The workflow based Online Treasuries Information System (OTIS), which ensures smooth data flow between Treasuries & Banks, and Treasuries & departments was conceptualized as a unique e-governance project in the country. The implementation of OTIS in all Treasuries, has made available the real time information of the funds to the state, helping it to keep track of the cash inflow and outflow, and facilitating better planning of funds. This automation has ensured that data is collected in a consistent manner, updated and shared regularly - improving the transparency in treasury operations. The OTIS provides for an efficient, transparent mode of payments clearances, and facilitates faster payment processes, saving people time, and reducing the red tape involved in conducting transactions with banks and state authorities. The biggest benefit to citizens however is the improvement in government and administrative services - a direct result of better funds planning that the government will now be able to do.
The Budget allocation and Monitoring System was developed to prepare, release, revise and monitor the state level budget. It was envisaged that OTIS and Budget Allocation and Monitoring System applications besides having interface between them should also be able to talk to Banks, Accountant General Haryana and user Department, which are already at various stages of computerization.
1. Project Overview
During April 2000, the Government of Haryana planned to upgrade the standard and quality of administration, particularly in the social and public services sector through a process of modernization and rationalization. The State's IT policy was released and treasuries computerization was identified as the first flagship application. There are 21 district level and 80 sub district level treasuries, all located in different regions. Associated with each treasury, there is a lead bank branch, which co-ordinates all treasury related work. Managing and tracking the funds inflow and outflow was done in the traditional manual manner, leading to inefficiencies in the process. The involvement of numerous banks and the lack of a computerized workflow made the data collection process long, tedious and cumbersome. The biggest problem though was the time lag between when the funds came into a bank, and when the state treasury actually found out about the transaction. The treasury was totally dependent on the internal processes of the banks - which were often marred by inefficiencies.
What the government needed was a solution to effectively integrate the Finance Department with 21 district treasuries, 80 sub-treasuries, 101 branch offices of various nationalized banks to ensure smooth data transaction between the banks and the treasury. In addition linkage was required to the Accountant General of Haryana. Keeping above in view and an objective to ensure the effective use of Information Technology within treasuries and various departments, the Government of Haryana decided to implement an Online Treasuries Information System and Budget allocation and Monitoring System .
There are six offices that do the record keeping and monitoring of government accounts. The offices are the Finance Department, Accountant General's Office, Haryana, Treasuries Department, Accounts officers of the different Departments, Banks and Drawing and Disbursing Officers, who are ultimately responsible for the disbursement of payments against the various bills. The main functions of these offices in the accounts record keeping are: -
1) Finance Department - Prepares the Budget in consultation with the department and according to the norms sent by Planning Department and Resource Cell, gets it approved from the Vidhan Sabha, communicates the budget to the concerned department and continuously monitors the expenditure and the revenue receipts. They also interact with the RBI for reconciliation of daily expenditure and receipts figures. The Finance department is responsible for fostering fiscal discipline.
2) Concerned Departments - Reallocate Budget to each of its DDO, communicate the same to them and monitors the expenditure and revenue receipts of the department
3) Drawing and Disbursing Officers - Prepare the Bills and submits to the treasuries and after passing from treasuries withdraws amount for disbursal. Maintain the record of each transaction of receipts and expenditure and every month tallies his expenditure with Accountant General Office.