e-pds integrated electronic solution to pds management : e-pds govt. of india: five points policy...

INTEGRATED ELECTRONIC SOLUTION TO PDS MANAGEMENT : e-PDSe-PDS

Govt. of India: Five Points Policy & Nine Points Plan of Action

An ePDS Implementation Concept based on 3x3x3 matrix

Pro-active Implementation Steps Already Taken Towards Achieving the Concept by

Govt. of Andhra Pradesh Commissioner Civil Supplies

APSCSCLI.S. SRI NARESH I.A.S G.N. RAO I.A.SV C & Managing Director C.C.S. & EO SecretaryAPSCSCL, Hyderabad Govt. of AP, Hyderabad

GOI - Five Points GOI - Nine Points Action Plan

GOI:5 Point Policy & 9 Point Action Plan Government of India communicated

A Nine-point Action Plan To curb leakages/diversions in PDS

Five Point Policy again highlighted in DO letter of Secretary to Government of India

to State Governments Copy communicated by CCS & EOS In turn communicated through Joint Collector/CRO

For ready guidance of all field officials of Civil Supplies Department APSCSCL


GOI–Five & Nine Points Action PlanGOI - Five Points Policy

1.Tracking food grains movement up to FPS

2.Computerization of PDS

3.Streamlining PDS

4.Electronic Transfer of Funds

5.Review of BPL & AAY

GOI - Nine Points Action Plan

1.Elimination of Ghost ration cards

2.Ensure Leakage Free Distribution

3.Transparency in Distribution

4. Display5.Allocations in the Website

6.Delivery to Door-steps

7.Timely availability of Food-grains

8.Training FPS Vigilance Committees members

9.Computerization of PDS


Pro-active Implementation Action Taken Points Andhra Pradesh:

Already taken various pro-active measures under 5 basic modules

To achieve e-PDS functioning in a 3x3x3 matrix 1.eAccounts 2.eOffice 3.eTenders 4.Iris ration cards 5.Bar code coupons

First concept is explained & next the modules/interventions

GOI - Nine Points Action Plan2. Ensure Leakage Free Distribution

3. Transparency in Distribution7. Timely availability of Food-grains

GOI - Five Points1. Tracking movement up to FPS

3.Streamlining PDS

Concept for Full Implementation-3x3x3 matrix INTEGRATED ELECTRONIC SOLUTION FOR PDS MANAGEMENT

Following 3x3x3 concept will enable ePDS implementation Supply-Distribution chain – Physical chain

starts from FCI & ends with cardholder at FPS with other intermediate transit points –MLSP,MRO,FPS

Electronic payments – Financial chain To : FCI # Transporters # Hamalis

Statutory payments: IT # Service Tax # MF # RD cess From : FPS dealers – eSeva # Bank linkage

DMO to HO - SBI Develop Parallel Electronic chain from FCI 2 FPS in 3

loops Integrates both physical & financial chain


3.Streamlining PDS



FCI 2 FPS – Movement in 3 Crucial Stages Supply & Distribution Chain

Tracking movement in 3 stages from FCI 2 FPS 1st stage: origin to intermediate point:

lifting at FCI = receipts at MLSP 2nd stage: intermediate point to delivery to FPS door-step

Issues at MLSP = delivery of stocks at FPS 3rd stage: intermediate point to delivery to consumer

deliveries = sales at FPS to cardholders + CB Therefore, lifting from FCI up to deliveries from FPS need

to be electronically linked parallel to the physical chain & round off all transactions on monthly basis & also

to enable electronic transfer of funds A 3x3x3 matrix will thus evolve for ePDS management

to comply with GOI Action Points



GOI - Five Points1.Tracking movement up to FPS

3.Streamlining PDS

FCI 2 FPS – 1st Stage FCI: starting point of supply chain

FCI Electronic Weighbridge: records despatch of stocks MLSP : 1st intermediate point

Handheld device: Electronic Receipt of stocks on-line by SMS – handheld device can be plugged into EWB to eliminate manual role in data entry for tracking of food grains movement up to FPS

Ensures delivery to door-steps Ensures timely availability of Food-grains Enables stock accounting against payments to FCI




3.Streamlining PDS

Handheld – Lifting Input Screen


3.Streamlining PDS



At FCI

from

EWB-

Stage I

starts

FCI 2 FPS – 2nd Stage MLSP : stage I receiving / stage II issuing point

Stage I:handheld device sends SMS confirming receipts Stage II: SMS sent to Server/MRO on despatch of stocks

2nd intermediate point: MRO FPS : closing point

MRO Receives SMS of issues from MLSP Checks & records against RO issued by him Confirms with report of receipt by dealer Confirms to DSO/RDO/MLSP/Server

Above sequence closes 2nd stage transaction and Enables making stage II transport payments As MRO’s certificate is sent by SMS




3.Streamlining PDS

Hand-held: Receipts Input Screen




3.Streamlining PDS

Confirms

delivery

At MLSP -

Stage I

completed

Hand-held: Issues Input Screen




3.Streamlining PDS

Issues

At MLSP-

Stage II

started

FCI 2 FPS – 3rd Stage FPS : issuing point

bar-coded coupons exchanged against issue of stocks MRO : closing point

Barcode Reader : records coupon-wise delivery against Iris cards database

MRO’s computer generates electronic CB FPS-wise Sent through APSWAN / INSTAXX Which accounts for all stocks received & issued/sold Thereby generating CB input for next month’s allotment

Dynamic CB / OB can be achieved + DD filing by e-Seva pilot project: Vijaywada, Vizag APSCSCL Help line No: 1800 4252 977 Mahboobnagar: Unique ID No with banks tie-up

in real time on-line




3.Streamlining PDS

Integrated Electronic Platform – 3x3x3 matrix Thus, 5 & 9 Points Action Plan of

Government of India To be fully achieved by March 2007 by An Integrated Electronic Solution to PDS Management as

a core application to be enabled by use of existing ‘APSCSC e-accounts’ (NIC) and ‘APSCSC e-office’ (IEG,APSRAC) web-based applications

With e-Seva, Banks, Helpline & INSTAXX interface Using Iris ration cards & bar coded coupons database

ERP features to be in-built in ’APSCSC e-office’ HMWSSB model to be studied

GOI - Five Points2. Computerization of TPDS

GOI - Nine Points Action Plan9. Computerization of TPDS

@e-PDS – 5 Integration Modules 1.eAccounts

2.eOffice

3.eTenders

4.Iris ration cards

5.Bar code coupons

GOI - Five Points4.Electronic Transfer of Funds



3. Transparency in Distribution5. Allocations in the Website

6. Delivery to Door-steps7. Timely availability of Food-grains


3.Streamlining PDS


GOI - Nine Points Action Plan1. Elimination of Ghost ration

cards8. Training FPS Committees members

GOI - Five Points5. Review of BPL & AAY

ePDS@Website:www.apscsc.gov.inURL www.apscsc.gov.in - for public domain Featured with various functions & Hyper

link Dynamic Home Page RTI Act compliant

Linking with other connected websites Display instant short messaging services on

lifting issues receipts

Flash messaging - scrolling



- for internal users

Access of ePDS Applications Circulars & Minutes of meetings

1. e-Accounts in e-PDS Reason:

Core activity in PDS is To buy/sell stocks against allocations for which Stocks & accounts maintenance is the First and foremost priority Also to monitor subsidy claims & cash credit limits

NIC Hyderabad Designed, finalized, tested and launched Simultaneously from all 23 districts w.e.f July 2005 As PDS computerisation hub in APSCSC & CCS office Named as ‘APSCSC e-accounts’ Accessible at URL http://jwst.ap.nic.in/csc/

hosted by NIC, Hyderabad

GOI - Nine Points Action Plan5. Allocations in the Website





e-Accounts

Electronic Transfer of Funds Electronic chain:

to evolve parallel to PDS physical & financial chain Stage I: CSC to FCI

to be enabled shortly – ED FCI held meeting on 27.1.2007 at Hyderabad – follow-up being done

Stage II: FPS to CSC e-Seva – pilots on in Vijaywada, Visakhapatnam,

Hyderabad & Rangareddy eOffice/eAccounts

Payments to Hamali Maistry, Transporters, Godown rents – being developed in eOffice

Deduction of IT, Service Tax in eAccounts To remove any scope for manual discretion/errors

From DMO to HO: through SBI



Eseva Manual.ppt

Allotment Orders – 3 stages 1st stage: CCS allotment - District-wise

2nd stage: Collectors (CS) allotment- Mandal-wise 3rd stage : MRO’s allotment – FPS-wise

All 3 stages of allotment can be electronically managed & broadcast on net Facilitating 50% advance allotment by 1st of month as

per CCS recent circular Reducing delays Without waiting

for compiling state-wide or district-wide data as a unit Thereby improving efficiency

Lesser lock-in period of funds for all - from FCI to FPS ‘Just in Time’:Required stocks only moved across 3 stages -

funds saved



e-Release Order: On-line Module in e-Office e-RO : electronic copy of FPS-wise allocation

Basic data unit of physical & financial chain Record of monthly releases by each Tahsildar(MRO)

FPS-wise Commodity/Scheme-wise

Existing MRO computer to be used or at eSeva Accessible on internet – through APSWAN /INSTAXX Against this database movement monitoring can be done, on

one hand, and Also strike off total sales against bar-coded coupons deposited

by cardholders, on other hand, So that FPS-wise CB can be calculated for issuing next month’s

allotment, which Enables Allocations in the Website – GOI Action Point No. 5



2.e-Office Civil Supplies Office on web –

AAA: Anywhere-Anytime Access KPIs on website

Key Performance Indicators A multi-level review

with easy access Enables on-line monitoring

Instantaneously Across large spread of transaction points – 2,75,069

sq.km 23 Districts – 37 UAs – 210 Towns 1128 Tahsildars(MRO) 430 MLSP 40,000 FPS 27,000 villages

Developed by IEG



Projects on e-Office - overview Remittances of Demand Drafts PDS e-Release Order, e-Allotment Analysis of Economic movement Lifting & Off-take reports Transport Analysis Periodicals, Circulars, Reorts Office: Admin. Personnel Information System Payroll Office: Finance Provident Fund Minimum Support Price:Paddy Marketing Iodized salt Petroleum products:LPG,White k.oil,MS&HSD,Bitumen MIS of godowns, buildings, lands Engineering



e-Office: DD Receipt Module DD payment triggers 3 sequential items

[i]. PDS progress - FPS-wise off take [ii]. Synchronisation of commodities’ lifting

like rice & sugar to reduce scope for leakage, and [iii].Monitoring of stage I, II & sugar movement

from FCI to FPS

To monitor DD remittance by FPS dealers On weekly basis month-wise – in % terms Against Allocation FPS-wise

Financial chain integrates with Physical chain Enables twin monitoring of receipts & stage II issues




e-Office: DD Receipt Module

Stock Movement Monitoring Module SMS - Started w.e.f November 2005

District-wise drill-down facility provided Enable lorry-wise monitoring Abstract reports: viewable & printable

Date-wise FSD-wise MLSP-wise Scheme-wise

Transport, Hamali,Tax & other payments- calculation based on SMS data to reduce manual functions being pilot-tested in Srikakulam district and to be extended to all districts




Mobile interface for e-PDS Hand-held dedicated on-line device

instead of cell phones being used now On-line connectivity to 430 remote points Customised keypad

with both SMS & voice calls sim card enabled

Easy to carry and operate by staff Data can be downloaded into PC for record

Used for field data entry of PDS lifting/off-take FROM REMOTE POINTS – some only godown shed available Without even power supply or any other infrastructure No further accessories/hardware/site development required

unlike in case of PCs and other electronic gadgets




Hand-held Login Screen




Hand-held: Login Menu




‘apscsc.gov.in’ All SMS information uploaded on APSCSCL website as

Scrolling Data of Movement Utmost Transparency in Stock Distribution Enables crosscheck by tracking movement up to FPS Prevents any scope for diversion of lorries Ensure Leakage Free Distribution

Teleconferencing Weekly conferencing with Zonal/District Officers

Digital connect H.O. & District offices Through web, e-Office, eMail, INSTAXX




sms-demo-link2PPt.ppt

Electronic Weighing Machine Decided by AP Government Recommended by Group of Ministers

Installation at MLSP to electronically record FPS-wise stocks issued & record in SMS to digitally send to Server/MRO

by Route officer/Server so as to take electronic record of delivery with quantity

for verification & confirmation help minimise scope for any leakage

Server can broadcast data on net for public access RTI Act compliant


3. Transparency in Distribution


3.Streamlining PDS

3.e-Tender Process in e-PDS First of its kind in Corporation’s history On line e-tender facilitates

transparency comparison of offer on-line & competitiveness in rates

Automatic report generation Analysis and Decision on-line without loss of time Teleconferencing used as decision-support system

Repetitive pattern of movement - hence put in database Made dependant on movement data of previous contract period

only & not multiple contract periods as was done earlier De-linked from procurement transportation Decentralisation to districts




Stage I (FCI to MLSP) /

Direct Lifting

Stage II (MLSP to FPS)

Sugar

Annual PDS Requirement Plan Calculated FSD-wise–by tagging nearest MLSPs

given to FCI to plan for procurement and/or rakes movement

for effecting maximum economic movement Incorporated in e-Tender as basis of economic movement

Priority Movement Plan Effected on monthly basis – copy to FCI Integration of movement with accounting

to optimise economic movement Board resolution to monitor monthly Vigilance Alert Notes

GOI - Five Points2.Computerization of PDS

3.Streamlining PDS

GOI - Nine Points Action Plan6. Delivery to Door-steps

7. Timely availability of Food-grains

Economic movement analysis module Developed in e-Tender An analytical tool

to segregate justified from unjustified movement in order to remove discretion of officials so as to control any misuse by transporters

Quantifies scale of uneconomic movement For legal action against defaulter after internal audit To seek reimbursement from FCI if so arising

Direction to undertake any uneconomic movement only with Joint Collector’s approval due to any unavoidable circumstances


3.Streamlining PDS

GOI - Nine Points Action Plan6. Delivery to Door-steps



3.Streamlining PDS

Display on PDS vehicles Government of India now decided

All PDS vehicles should invariably display label as “PDS food grains”

On windshield and rear side with name /code of FPS where food grains to be delivered

Government of A.P also issued instructions Local press note and Media publicity to be also issued in this regard For RTI Act implementation


3. Transparency in Distribution4. Display

GOI - Five Points1. Tracking movement upto FPS

3.Streamlining PDS

Display… Instructions Joint Collectors/CRO issued instructions to transport

contractors appointed by them under Stage I, Stage II & Sugar To display this information prominently on vehicle in “Telugu” The labels/stickers/banners/boards

To be serial numbered to avoid duplication/re-cycling Implementation of these instructions started w.e.f 1-12-2006 Incorporated in 2007-8 tender notice – becomes mandatory

Vehicles carrying non-PDS items to be similarly labeled like tamarind, iodized salt, P.Oil etc

Any other suitable foolproof measures to be conceived & implemented by Joint Collectors

Full compliance with GOI Action Point No. 4


3. Transparency in Distribution4. Display


3.Streamlining PDS

Transporters Major stakeholders/intermediaries

Both in physical & financial chain Would be positively incentivised in Electronic Receipt & Delivery System By effecting payments based thereon To eliminate manual delays, queries and suspicions Reduce need for manual interface at

MLSP, MRO, DMO to the barest minimal

H.O. already distanced in e-Tender Delegated to District committee


3. Transparency in Distribution6. Delivery to Door-steps



3.Streamlining PDS

4. Iris Ration Card in e-PDS IRIS captured with family members’ database

duplicates can be easily detected Provides fool-proof Identity for all BPL card members Final data will give up to date picture FPS-wise, card-wise

after aggregation, de-duplication Elimination of Ghost ration cards

5. Barcode coupons in e-PDS for card-wise record of transactions at FPS Allocations in the Website – easy access

As per GOI Action Point No. 1 & 5 Futuristic Potential : Issue Smart card Multiple usage by Govt. e.g. BPL health insurance

GOI - Nine Points Action Plan1. Elimination of Ghost ration

cards8. Training FPS Committees members

GOI - Five Points5. Review of BPL & AAY

Integrated Electronic Chain-ePDS Solution Electronic supply chain Parallels PDS supply

chain AAA Management Solution

From FCI to FPS to cardholder

An Integrated Electronic Solution for PDS management

from macro to micro levels

for both physical monitoring, financial accounting

reducing manual interface, plugging loopholes

with participation of all stakeholders (public), and

Complying with RTI Act fully



Integrated Electronic Chain–ePDS Links To link 3 key parameters of physical chain on-line

Locations & Distances moved: Digitisation/e-Tender

Stocks Quantity moved in/out: Web/eOffice/SMS/ Barcode coupons of Iris cards

Informing CB & OB: Allotments by e-RO/e-Seva/Helpline/INSTAXX

Link Physical with Financial chain parameters Electronic Transfer of funds H&T,other statutory payments:

e-Accounts/ Banks/ eSeva



Integrated Electronic Chain-ePDS Platform Building a Common, Integrated ePDS

Platform Different modules – links in the ePDS chain

eOffice, eAccounts, eTenders, eRO, Digitisation Internet, Mobile & Landline - INSTAXX 24x7 tollfree HELPLINE provoded

All inter-connected Electronic weighbridges/machines E-Seva centres being piloted “Touchstone”-ICICI rural service centres ATMs @ MLSP, LPG, MS&HSD outlets Smart card - futuristic



Other supporting modules…e-Procurement

State Government Concept adopted A total solution

for tenders of engineering works Transparency in the system Expedited

Sanction of works Completion

GOI - Nine Points Action Plan

3. Transparency GOI - Five Points

2. Computerization of TPDS

Other... e-Recruitment Recruitment: backlog SC,ST staff

Acceptance of applications through web-services on-line from candidates On-line validation and verification

Resulted in Eliminating manual involvement Automated process Transparency

GOI - Five Points2. Computerization

GOI - Nine Points Action Plan3. Transparency

PRODUCTION-MARKET-STORAGE-DISTRIBUTION CHAIN

1. Existing Model

DISTANCE

COST

FARMER

FCI/CWC/SWC GODOWN –

levy for PDS A.M.C:MSP

FCI/CSC

Trader

RICE -MILL

RICE -MILL

MLSPoint

consumer

CMR

Levy delivery

PDS Stage II

PDS Stage I

Paddy

F.P.Shop

Paddy

PDS Stage III

VC&MD,APSCSCL

MSP-PDS LINK

PRODUCTION-MARKET-STORAGE-DISTRIBUTION CHAIN

2. Proposed Model – A. Production

DISTANCE

COST

FARMER

FCI/CWC/SWC GODOWN –

levy for PDS A.M.C:MSP

FCI/CSC

Trader

RICE -MILL

RICE -MILL MLS

Point

consumer

CMR

Levy delivery

IKP Move to village PPCSaving to farmer

&

PDS Stage I

PDS Stage IIF.P.Shop

Paddy

Paddy

Saving to farmer

MSP

PDS Stage III

650

525

8 km

Rs/Qtl

VC&MD,APSCSCL

&

MSP-PDS LINK

Procurement Chain

Value Addition to PDS Chain

Rs. 4/- KG

T h a n k y o u


The Road Ahead

e-pds integrated electronic solution to pds management : e-pds govt. of india: five points policy...

Documents

points plan of action

points action plan goi

points action plan slide

fps movement

points policy

pds slide

computerization of pds

grains goi