1. Clearance of outstanding audit paras:

Transcription

1 Subject: Minutes of the meeting on implementation of ERP / SAP and clearance of old outstanding audit paras held on in the Committee Room, Vidyut Bhawan Complex, Shimla. A meeting on implementation of ERP / SAP and clearance of old outstanding audit paras was held under the Chairmanship of Er. J. P. Kalta, Managing Director, HPSEBL on in the Committee Room, Vidyut Bhawan, Complex,Shimla-4. All the Directors, Executive Director (Personnel), all the Chief Engineers, Chief Accounts Officer / Chief Auditors and other officers / Staff related to the subject cited matter attended the meeting. After welcoming all the participants, the Managing Director emphasized the importance of implementation of IT scheme as well as ERP / SAP in HPSEBL. He expressed his dissatisfaction on the passive participation of various users and their total dependence on Data Entry Operators in the implementation oferp / SAP. Shri Rajeev Sharma, Director (F&A / Personnel) while congratulating the field officers for their efforts in getting more than 2200 audit paras of RAO settled in the past two years and advised them not the let the momentum slow down and to make all out efforts to get the remaining paras settled in ensuing year. He also stressed for getting Commercial/Works Audit Paras settled in the next year for which the Chief Auditor shall depute special audit parties in the months ofjune / July Thereafter both these issues were discussed and reasons of failure in implementation of SAP were deliberated in detail. The Managing Director and the Directors asked for the reasons for delay in finalization of FY accounts on SAP which were explained by the officers from F&A Wing and IT Wing. It was observed that despite imparting sufficient training to all the users, the main cause for its failure was lack of monitoring by

2 the senior officers as well as lack of ownership by the users on SAP. Entire SAP activity is done by the Data Entry Operators and the users even don't bother to check the work done by the Data Entry Operators. Some other factors responsible failure of SAP implementation such as poor infrastructure, connectivity, UPS etc. were. also pointed out by the officers. After detailed discussions the following decisions were taken. 1. Clearance of outstanding audit paras: (a) PUC I CAG reports: The Executive Director (Personnel), all the Chief Engineers and the Chief Accounts Officer shall submit reply to pending PUC I CAG paras pertaining to their offices by 31 st March, 2018 positively. The Executive Director (Personnel) and the Chief Auditor shall place the status of PUC and CAG paras respectively before the management on 2 nd April, (b) RAO's Audit paras: The Executive Director (Personnel), all the Chief Engineers and the Chief Accounts Officer shall ensure that convincing reply to all the outstanding paras as well as current reports is sent to the Resident Audit Officer on or before 30 th June, The Chief Auditor shall submit a report in the regard on 1st July, 2018 for the information of the management. (c) Commercial Audit Paras: Since cash in involved in these paras, all the Chief Engineers (OP) shall ensure that compliance of the observations in the paras is made immediately and get all the outstanding commercial audit paras settled by 30 th September, The Chief Auditor shall ensure launching a special drive, starting from July, 2018 for verification of compliance and settlement of paras. The Chief Auditor shall submit a report in this regard on 1 5t October, 2018.

3 (d)works Audit Paras: All the Chief Engineers and Chief Accounts officer shall ensure that convincing reply to all the old outstanding Works Audit Paras is prepared and submitted to the Chief Auditor by 30 th September, The Chief Auditor shall send special audit parties to the field units for verification of compliance and settlement of paras from October, 2018 and submit a report in this regard 1 sl December, Implementation of SAP (a) Working on SAP by the users: The Executive Director (Personnel), all the Chief Engineers of go-live units and the Chief Accounts Officer shall ensure that all the users under their control are themselves working on SAP. They shall ensure implementation of the guidelines issued by the IT Cell in this regard and ensure submission of reports desired therein by stipulated dates. (b) Training to Management and HODs / HOOs: The IT Cell shall ensure that: (i) SAP is uploaded on the computers of the Management and HODs / HOOs where the SAP has been made go-live and imparts training to them in the month of April, (ii) training is imparted to identified JOA (IT) / (Accounts) / Computer Operators in go-live zones during April, (c) Providing of infrastructure and connectivity: IT Cell shall obtain requirement of infrastructure from all the go-live units by 30 th April, 2018 and after assessing its need on site basis, submit a proposal to the management in the first week of May, 2018 so as to ensure that running of SAP is not hindered due to lack of infrastructure.

4 (d)initiation of action against indifferent users: The Executive Director (Personnel), all the concerned Chief Engineers, Chief Accounts Officer shall motivate all the users to work on SAP and ensure imparting of computer / SAP training wherever required and even after that if any user fails to comply with the instructions, initiate departmental action against such user and also make suitable entry in - his / her ACRs. List of such users shall also be sent to the Executive Director (Pers) so that further action could be taken accordingly. It may also be ensured that the Users do not share their IDs and passwords and in case of any misuse of their IDs, the user themselves shall be personally responsible. The Executive Director (Personnel), all the concerned Chief Engineers and the Chief Accounts Officer shall submit first report in this regard by 16 th April, Closing of Accounts for the FY and t;,. ", It was decided that the accounts on SAP for the FY shall be finalized latest by 15 th April, 2018 and that for the FY by 7th May, The Chief Accounts Officer shah su bmi t a report in this regard on 16 th April for accounts and on 8 th May, 2018 for accounts. 4. Previous pending issues (a) IUT / FARs / Deposit Works : As per laid down procedure all the Chief Engineers shall ensure settlement of IUT (inter / intra unit) every month, preparation of F ARs and clearance of amount under the account head 'Deposit WOFks' and submit a current status report to the Chi~ Acco'unts Officer by 31 st May, 2018 positively. The Chief Accounts Officer shall submit a report in this regard on 1st June, 2018 for the infonnation of the Management.

5 The meeting ended with a vote of thanks to the chair. This bears approval of the Director (F&A).. ~.~... ~ ~ccounts Officer / HPSEBL, Vidyut Bhawan, Shimla No. HPSEBL / F&A / SAP / / / Dated:.~ s/07>/.l(l/fs Copy along with a copy of guidelines dated issued by the IT Cell is forwarded for infonnation and necessary action to: 1. The Sr. PS to the Managing Director and the Directors (F&A) / (Civil) / (Technical) / (Operations) for their infonnation. 2. The Executive Director (Personnel), HPSEBL, Shimla All the Chief Engineers in HPSEBL. 4. The Chief Auditor, Vidyut Bhawan, Shimla All the Deputy Chief Engineers / Superintending Engineers in HPSEBL. 6. The Dy. Chief Engineer IT Cell, HPSEBL Vidyut Bhawan, Shimla-4.He is requested to circulate the minutes of meeting to all the Users of SAP in HPSEBL for strict compliance. 7. All the Additional Superintending Engineers / Sr. Executive Engineers in HPSEBL. 8. The Deputy Chief Accounts Officer and the Deputy Chief Auditor, F&A Wing, HPSEBL, Vidyut Bhawan, Shimla All the Sr. Accounts Officers / Accounts Officers in HPSEBL 1 O.All the concerned Assistant Executive Engineers in HPSEBL II.All the Assistant Accounts Officer, Superintendent DAs and Superintendent Gr. II of go live units in HPSEBL. I2.Shri Gaurav Sood, Project Manager, TCS, HPSEBL, Shimla-4. ~=count:ofe