Data Entry Guidelines for Computerization of PACS To Be Circulated along with Selection of Local Agency RFP

Transcription

1 Data Entry Guidelines for Computerization of PACS To Be Circulated along with Selection of Local Agency RFP Department of Cooperation, Government of West Bengal Sub Document 2

2 Table of Contents 1. INTRODUCTION USERS OF THE GUIDELINES SITE OF DATA DIGITIZATION DETAILED PROCEDURE FOR DATA ENTRY VERIFICATION, CORRECTION & VALIDATION, CERTIFICATION... 7 ON-SCREEN VERIFICATION... 7 VALIDATION BY PACS REPRESENTATIVE... 7 FINAL CERTIFICATION BY THE COOPERATIVE INSPECTOR TIMELY COMPLETION OF DATA ENTRY REGULAR MONITORING OF THE ACTIVITY PHYSICAL SECURITY OF REGISTERS TRANSITION TO THE COMPUTERIZED SYSTEM EFFORT ESTIMATION FOR VENDOR DATA ENTRY OVERALL ESTIMATE ANNEXURE I - SAMPLE WEEKLY REPORT FORMAT ANNEXURE II - SAMPLE VALIDATION CERTIFICATE BY PACS REPRESENTATIVE ANNEXURE III - FORMAT FOR FINAL CERTIFICATION BY COOPERATIVE INSPECTOR 14 ANNEXURE IV: DATA TABLES PRESCRIBED FOR DIGITIZATION MEMBER MASTER SHARE ALLOTMENT MASTER DIRECTOR MASTER NOTICE MASTER EMPLOYEE MASTER SALARY MASTER SOCIETY INFORMATION MASTER Department of Cooperation, Government of West Bengal 2

3 1. Introduction The Department of Cooperation Government of West Bengal, in association with the National Bank for Agriculture and Rural Development (NABARD) are planning on the computerization of Primary Agricultural Cooperative Societies (PACS). The objective of this exercise is to enable PACS to use Computers while performing their day to day business operations. It is expected that side by side, the PACS employees are able to file their stipulated and mandatory reports to the administrative bodies from time to time using computers. Each PACS will be equipped with a Desktop Computer, a Dot Matrix Printer and an UPS. Two employees per PACS will be selected and they will be provided training on basic computer skills along with the computer application usage skills. A software application is being developed by NABARD and the same will be configured, installed and deployed at each PACS location in West Bengal after necessary customizations. However, in order to ensure that the PACS move from the manual environment to a computerized environment it is essential that the Software Application running on the PACS premises is loaded with minimum data so that it can proceed on its accounting transactions. On the basis of meetings and discussions conducted by the consultants with the Directorate of Cooperation as well as with the PACS employees it was evaluated that the software application in PACS can function with the following information that can be pre-loaded using data digitization. a. Master Data of the members of the concerned PACS b. Master Data of the share-holders of the concerned PACS and their share-holding patterns c. Master Data of the Directors of the concerned PACS d. Master Data of the Notices issued by the concerned PACS e. Employee Master Data of the PACS f. Master Data of Employee Salary g. General Information Master Data about the PACS h. Detailed lists for the major account heads as used by PACS from time to time The field level details of the Master Data are provided in the annexure. 2. Users of the Guidelines The Department of Cooperation, Government of West Bengal is in the process of selecting a vendor, who will station themselves at the district level and from there they will be providing on-call facility management services, basic computer operation skills, application Software usage skills as well as Data Digitization to kick-start computerized transaction processing at the PACS level. The vendors selected will have to provide for all infrastructures that are necessary for delivering this service. For the purpose of Data Digitization, the The Department of Cooperation, Government of West Bengal distributes a copy of this guideline to the Selected Vendor in the Districts. Department of Cooperation, Government of West Bengal 3

4 3. Site of Data Digitization The selected vendor for providing services for data digitization will have to set up an office in the concerned District where they will have to deploy their own desktops and LAN facilities for the purpose of Data Digitization. The necessary software for data entry will have to be provided by the selected vendor only. At the outset, the data digitization vendor will examine the list of PACS which have to be covered for the purpose of data entry. This will include the total number of PACS in the district where the selected vendor is operational. Department of Cooperation, Government of West Bengal, will issue necessary directives or guidelines so that the PACS owners allow the private vendors access to their records and registers. Once the necessary permissions are taken, the Data Entry vendors will be instructed to visit the concerned PACS premises and collect the data and registers for the purpose of digitization. The Data Entry Vendors are required to sign a docket giving the details of every register taken so that the data can be tracked by the source PACS. The Data entry vendor is also required to make copies of the registers/ diaries taken by them from the concerned PACS so that during the period of Data Entry the PACS owners are expected to use duplicate copies of registers to record any transaction/ changes. The concerned Head of the Cooperative Range will facilitate the selected vendor on the data digitization exercise from time to time. Department of Cooperation, Government of West Bengal 4

5 4. Detailed Procedure for Data Entry Data entry would be done Cooperative Range-Wise and for a particular Cooperative Range, PACS data entry would be done Block wise. The concerned Cooperative Inspector should be present and personally supervise the work during the PACS data entry of their Block. For timely completion of PACS data entry, proper planning and estimation of time should be done. Data entry vendor would fill the following format and get it vetted by the Head of the Cooperative Range before scheduling the PACS data entry work. This will help the Cooperative Range officers and data entry vendor in estimating the time required for completing data entry and as well as scheduling of their resources. Table 1 -Sample Master Table for Scheduling S. No. Name of Block No. of PACS Total No. of Registers / Diaries Approximate time required for data entry including verification by Cooperative Inspectors and Certification by Head of the Cooperative Range 1. AA aa Xx 2. BB bb Yy 3. CC cc Zz Total Data entry vendor will ensure that the PACS data entry and the updation & correction of Data Digitization is not done by the same person. A Register, Issue/Return of Registers should be maintained by the selected Vendor at his own premises for keeping track of the movement of PACS registers/diaries. The Register should be checked & signed by ARCS officer fortnightly. Identical copy of the Register will be provided to the concerned Head of the Cooperative Range by the selected vendor. The sample format of the Issue/Return of Registers is given in the next page. Department of Cooperation, Government of West Bengal 5

6 Table 2 Issue/ Return of PACS Registers/ Diaries Issue of Register Return of Register S N o. Name of PACS Name of Registe rs Issuin g Date Check for Physical Conditio ns and note the details (No. of pages, teared / mutilate d etc.) Name and Signatu re of Data Entry Vendor Name and Signatu re of ARCS officer Name of Register s Returni ng Date Check for Physical Conditio ns and note the details (No. of pages, teared / mutilate d etc.) Remar ks (if any) Name and Signat ure of Data Entry Vendo r Department of Cooperation, Government of West Bengal 6

7 5. Verification, Correction & Validation, Certification At the time of data entry of a particular register of a PACS in the premises of the Data Entry Vendor, the Cooperative Inspector is expected to provide rounds of supervision. Since the data entry process is taking place block-wise, data verification will also take place on a block by block basis. On Screen Verification After completion of data entry for a given PACS for all the registers, the Data Entry Vendor needs to do an on-screen verification of the records digitized for the PACS. The purpose of on-screen verification on the side of the Data entry vendor is used to ensure that a huge amount of data does not get erroneously entered by the Data Entry vendor without possible supervision.100% of the data entered should pass through one round of on-screen verification. Once the data entry is completed in a particular block, the cooperative inspector of the concerned block conducts the validation process. Validation by PACS Representative A suitable representative has to be nominated by the PACS. The person has to be of the designation of Manager or above who is going to check the accuracy of data entry. A sample of 300 records/ 5% of the total number of records is randomly selected by the PACS Representative with the following factors in mind. a. The PACS Representative should select 5% of the total number of records entered by the vendor or a sample of 300 records (whichever is greater) of the total number of records entered for the particular PACS. b. A record needs to be selected from every register that a PACS has provided. For the 300 records selected, the PACS Representative should check field by field as to the accuracy of data entry by matching them with the physical records present in the form of Registers/ Diaries provided by the PACS. If the percentage of error from the random sample selected exceeds by more than 2%, the data entry vendor is instructed to repeat the on-screen verification process for the particular block on a PACS by PACS basis. On completion of the on-screen verification, the Data Entry vendor requests the PACS Representative again to conduct a second round of validation. This process continues until the accuracy yield in the validation process reaches the desired level of 2% or more. Once the desired level is reached the cooperative inspector issues a validation certificate to this effect. A sample validation certificate format is provided herewith in the annexure. Final Certification by the Cooperative Inspector Here the Cooperative Inspector reaches the premises of the data entry vendor after the data entry has been completed for a significant number of blocks. A different sample of 1000 records/ (3% of the total number of records entered) is randomly selected by the Head of the Cooperative Range with the following factors in mind. a. The total number of records selected for final certification will be 3% of the total number of records entered for the particular block/ 1000 records whichever is greater. b. The Data Selected will be from only those blocks on which the PACS Representatives have provided a validation certificate. Department of Cooperation, Government of West Bengal 7

8 c. Each PACS will have at least 10 records for verification. d. A record needs to be selected from every register that a PACS has provided. For the 200 records selected, the Cooperative Inspector should check field by field as to the accuracy of data entry by matching them with the physical records present in the form of Registers/ Diaries provided by the PACS. The result of the data verification by the concerned Head of the Cooperative Range is recorded in the following format. S. No Name of Block Number of PACS Number of Records Error % Error details Validated by the Cooperative Inspector after correction(name and Signature) Error identified by the Cooperative Inspector (Name and Signature) Error corrected by the data entry person (Name and Signature) If the percentage of error from the random sample selected exceeds by more than 2% for any of the blocks, the data entry vendor is instructed to repeat the on-screen verification process for the particular block on a PACS by PACS basis. On completion of the on-screen verification, the Data Entry vendor requests the Cooperative Inspector again to conduct a second round of validation. This process continues until the accuracy yield in the validation process reaches the desired level of 2% or more. Once the desired level is reached the cooperative inspector issues a validation certificate to this effect. The format of final certification is provided in the annexure. Department of Cooperation, Government of West Bengal 8

9 6. Timely completion of Data Entry Timely completion of data entry, data verification, data correction and data validation are critical for this project and should be taken up on an urgent basis. Entire data entry, correction and validation work for a cooperative range should be completed within 120 days. The count of day zero will start once the data entry vendor has been selected and the contract for data entry is signed between the data entry vendor and the Department of Cooperation, Government of West Bengal. The concerned Head of the Cooperative Range will inform the start of day zero for data entry, correction and validation work to the Secretary, Department of Cooperation, Government of West Bengal. If it is anticipated that due to certain exigencies, data entry work can t be completed on schedule, the same must be informed well in advance to Secretary, Department of Cooperation, Government of West Bengal. In this scenario, the Head of the Cooperative Range will also state the reasons and provide the revised schedule for data entry as given in Table 1 to the Secretary, Department of Cooperation, Government of West Bengal. 7. Regular Monitoring of the Activity The District Level Monitoring and Implementing Committee (DLIC) comprising of representatives of NABARD, the District Central Cooperative Bank Supervisors and the Head of the Cooperative Range should minutely monitor and supervise the entire data entry, correction and validation works. The concerned Head of the Cooperative Range will send a weekly report to all the concerned members of DLIC as well as the Secretary, Department of Cooperation, Government of West Bengal at the end of every week in the format given in Annexure. The DLIC would be responsible for accuracy and timely completion of data entry. The overall responsibility of data entry, data correction and data validation will be DLIC only. DLIC should personally ensure that data entry work is carried on time within approved cost. 8. Physical Security of Registers Under all circumstances physical security of the Registers has to be ensured by the data entry vendor. The concerned Head of the Cooperative Range should supervise security of the Registers while it is in the possession of the data entry vendor e.g. the Registers are not taken out of the premises, Registers are securely stored etc. While in possession of data entry vendor, if the Registers are found to be not securely stored or taken out of the premises etc. then, the data entry vendor will be held liable and strong legal action would be taken against him. The concerned Head of the Cooperative Range would facilitate so that the Registers are returned in time and also thoroughly verify that the records are not altered or tampered in any manner when returned by the data entry vendor. 9. Transition to the computerized system After the completion of data entry and issuance of final certificate by the concerned Head of the Cooperative Range at the Block Level the digitized data is recorded in a CD and are dispatched to the concerned PACS. It is to be mentioned here that the master data digitized for a given PACS should be loaded on a CD meant for that PACS only. It should be rigorously kept in mind by the Data Entry Vendor that the CD containing the master data for a given PACS should not contain any trace of data from any other PACS. Hence every PACS should receive dedicated CD for its own master data. Once the software application for Common Accounting System (CAS) and Management Information System (MIS) is ready for deployment at the individual PACS location, the local System Integrator Department of Cooperation, Government of West Bengal 9

10 (which also happens to be the same vendor as the Data Entry Operator in this case) ports/ transfers all the legacy master data to be used for the smooth functioning of the CAS and MIS software application 10. Effort Estimation for Vendor Data Entry For each of the registers as mentioned above, the volume of data entry has to be ascertained. This estimation is conducted on a per PACS basis. Upon discussion with the department officials a figure of 750 members per PACS on an average has been taken to conduct this estimation. The following estimation is on a per PACS basis. Name of Register Number of Fields/ Number of Total Number Record Records of Fields Member Master Share Allotment Master Director Master Notice Master Employee Master Salary Master Society Information Master However, the above table only corresponds to the non-financial data utilized by the PACS during their daily activities. To complete the task of data digitization the selected vendor also requires for digitizing all final balance data with regards to the financial transaction. While quite a few of the data corresponds to the final ledger heads used for preparing balance sheets and profit and loss accounts, there are substantial number of accounts where there are voluminous transactions and it is essential to estimate the same through capturing the number of fields in the detailed lists. The exercise is conducted in the table below. Name of Detailed List Number of Fields/ Number of Total Number Record Records of Fields Savings Account Fixed Deposit Recurring Deposit Reinvestment Deposit Monthly Interest Payment Land Register Borrowings Cash Book/ Bank Book Investments Loan Ledger (ST) Loan Ledger (MT & LT) Office Equipment Sundry Debtors Sundry Creditors Stock/ Inventory Purchases Sales Department of Cooperation, Government of West Bengal 10

11 Overall Estimate Hence the overall estimate of the number of fields required to be digitized per PACS is provided here as follows. Heads Total Number of Total Number Total KB Number of Bytes/ Field of Bytes Fields All Non Financial Records All Financial Records Total 1527 Hence on an average each PACS has a requirement for digitization of 1527 KB of data. It is to be carefully noted by the concerned vendor, that the sole objective and purpose of the effort estimation for data digitization is intended to enable the vendors to make judicious and rational decisions on their financial quote. The actual quantity of data will vary from PACS to PACS depending on their sizes and also from location to location. This estimate should only be taken as a guiding parameter for arriving at quotes. Actual figures will be used for arriving at payment considerations. Department of Cooperation, Government of West Bengal 11

12 11. Annexure I Sample Weekly Report Format Sample Weekly Report Format Name of the Cooperative Range From Date to Date: XX-XX-2010 Sl. No. Name of Block Total No. of PACS No. of PACS whose data entry complete Is data entry validation complete? (yes/no) Expected date of completion of data entry Expected date of completion of Data Entry validation and Final Certification Signature of Head of Cooperative Range Office Counter Signature of Authorized Representative of DCCB Signature of Vendor Department of Cooperation, Government of West Bengal 12

13 12. Annexure II Sample Validation Certificate by PACS Representative Sample Validation Certificate by PACS Representative Name of the PACS Representative Date: XX-XX-2010 Name of the Block I have validated the following data entry work of 300 records selected as per guidelines with representation from each of the following registers as mentioned below. a. Master Data of the members of the concerned PACS b. Master Data of the share-holders of the concerned PACS and their share-holding patterns c. Master Data of the Directors of the concerned PACS d. Master Data of the Notices issued by the concerned PACS e. Employee Master Data of the PACS f. Master Data of Employee Salary g. General Information Master Data about the PACS Sl. No. Name of PACS No. of Registers verified Error Percentage Remarks Certified that I have validated all the entries in the above mentioned Registers from a sample set with representation from each PACS in the block comprising of all the Registers in the sample under my supervision and I have satisfied myself that all the entries meet the desired error rate. Signature of PACS Representative Counter Signature of Cooperative Inspector Department of Cooperation, Government of West Bengal 13

14 13. Annexure III Format for final certification by Cooperative Inspector Format for final certification Date: XX-XX-2010 Certified that I have satisfied myself that all the steps mentioned in the guidelines for validation were followed and I have exercised the following checks to ensure that data entry done is accurate. Kind of checks exercised:- 1 Onscreen verification and Correction by Vendor. 2 Validation by PACS Representative 3 Final Validation by Cooperative Inspector Certified that after the final validation conducted by me, in accordance to the guidelines, the data entry made for the registers and diaries under my supervision in the Block meets the desired error standard of less than 2%. Signature of Cooperative Inspector Name of Block Department of Cooperation, Government of West Bengal 14

15 Annexure IV: Data Tables Prescribed for Digitization Member Master Serial Number Fields 1. Membership No. 2. Board Resolution No. 3. Board Resolution Date 4. Name 5. Date of Birth 6. Father s or Husbands Name 7. Educational Qualification 8. Category of Community 9. Occupation 10. Address 11. No. of Family member 12. No. of Dependents 13. Land owned by 14. Land cultivated by 15. Male / Female 16. Ration Card No. 17. Voter ID No. 18. IT PAN No. 19. Savings A/c No. 20. Telephone No. 21. Small Farmer / Marginal Farmer / Others 22. Name of Nominee 23. Address of Nominee 24. Relationship of Nominee to member 25. If Nominee is minor a. Date of Birth b. Name of Guardian c. Address of Guardian d. Date of Nomination 26. House owned by members a. No. b. Address c. Build up Area d. Value 27. Details of Farm Machinery a. Item b. No. c. Value 28. Particulars of Share Capital a. Sl. No. b. Date c. Share Capital Contributed d. Amount Borrowed e. Deposit kept with society f. Remarks g. Initial Department of Cooperation, Government of West Bengal 15

16 Share Allotment Master Serial Input Form Fields Number 1. Membership No. 2. Name 3. Date 4. Description 5. No. of Board Resolution 6. Date of Board Resolution 7. Day Book Folio No. 8. Share Allotted a. No. b. Value 9. Share Certificate No. 10. Distinctive No. of Share Allotted 11. Share Redeemed a. No. b. Value Director Master Serial Number Input Form Fields 1. Sl. No. 2. Name 3. Occupation 4. Name of the society which he presents, if any 5. Office, if any 6. Address in full 7. Date of election or appointment 8. Appointment by (where necessary) 9. Date from which continuing in office 10. Date of cessation 11. Reasons for cessation 12. Remarks Department of Cooperation, Government of West Bengal 16

17 Notice Master Serial Number Input Form Fields 1. Notice Type (AGM or BOD Meeting) 2. Notice No. 3. Notice Date 4. Issued by 5. Notice Agenda 6. Issued to no. of persons Employee Master Serial Number Input Form Fields 1. Employee No. 2. Employee Name 3. Membership No. 4. Designation 5. Date of Birth 6. Date of joining 7. Date of Retirement 8. PF Account No. 9. PAN Card No. Salary Master Serial Number Input Form Fields 1. Employee No. 2. Employee Name 3. Membership No. 4. Year 5. Month 6. Basic Pay 7. D.A. 8. Other Allowances 9. H.R.A. 10. M.A. 11. Commission 12. Deductions: a. P.Tax b. P.F. c. I.Tax d. Other deductions Society Information Master Serial Number Input Form Fields 1. Name of the Society 2. Registration No. 3. Date of Registration 4. Type / Class of Society 5. Whether the society is active / dormant 6. No. of Offices a. Head Office b. Regional Office c. Branches d. Pay Office / Sub-office 7. Name of Central financing agency Department of Cooperation, Government of West Bengal 17

18 Serial Number Input Form Fields 8. No. of villages in the area of operation a. Served by the Society b. From which Produces / Milk etc. received 9. Population within the area of operation of which covered by the society 10. Godown owned a. No. of Godown b. Capacity in tonnes c. Peak Level utilisation 11. Godown hired a. No. of Godown b. Capacity in tonnes c. Peak Level utilisation 12. Dues against societies under liquidation, if any 13. Total No. of persons employed 14. Managerial Staff a. No. of Trained of which b. No. of Untrained of which c. Out of the above Number of managerial staff on deputation of which 15. Administrative Staff a. No. of Trained of which b. No. of Untrained of which c. Out of the above Number of managerial staff on deputation of which 16. Number of Technical staffs / Other staffs employed for production / processing of which 17. Number of menial staffs of which 18. Number of other staffs of which 19. Number of casual labourers employed of which [Total No. of persons employed in Sl. No. 13 should be tallied with Sl. No. ( )] 20. Membership as on a. Co-operative Societies b. Individuals Department of Cooperation, Government of West Bengal 18

19 Serial Number Input Form Fields c. Others (including Govt.) d. Nominal of which 21. Year up to which audit has been completed 22. Audit classification A/B/C/D/E/Audited but not classified / not audited (check box) 23. Date of election of M.C. 24. If superseded / suspended, Date of supersession / suspension of M.C. 25. Amount of loans overdue (societies / individual) a. Short Term Loans Unrenewed cash credit / overdrafts b. M.T. Loans 26. Estimated Bad and Doubtful Debts / Assets Loans and Advances (Rs.) Other Assets (Rs.) 27. Embezzlement cases during the year a. No. of cases b. Amount (Rs.) 28. No. of arbitration and execution cases for recovery of loans and advances a. Pending during the year No. Amount b. Referred to arbitration / filed during the year No. Amount c. Settled during the year No. Amount d. Pending at the end of the year (a+b)-c No. Amount Department of Cooperation, Government of West Bengal 19