS User can also refer to them Note 2 Only remaining budget will be entered for a particular project For example let us assume that a project is from O1 April 2013 to 31 March 2015 The total project budget is Rs 10 crore and out of that Rs 2 crore has already been consumed So the PI WILL ONLY enter budget of Rs 8 crore 10 2 into the system Note 3 In case you are not able to find your project in budget form it means that it was not entered in PIMS and hence has not been migrated into the system Thus to create new project please refer to a separate document Manual 2 Creating RPPI for Externally Funded Project Note 4 For entering budget amounts a set
6. e and click on Budget Lines Button A note will appear which says Please note that Budget Amount that you enter for a particular month would be Applicable for that financial year oR sk Budgets lASRI Indian Agricultural Statistics Research Institui 1000004 Expenditure Budget Version Number Version Mame O OS Labor Major Expenditure Head Amount 0 00 Grants eral l Grants Salaries Mote Please note that Budget Amount that you enter for a sarticular month would be Applicable for that financial Wear Loo dom i is Budget Lines Click on OK A new window will open Budget Lines ASRI Indian Agricultural Statistics Version Number Version Mame ey 9 No CCS ESS viore GENER an wv Lines For Al Periods For Totals JAN og MAR 17 Earliest First Latest 1 arods w Minor Expenditure SCUL PRG E lt sahal J gt E Period _Head Amount Type JAN O9 FEB US MAR 09 APR 09 Tale SS E LS E A OO TY T T T ST E ay ES a Ss a A EAE acor Hous JE oof oof omoj oog ustication Hi 8 Here we will enter the following information a Minor Expenditure Head Click on the drop down button and you can see the minor heads under that particular major head in this example Grants Capital oE gets ASR Indian Agri cultural Statistics Research Institut ck Task Budgets AS wersion Number Exp Mo
7. fore i User may enter the budget in any month he will be able to use that amount for the entire financial year For example if user enters amount in November 2012 he she will be able to use that budget for April 2012 March 2013 ti All the reports related to Projects MIS give financial year wise fund availability and not month wise fund availability even though amount is entered month wise i To enter budget in some other month user can navigate using the arrow buttons on the window Budget Lines QASRI Indian Agricultural Statistics Version Number Version Mame Ps Exp Mo Grants Capital tje Major Head Grants a View Lines For Eu Feriods For Totals JAN Og MAR 17 17 MARA Earliest First Latest ferigds m Minor Expenditure Budget Periods MANE Co ANOS f gt JAN O9 ney He ad Amount Type JAN OS EB US Mears oe APRS Totals _ evers fwe sumo f _f aon sso jt A a F Equipments FEB 09 Justi cation TT S c Saving the row As soon as you save your work two more lines will be generated with amount type Currency and NA These rows are generated automatically by the system and are used for integration with other areas User needs to enter only the raw cost Note Do not enter the same minor expenditure head twice A minor head can be entered only once on a budget to enter values for multiple years use the a
8. ing c Division Name Select the name of the division under which this project is running d Funding Agency Name Enter the name of the funding agency mandatory and only for externally funded projects e Funding Agency Country Enter the country of the funding agency mandatory and only for externally funded projects f Click on OK lo Budgets ASR Indian Agricultural Statistics Research Institui Find Budget Project Number Budget Type Expenditure Budget Draft Budget o Budget Versions Entry Options Sip eure ICAR Budget Entry Fund Type at 1 E Deposit Schemes Domestic Scaling up of Water producvity in Agriculture Totals TENE iy 10067 Division Socia Economics And Extension Labor Funding Agency Name WON Funding Agency Country India Draft D Current 6 Now user needs to allocate budget in the project To accomplish this click on Details button A new window will open Version Number Version Mame Labor Major Expenditure Head Amount Ceme Grants General Grants Salaries o m o m o m ee Ld Td _ ss ee as Td DE C CE CE E Project Total EE Budget Lines 7 Here user can see the 3 major expenditure heads There are separate minor heads under each major head Process to enter budget in any minor head will remain the same In this example let us allocate under equipments Equipments will come under Grants Capital So select Grants Capital from the window abov
9. iture Project CMFRI Expenditure Project Totals CMFRI Proposal Project CMFRI Proposal Project CPRI Expenditure Project CPRI Expenditure Project CPRI Proposal Project CPRI Proposal Project i CRIDA Expenditure Project CRIDA Expenditure Project Draft CRIDA Proposal Project Current CRRI Expenditure Project 4 The next field to be filled is Budget Type If you are entering budget in which you will enter funds available for your institute to carry out the project select Expenditure Budget and click on OK Budgets HASARI Indian Agricultural Statistics Research Institu Find Budget Project Nurnber 1 E Ste i ind Dra Project Name 00125 3 Budget Type EE E EE eT UCR OSTEO ree A Draft Budget Find kag E Budget Type Comprehensive Proposal Budget Entry Options enty Method Totals Labor Ltt Draft Current O qo o M 5 A new window will open up Here let us enter the following values a Fund Type Enter the fund type of your project For Example institute funded project come under Plan Externally Funded Projects come under Deposit Schemes If the Funding Agency for the externally funded project is Domestic select Deposit Schemes Domestic If the Funding Agency for the externally funded project is Foreign select Deposit Schemes Foreign In this example let us assume project 1s funded from domestic funding agency DBT b Scheme Code Select the name of the scheme under which your project is runn
10. of Major and Minor Expenditure Heads have been proposed by ICAR HQ All the amounts have to be entered under these major and minor heads They have been listed below for your ready reference Major Expenditure Heads I Grants Capital similar to non recurring expenditures 2 Grants General similar to recurring expenditures 3 Grants Salaries Minor Expenditure Heads Capital Others Equipments Furniture amp Fixtures GAD Communication GAD Infrastructure GAD Others excluding TA GAD R amp M Equip Vehicles amp Oth GAD R amp M Minor Works GAD R amp M Office Build GAD R amp M Residential Build GME Guest House Maint GME HRD GME Other Items Fellow Sc GME Other Miscellaneous GME Publicity amp Exhibitions GPO Pension amp Other GRO Operational Expenses GRO Research Expenses GTA Domestic TA Transfer GTA Foreign TA Information Technology Institutional Charges Library Books and Journals Livestock Loans and Advances Salaries Contractual Salaries Establishment Charges Salaries Overtime Allowance Salaries SRFs RAs Salaries Scientific Salaries Supporting Salaries Technical Salaries Wages Vehicles amp Vessels Works Building Minor Works Works Building Office Building Works Building Resi Building Works Land How to Enter Project Budget 1 Login into the ERP Application and click on the Projects folder 2 Click on Enter Budget link The following window will open up Find Budget
11. rrow buttons to navigate Budget Lines lASRI Indian Agricultural Statistics Research Instituy Version Number Version Name Ooo O Grants Capital aye SEMA CELE rants _ cr All Periods For Totals RSM SMS MAR 17 17 Earliest First Latest Minor ae ee Budget Periods Jefo ES Period m He Amount Type JAN 03 FEB 0H MAR 0S APR US Totals pein oueny T a j oe E a Ewa fa o Jf _ssroof _ _ __ _ ae J Equipments Justification a d Ina similar fashion enter budget for other minor heads e Close windows and reach the first window which is shown below fe Budgets QASRI Indian Agricultural Statistics Research Institu Find Budget Project Number a Project Mame seca UPR RRM Excenditure Budget Draft Budget Status 20 Entry Options Sy fever ICAR Budget Entry See ane CAR Resource List Totals Labor Uh Amount Revised Date Drt 150000 00 24 JAN 2014 13 16 27 Current f Submit and Baseline All the information that user enters will get saved in the draft status only To change the status from draft to final click on the submit button once The name of button will change to b
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