User Manual

For
Audit Para Monitoring System (APMS)
Web Application
for

CONTROLLER GENERAL OF ACCOUNTS (CGA)

DEPARTMENT OF EXPENDITURE
MINISTRY OF FINANCE
GOVERNMENT OF INDIA

Submitted by: M/S Uneecops Technologies Limited

Prepared By
Uneecops Technologies Ltd
Table of Contents
1. Purpose ....................................................................................................................................... 2
2. Audience / Users ......................................................................................................................... 2
3. Product / Application Features Description................................................................................ 2
4. Definitions and Acronyms: .......................................................................................................... 2
5. Functionality ............................................................................................................................... 3
1. Prerequisites ........................................................................................................................... 3
User should have user id and password to login into the system. ................................................. 3
2. Logging into the Application ................................................................................................... 3
3. Edit Profile ............................................................................................................................... 3
4. Change Password: ................................................................................................................... 4
5. Nodal Officer >> Role Rights ................................................................................................... 5
6. Nodal Officer >> User Registration ......................................................................................... 6
7. Nodal Officer >> Approval System .......................................................................................... 8
8. EN Grant >> Audit/Grant/PAC Approval: ................................................................................ 9
9. EN Grant >> Mapping Division/Section to EN Grant:.............................................................. 9
10. Explanatory Note >> Grant >>Add Grant .......................................................................... 10
11. Add New Grant.................................................................................................................. 10
12. Review the Grant by Review officer:................................................................................. 11
13. Add New EN against the Grant No. ................................................................................... 12
14. Ministry Review Officer >> Review the EN ....................................................................... 15
15. Signing Authority Login Panel ........................................................................................... 16
16. Ministry DA>> Action>>Explanatory Note>>Grant. .......................................................... 16
17. Review Officer: .................................................................................................................. 17
18. Signing Authority Login Panel ........................................................................................... 18
19. Add final EN against Grant: ............................................................................................... 18
20. Ministry Review Officer Review the final EN .................................................................... 19
21. Signing Authority Login Panel: .......................................................................................... 20
22. Final EN to Lok Sabha ........................................................................................................ 21
23. Reviewed by Monitoring RO: ............................................................................................ 22

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 1. Purpose
This user manual provides guidelines and instruction to Ministry users for Managing
Explanatory Note.

The user manual will include the following in details –

 Users Creation by Nodal Officer

 Managing Explanatory Note

2. Audience / Users
Basic audience is the one listed below –

 Nodal officer (NO)

 Signing officer(SO)
 Reviewer Officer (RO)
 Dealing Assistant (DA)

3. Product / Application Features Description

1. Workflow on Ministry.
2. Setting up approval workflow up to 7 level.
3. Admin will create the Nodal officer (Admin Level) for respective Ministry/Department.
4. Nodal officer has authority to create multiple users (Dealing Hands, Review Officers &
Signing Authority) within the Ministry/Department.
5. System will automatically generate the reminder on behalf of CGA (Monitoring Cell)
through SMS /Email to the concerned Ministry/Department and Audit as the case may
be for taking action.
6. System will keep the record of stage-wise movement of EN.
7. Final EN to be uploaded in both versions in (Hindi and English) mandatory. (check-point
for submission of both versions.)
8. Sorting facility is provided in the pendency reports viz. pending with Audit, pending with
Ministry/Department with stage-wise, category-wise, Specific period-wise and Para-
wise, Category-wise

4. Definitions and Acronyms:

Abbreviation / Term Description

APMS Audit Para Monitoring System

EN Explanatory Note

C&AG Comptroller and Auditor General of India

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 CGA Controller General of Accounts

DA Dealing Hand

RO Reviewing Officer

SA Signing Authority

PAC Public Accounts Committee

5. Functionality
1. Prerequisites
User should have user id and password to login into the system.
2. Logging into the Application
To Login into the application, url of the web application given below:

1) Enter URL http://52.187.117.68/APMS/ in web browser. The Login Screen

appears.

Fig.1: Login Screen

2) Enter the User Name and Password provided by the System Administrator (CGA).
3) By entering User Id & Password authenticated user will login into the system.
3. Edit Profile
Nodal Officer Login:

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 Nodal Officer Login into the system and will able to edit his/her profile.

Fig.2: Profile

1. Nodal officer / Ministry user will able to edit following fields:

o First Name
o Middle Name
o Last Name
o Mobile No.
o Email Id
o Address
Note: User Name & Role are non-editable.

Fig.3: Profile Page

4. Change Password:
Change password option, will help users to change their default password, once
login into the system. User will able to change password.

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 Fig.4: Change Password

1. User will have to provide Old Password

2. New Password
3. Confirm Password
After filling the above information user will get the message that password has been
changed successfully.

5. Nodal Officer >> Role Rights

This section helps Nodal officer to assign permission to users / role as per requirement.

1. On clicking icon as given below in screen short Nodal officer will able to assign
permission to user/role

Fig.5: Role Rights

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 Fig.6: Assigning Permission

1. On selecting check box Nodal officer will able to assign particular module / functionalty
permssion to different roles/users.
6. Nodal Officer >> User Registration
This section will help Nodal officer to create multiple users and assign them roles. Users like

1. Dealing Hand
2. Reviewer
3. Signing Authority

Fig.7: User Registration : Provide User wise Permission

1. Click on Users menu >> User Registration option and click on “Add User” button
2. On clicking Add User Button user can create new users.

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 Fig.8: User Registration : Screen

3. User have to fill following details

a. Role Type
b. Section/Division
c. First Name
d. Middle Name
e. Last Name
f. Designation
g. Mobile No.
h. Email
i. User Name
j. Officer Address
4. Below user creation page there will be option to set permission user wise while
creating users.

Fig.9: User Registration : User wise permission

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 On successfully creation of user, an email will go to given email id of users.

Note: Nodal officer will able to provide role wise and user wise permissions.

7. Nodal Officer >> Approval System

This section will help Ministry Nodal Officer to set approval system. This approval system will
help Ministry officers to assign Reviewing officers and signing authority for EN.

Fig.10: Approval System

1. Ministry Nodal Officer click on users and then Approval system.

2. Approval system will have “Add Approval Flow” for adding Approval System.

Fig.11: Approval System Screen

3. Nodal Officer will select Module for which he/she want to add Permission

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 4. Enter number of approval levels Nodal Officer want to set for particular Ministry
5. Select Role Type “Reviewer” or “Signing Authority”
6. Select User Name form the list of users for respective role.
Note: Approval flow will work after adding all new users.

8. EN Grant >> Audit/Grant/PAC Approval:

This section will help Ministry Nodal Officer to set approval system for Audit Para/EN Grant
& PAC Para. This approval system will help Ministry officers to assign Reviewing officers who
will check/uncheck the C&AG Para/EN Grant/ PAC Para submitted by Ministry/C&AG/PAC.

Fig.12: Mapping Section/Division

Note: Audit para will be submitted by C&AG, PAC Para will be submitted by PAC & EN Grant by
C&AG

9. EN Grant >> Mapping Division/Section to EN Grant:

Fig.13: Mapping Section/Division

1. Ministry Nodal Officer will have option to map division/section against assigned
EN Grant.
2. Filter options is also available on top of the page to select particular EN

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 3. Nodal Officer will click on “Map Section/Division” and select division/select
which Nodal officer want to assign to particular user.
10. Explanatory Note >> Grant >>Add Grant

Fig: 14 Dashboard of EN

1. Ministry dealing hand will have option to add a grant for their Ministry / Division.
2. Filter options are available on top of the page to select particular Grant or EN.
3. Dealing hand will click on “Add Grant “to add a new grant.

11. Add New Grant

Fig: 15 Add Grant

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1. On clicking on “Add Grant” link DA will get screen of new Grant
2. Dealing hand will fill all the necessary information.
3. After adding all the mandatory information dealing hand need to click on save button.
4. Dealing hand have option to send the Grant for review to next level officer.

Fig: 16 Add Grant

12. Review the Grant by Review officer:

Fig: 17 Review by RO

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 Fig: 18 EN Grant Review

1. Review officer will have facility to review the Grant and if found satisfactory check the Grant
else revert back to Dealing Hand.
2. Review Officer Click on Approval >> Explanatory Note >> Grant.
3. Click on Grant >> RO will have following option:

(a) RO can view the uploaded Grant by clicking on Grant No. as shown in fig 3
(b) Review officer can edit the Grant sent by Dealing Hand.
(c) Review officer can revert with remarks (to revert back to concern user).

13. Add New EN against the Grant No.

1. On Checked by Authorized Officer, assigned Dealing Hand need to take action against the
Grant.
2. Dealing Hand need to Add new ‘Explanatory Notes’ against the Grant no.
3. Dealing Hand will click on Add new EN link.

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 Fig: 19 New EN against Grant No.

4. On clicking Add New EN link, user will get screen having option to select New EN Format
or Old EN Format.

Fig: 20 Explanatory Note

5. Dealing Hand will enter all mandatory fields.
6. After adding all the mandatory information Dealing hand have options “Save as Draft” &
“Save & Submit”

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Fig: 21 Add EN form

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7. Dealing Hand have option to send the EN for review to next level officer.

Fig: 22 send for reviewer

14. Ministry Review Officer >> Review the EN

Review officer will have facility to review the EN and if found satisfactory send the same for
review to next level or send the EN for e-sign before sending to C&AG (Audit Department).

1. Review officer click on Approval >> Explanatory Note >> EN.

2. Click on action dropdown user will have following option.
a) Review/Approved send to Next level for Review
b) Approve/send for E-Sign
c) Revert

Fig: 23 EN Approval and send for E-Sign

3. Review Officer Click on “Approve/ send for to E-Sign.

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 15. Signing Authority Login Panel

Signing Authority e-sign the Draft EN and after successfully e-signing of EN same will be
visible to C&AG for further action/vetting comments.

Fig: 24 Sending EN to E-sign Signing Authority

C&AG department will provide vetting comments against the EN uploaded by Ministry and based on
the selected status & vetting comments, Ministry Dealing Hand will receive the status and based on
the status Ministry will update EN.

1. In case of ‘returned’ Draft EN, Ministry DA need to again add the draft EN against the grant.
2. In case of ‘revised’ EN, Ministry DA will upload the revised version of EN
3. In case of ‘vetted’ EN, Ministry DA will upload final EN both in English & Hindi.

16. Ministry DA>> Action>>Explanatory Note>>Grant.

DA need to click on this link

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 Fig: 25 Send for Review

17. Review Officer:

Again Ministry RO will view the revised / final EN by clicking on “View” Link then take action
by selecting the below given options:

a) Review approve/send to next level

b) Approve send for e-sign
c) Revert

Fig: 26 Approve and send for e-sign

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18. Signing Authority Login Panel
Signing Authority login>>Approval >>Explanatory Note>> EN >> then SA view the
Action/Reply of DA and RO and then Proceed for e-sign

Fig: 27 View Reply & E-Sign

19. Add final EN against Grant:

Ministry DA>>Action >>Explanatory Note>>Grant >> Search with Grant No. DA need to click
on this link “Add Final EN”.

Fig: 28 Link for Final revised EN against Grant

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Ministry Dealing Hand will receive the EN with vetting comments, Ministry DA need to add final EN
against the Grant.

Fig: 29 send for final EN for Review

20. Ministry Review Officer Review the final EN

Ministry RO will view the Final EN against the grant by clicking on “View” Link then take
action by selecting from below given options:

(a) Review approve/send to next level

(b) Approve send for e-sign
(c) Revert

Fig: 30 Approve & send for e-sign

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 Fig: 31 Select SA and Send for e-sign

21. Signing Authority Login Panel:

Signing Authority login>>Approval >>Explanatory Note>> EN then SA view the Reply of DA
and RO and then Proceed for e-sign

Fig: 32 send for e-sign to Signing Authority

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 Fig: 33 E-sign button

Signing Authority e- sign the final vetted EN.

Dealing Hand of C&AG (Audit) can view the explanatory note stages with date as shown in fig 32.

Fig: 34 EN Stages with Date

Once Ministry upload final EN, it will go to CGA (Monitoring Cell) for verification of documents. If
there is any issue in documents CGA will revert back to Ministry and EN will go through same process
again. If all documents are proper CGA (Monitoring Cell) will forward the EN to PAC/Lok Sabha.

22. Final EN to Lok Sabha

Monitoring Cell DA>>Action>> Explanatory Note>>Grant.

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 Here Monitoring DA needs to click on the given link.

Fig: 35 Final Explanatory note to Lok Sabha

Fig: 36 EN Stages with Date

23. Reviewed by Monitoring RO:

Reviewed officer>>Explanatory Note>>Monitoring EN
Then RO will click on Action and select the action from following:
(a) Review approve send to next level
(b) Review Final Approve
(c) Revert

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Then RO will click on Review and final approve, and forward the same to signing authority for eSign

or move EN to Lok Sabha/PAC.

Fig: 37 Final Approval to Lok Sabha

Note: Nodal officer will have facility to skip approval system and send EN directly to C&AG also
Nodal officer will able to upload EN using Old Technology

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