OFFICE OF THE CDA, IT & SDC Behind Military Hospital, PAO(ORs)AOC Compound, Trimulgherry, SECUNDERABAD-500015. Fax/Phone: 040-27742553 e-mail:firstname.lastname@example.org PAY SYSTEM (ORs) System circular No.S/NDL/Dolphin/67 Dated 25.07.2012 Last System circular No.S/NDL/Dolphin/66 Dated 17.07.2012 Subject: PBOR Pay System – PROJECT DOLPHIN. --------X--------- Instructions (Run-chart) for closing of accounts for July 2012 are enclosed as Annexure to this system circular. a) Please ensure that the shell programs enclosed to previous System circulars No.65,66 has been executed and action for generation/process of increment do2s have been completed. b) Please ensure that dolphin.ear (Version No.1.41 dated 25.07.2012) has been downloaded and deployed. S.A.O. F. No.ITSDC/Syscir/Dolphin/Vol.I Distribution: 1. Computer Centre, O/o CGDA 2. Audit-I Section, O/o CGDA 3. ALL EDP & System Managers ANNEXURE CLOSING OF ACCOUNTS – 07/2012 Processing for closing of accounts for the month shall be started three days before the date of uploading the entitlement. Date of closing of accounts will be intimated to all sections of the PAO well in advance. Ensure that the processing of following modules are completed before closing of accounts. 1. TFRIN / Erroneously dropped cases (Refer to Sys Cir.18 dated 25.7.2011) Latest versions of the conversion programs may be used. 2. Ensure that the Shells enclosed to System Circular No.65 and System Circular No.66 has been executed and action for generation/process of Increment do2s have been completed. 3. Enrollment Dos2: a. Check for any error records. This can be ensured by running the query Select * from enroll_do2 where qe ='07/2012' and (status ='I' or status ='P') b. If there are error records, rectify the same by editing the record through the option Enroll Do2 -- Create_enroll_do2 4. FAMO: a. Check for invalid records : Select * from famo where qe ='07/2012' and record_status != 'V' b. Error records, if any, are to be corrected using Search and Edit options. c. Ensure that the amount is correct: select sum(amount) from famo where qe='07/2012' and record_status='V' The amount should be equal to the amount of FAMO/FAMA for the month. 5. E-ticketing Process (Refer to Sys Cir. 18 dated 25.7.2011) 6. Ensure that 'TFRGT Review' has been executed.(Refer to Sys Cir. 61 dated 25.05.2012) 7. Ensure that action has been taken on the report generated using Activity 'ReviewOfStopPaymentCases' .(Refer to Sys Cir. 61 dated 25.05.2012) 8. FS-DISCH Process – Ensure that the from-date of the DO2 is the last day of the month in FSDSCH cases. Run FsUpdateReview.seam to check the correctness of updation of FSDISCH cases fed during this month. Note : Any supplementary payment made during the month after closing of accounts of the previous month and available in ECS table will be debited in the IRLA at the time of closing of accounts for the month. Note: Ensure that the individuals for whom payment is to be stopped are added in the lpc_register table using option StopPayment. Similarly, update the records using option ReleasePayment in respect of the individuals for whom an entry already exists in lpc_register table but payment is to be released from this month. 9. Disconnect LAN. Take Backup. Name it as BackupBeforeClosing(mmyy).backup 10. Closing As the Territorial Army personnel accounts also have been brought into the Project Dolphin with effect from 03/2012, closing of the accounts of both Regular and Territorial Army Personnel will be taken up by the closing activity. a. Tally the Opening Balance in employee_deduction and fund summary with the closing_balance of previous month. Run the following queries Opening Credit Balance: Select sum(opening_balance) from employee_deduction where qe = '07/2012' and opening_balance > 0 Opening Debit Balance: Select sum(opening_balance) from employee_deduction where qe = '07/2012' and opening_balance < 0 Fund Balance: Select sum(opening_balance) from fund_summary where qe = '07/2012' Check correctness of balances with the previous month abstract before starting closing of accounts. b) Run the query : Select * from employee_deduction where qe = '07/2012' and closed is null; -- Please ensure that closed is false in all the cases before closing process is started. If any record found with null value in closed column of employee_deduction table, make it false. Re-indexing of tables: The following tables are to be re-indexed before closing is started. arrears audit_cage audit_cage_allowance employee_deduction employee_earning fund_summary fund_payment_authority Right click on the table – select maintenance. Screen shown below will appear. Click on the option re-index and click ok button. This has to be repeated for each table given above. The re-index may take some time depending on the size of table. Ensure that 75% of disk space in /var folder is unused(available for system) for speedy processing. Menu:Administrator-closing of Accounts Enter the month ending as 07/2012 and click closing of accounts The closing process will start. Open the jboss terminal to check the progress of closing. The jboss terminal will have information shown above. The Closing of Accounts will be carried out 1000 per batch. After completion of each batch Shutting Down, Shutdown Complete will appear in the terminal. This is only a message of scheduler which is carrying out the closing. Error Message : After closing of the last batch, you may get a screen shown below. Please ignore this error In Pgadmin run the queries: Select * from employee_deduction where closed=false and qe = '07/2012'; The result should be zero. If the query result is zero: It means the closing for all the IRLAs is completed. If the query result is not Zero: Drop the existing database and create new database with name dolphin and restore from the backup taken in step No.9 After ensuring that the closing of accounts is completed for all IRLAs, Please run this query Select * from employee_deduction where (opening_balance + transfer_in_amount + total_credits – total_debits) != closing_balance and qe='07/2012' and employee_type != 'N' Select * from employee_deduction where (opening_balance + transfer_in_amount) != ne_paid_amount and qe='07/2012' and employee_type = 'N' The result should be zero. If the query result is zero: It ensures that total credits and total debits have been tallied. 11. Generation Abstract of Receipt and Charges: Run the Query: Select * from employee where fk_present_unit is null and qe = '07/2012' The result should be zero. If not, update the employee fk_present_unit with id of the unit in which individual is serving. Menu: edp-Abstract Generation Enter the qe and click generate abstract. Abstract will be generated in jboss5.0.1.GA/reports/Abstract folder. For those PAOs maintaining Territorial Army Personnel Accounts under Dolphin. a) Generate the Abstract through the activity 'Abstract Generation' under EDP menu. It will generate the Combined abstract for both Territorial Army Personnel and Regular Army Personnel. b) Generate TA Abstract and Regular Abstract separately through the activity 'GenerateTARegAbstract' under EDP menu. c) All three Abstracts will be generated in jboss5.0.1.GA/reports/Abstract folder. Note:The reason for abstract not tallying can be because all accounts are not closed / unit table is not updated with the unitAbstractGroupUpdate.sql / employee table contains null values in fk_present_unit. Further processing may be stopped till the abstract of Receipts and Charges is tallied. Problem may be reported to IT&SDC, Secunderabad immediately. 12. If the abstract of Receipts and Charges is tallied, take Backup and name it as BackupBeforeEcsgen(mmyy).backup 13. Neft generation Generate a list of PBORs for whom Bank Account Nos/IFSC codes are changed through the activity 'BankChangeList' available under EDP section during the month. Furnish the list to the section dealing with change of Bank Accounts and obtain the confirmation from the section before proceeding for Neft Generation. Ensure that there is no record in the employee table with fk_present_unit as null. Entitlement will not be generated for those Army Nos where fk_present_unit is null. The screen shown below is available in EDP->ECS Generation Click on Generate Monthly Entitlement. This program generates the following files in jboss5.0.1.GA/reports folder. Absent072012 Army Nos. for whom No pay is drawn nobankac072012 Army Nos for whom there is No Bank Account nodo072012 Army Nos. where No Do2s are received for One year stoppaymt072012 Army Nos. for whom payments are stopped by the PAO. ecsgen072012 Nominal Roll Task Wise for the Entire Pao. ecsgenControls End of job Controls ecsgen.sh After verification and tallying the controls, run sh ecsgen.sh on terminal from jboss5.0.1.GA/reports folder The entitlement amount will be written in the table ECS. Fields to_be_paid and credited will be updated with false for those individuals for whom payment is to be stopped and records available in lpc_register . Total amount of entitlement appears on the screen. Please note down the batch, amount for generation of PunchingMedium and ChequeSlip. Note: If any problem is encountered at this stage, restore the backup taken at Step No.12 above and re-generate ECS. 14. Generation of Abstract Abstract may be generated as explained in Step No.11 above. No need to run queries mentioned in step No.11 again at this stage. This abstract will be handed over to CC Section of the PAO for necessary action. Ensure that abstract of receipts and charges generated are tallied and variation between the previous month abstract and current month may be watched and ensure that the variation is not huge. 15. Take Backup and name the backup as BackupAfterEcsgen(mmyy).backup 16. Fund Closing The screen shown below is available in Administrator-Fund Closing. This program generates an output file fundupd.sh under reports folder. The shell may be executed. Note: If any problem is encountered at this stage, restore backup at Step No.15 above and re-do fund closing. 17. Fund One Line Report Report will be generated under jboss5.0.1.GA. Tally the control figures. Tally the one line figure before proceeding to the next step of closing. 18. Generation of Pay Punching Medium Enter the Batch No and amount. Dak id generated will be displayed in the screen. Please note down the dak id for generation of Punching Medium and cheque slip print out. 19. Generate Punching Medium. Screen shown below is available under EDP->EDP Reports->Print Punching Medium Enter the Dak id noted in Step No.18. Punching Medium will be generated and stored in jboss-5.0.1.GA/reports/PunchingMedium . 20. Generation of Cheque Slip Screen shown below is available under EDP->EDP Reports->Print Cheque Slip Select check box against the Dak id noted in Step No.18. Click on Print Cheque Slip. Cheque Slip will be generated and stored in jboss-5.0.1.GA/reports/ChequeSlip. 21. Text file generation for uploading to bank Screen shown below is available in D Section->Generate NEFT Text file. Enter the batch number noted above and NPB date. Text files will be generated in jboss5.0.1.GA/neft ( for PAOs other than Bangalore). For PAOs at Bangalore, text files will be found in jboss5.0.1.GA/Entitlement. 22. Take Backup at this stage and name it as BackupAfterClosing(mmyy).backup. 23.As per the directions of Headquarters Office, a list of PBOR drawing Pay and allowances more than Rs.60000(or the amount decided by PAO-in-Charge) for analysis of the cases by Ledger Groups will be generated every month. For the purpose, the following shell program may be executed before opening of accounts. a. heavypay.sh: In the terminal go to the folder Jboss5.0.1.GA/backup/shells and run this shell. Key in the month: 07/2012 Key in the amount treated to be heavy :60000 (the amount can be decided by the PAO in-Charge and the same may be entered here. As per HQRs directions, Rs.60000 is kept as the amount limit). This will generate a output file heavypay072012.prt for those Army Nos where the regular pay and allowances for month is above the amount entered or is below Rs. 8550. Print the report and hand over to Ledger Group to analyze the cases. b. heavyarrear.sh: From the same directory run this shell also. Key in the month: 07/2012 key in the amount treated to be heavy :200000 (the amount can be decided by the PAO in-Charge and the same can be entered here. As per the directions of Headquarters, Rs.200000 is kept as the amount limit). This will generate an output file viz.heavyarrear072012.prt for those Army Nos where the arrears in the month is above the amount entered. Print the report and hand over to Ledger Group to analyze the cases. 24. Generate all the reports as per the Annexure. 25. Month Opening Screen shown below is available in Admin->Opening of Accounts. Enter the month : 08 Enter the year : 2012 accountsopening.sh generated by the program under reports folder may be executed. After execution of above mentioned shell, opening of accounts will be done and opening controls will be generated in the reports folder with file name 'accountsopeningControls082012'. Check the correctness of the amount with the abstract. Note: If any problem is encountered at this stage, restore backup of Step No.22 above and re-do month opening. Check in Misc Table – for New entry Against key1 - 'Current Quarter' and against date1 – '2012-08-31' Against key1 - 'Previous Quarter' and against date1 - '2012-07-31' Against key1 – 'Month Opening' and against value1 – '08/2012' 26. After completion of accounts opening, shut down the jboss, take backup and restart the jboss. ********** Note: Latest version of mpsobjects.sh may be copied to the folder where MPS Objects for the month are generated. In order to check that Objects are generated in respect of all effective PBOR for the month, please run the shell mpsobjects.sh. This shell file will create fsMps072012.txt for those Army Nos for whom objects are not generated. If the file is not generated, it indicates that objects have been generated in all the cases. If missing Army numbers are more than 100, split fsMps072012.txt into files with 100 records each. The split files should also have the file name with prefix fsMps. Copy one file to jboss.5.0.1.GA/working folder. Select the activity Fs Mps Generation available under EDP and give the month ending. This will generate the objects in the same MPS Object folder for the month. The above process will be repeated till all the split files are copied to working folder and objects are generate. After completion, please run the shell mpsobjects.sh once again and ensure that there is no missing Army No in fsMps072012.txt. After ensuring that there is no Army number for which object was not generated, PDFs may be generated. After generation of PDF for the month, copy mpsunitwise.sh to the MPS PDF folder of 07/2012 and run the shell. This will generate a folder unit. This folder will have the unit wise zip file of PDFs. ANNEXURE: List of Reports to be generated before Opening of Accounts for the Next Month: 1. Transfer – in and Transfer – out Report 2. MIS Report(Generates Do2 rejection, Do2 Rejection Stat Reports) 3. Code wise compilation Report 4. Expenditure Report 5. MPS objects(Give only 5000 id at a time) 6. MPS PDFs(Give only 5000 id at a time) 7. MPS Binders 8. Pli Schedule 9. Loan Schedule 10. Belated Publication Report 11. Debit Balance Report 12. Effective IRLA Report 13. Ne CbAdj List 14. AcrMasterMissing List 15. AcrNonEffective List 16. FamoMasterMissing List 17. FamoNonEffective List 18. Acr Reconcilation Report 19. Fund Negative Balance Report 20. Unlinked Paid Voucher Report 21.NoDo2List(Generates for those ArmyNos for whom no do2 is received in last 10 months. Print the report and furnish the same to Record office / Unit for necessary action) 22.No Subscription List ( Generates for those ArmyNos where no valid record in the table Change In Rate Sub . Viz AFPPF Subscription not recovered cases during the month). This list will be printed by the EDP and handed over to the concerned Ledger groups for necessary action in the subsequent month.
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