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Building Management Information System (MIS) for CBEC

Central Excise - F. No. 296/236/2014-CX-9 (Pt-II) - Dated:- 17-6-2015 - F. No. 296/236/2014-CX-9 (Pt-II) GOVERNMENT OF INDIA MINISTRY OF FINANCE DEPARTMENT OF REVENUE CENTRAL BOARD OF EXCISE & CUSTOMS NEW DELHI INSTRUCTIONS Dated: June 17, 2015 To All Directors General of CBEC All Principal Chief/Chief Commissioners of CBEC All Joint Secretaries/Commissioners of CBEC All Principal Commissioners/Commissioners of CBEC The Webmaster, CBEC Sub: 1. Background: 1.1 During the Board Meeting held on .....

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Information to be collected for various functional areas under Customs, Central Excise and Service Tax such as revenue, audit, anti-evasion, anti-smuggling, adjudication, legal, arrears recovery etc. were grouped in six parts, and a set of Monthly Performance Reports (MPRs) was prescribed in place of erstwhile Monthly Technical Reports (MTRs) with effect from 1st December, 2014. The responsibility to collate the data collected in each of these functional areas and to submit summary reports to th .....

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ers was also constituted to steer and implement the MIS for CBEC expeditiously. 1.2 As part of implementation of the first stage of the MIS, the DDM has developed the web-based utility for uploading of the MPRs by the field formations. The web-based utility has been hosted on the DDM website (www.cbecddm.gov.in). This is being made operational with effect from 1st June, 2015, i.e. the MPRs for the month of June, 2015 onwards would require to be uploaded by the field formations using the said web .....

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n these MPR formats from their jurisdictional Commissioners. The information compiled by the Commissionerates are transmitted manually or by email to the Zonal CCs, who after compilation/aggregation of MPRs received from all the Commissionerates under their respective jurisdictions transmit them by email to the concerned Functional Owners. Functional Owners, in turn, prepare Monthly Summary Reports and submit them to the Board. 2.2 The above scheme of transmission of all the MPRs, other than tho .....

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aggregated automatically and would be available for viewing by the jurisdictional Commissioners, jurisdictional Zonal CCs, respective Functional Owners and also the officers at Board instantly, thereby saving the cost and time involved in transmission/reception and compilation of information at Zonal CC levels. 3. Responsibility to upload the data: The responsibility to upload all the duly filled-in MPRs has been entrusted on the Commissionerates including Audit Commissionerates and LTUs. Thus, .....

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sibility to validate the data: 4.1 Presently, the MPRs, other than those contained in Part-1 (i.e. revenue related MPRs), are prepared by the Commissionerates and sent to the Zonal CCs who after compilation send them to the respective FOs. Thus, the Commissionerate data gets validated at the Zonal Chief Commissionerate level. Accordingly, in the web-based utility, provision of validation of data has been provided. After the MPRs would be uploaded/submitted by the Commissionerate, such MPRs would .....

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Access to the MIS 5.1 Access to the MIS may be made from anywhere and at any time 24 X 7. The user would only require a computer with internet facility. Any user may access to the MIS using the said web-based utility only through a valid user-id and password. In other words, the user must have a valid user-id and password to access the MIS - whether for entry of data or for validating the data or for viewing the reports, or for any other reason. Initially, every potential user would be allocated .....

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ne such set of user-id and one-time-password for the following users:- (A) Field Formation Users (a) Every Range Offices in Central Excise and Service Tax formations, (b) Every Division offices in Central Excise and Service Tax formations, (c) Every Commissionerates of Customs, Central Excise and Service Tax, including Audit and LTU Commissionerates, (d) Every ADG of Headquarters/Zones of DGRI and DGCEI (e) Every Zonal Chief Commissioners of Customs, Central Excise and Service Tax, (B) Every Fun .....

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also be created and communicated in due course, for every Commissioner (Appeals) of Customs, Central Excise and Service Tax, every other Directorates, and every CBEC users of the level of Director, DS and US. 5.4 Moreover, once the system would get stabilized and dedicated/cloud server is arranged from NIC, such sets of user-ids and one-time-passwords would be created and allocated to more and more officers so that the MIS can be accessed by them and used for monitoring their respective work. 5. .....

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as to insert the data, to validate the data or to correct/modify the data if required, to view the data etc. Thus, a user would be able to insert the data in an MPR format only when he is authorized to do so. Every user-id created by the DDM has been assigned a specific role, and the said user would be able to access the MIS and perform an activity only as per the role already assigned to him. 5.7 Various purposes for which MIS may be accessed by a user and the authorization granted to differen .....

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ng the status of the MPRs submitted/ validated All users having the jurisdiction over the formation which submitted the MPRs e.g. jurisdictional Commissionerate, jurisdictional Zonal CC, FOs and CBEC users. vi. Viewing the Reports All users having the jurisdiction over the formation which submitted the MPRs e.g. jurisdictional Commissionerate, jurisdictional Zonal CC, FOs and CBEC users. Ranges and Divisions would also be able to view the MPRs of their Commissionerates from the date to be notifi .....

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of data in the MIS 6.1 Any user, such as Commissionerate, desiring to make entry of data in the MIS database, would be required to login and fill-up the desired MPR formats online. The duly filled-up MPR would require to be "uploaded/submitted" by the user. After submission, the MPR format would require to be "validated" by the authorized user, such as Chief Commissioner. Once all the columns in an MPR format are filled-up, the same can be "submitted" by clicking t .....

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2 Under the Zonal CCs, Commissionerates (including Audit and LTU) can insert the data in the MPR formats. In addition, under the DGRI and DGCEI, ADGs posted in the Zones as well as at the Hqrs. have been authorized to insert the data in the MPR formats pertaining to DGRI and DGCEI respectively. It may be noted here that DGRI and DGCEI are also Functional Owners for the MPRs under Part-II. 7. Error correction mechanism (being presently developed and will be implemented shortly) 7.1 Data inserted .....

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ame can be "submitted" by the user. Such "submitted" MPRs, before they are validated, can be viewed as "Temporary Reports" under the "Report" link by the jurisdictional Commissionerate. Such "Temporary Reports" can also be corrected by the user who inserted the data, before they are "Validated" by the authorized user. 7.3 Further, the user which inserted the data can correct the data inserted into an MPR formats only till the time the s .....

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rection as proposed by the said user would be incorporated by replacing the earlier MPR with a new one. Record of all such corrections made in the MIS would be available in the MIS for reference and reconciliation in future. 8. Monitoring of status of uploading of MPRs by the field formations In order to facilitate monitoring of timely uploading of MPRs by the field formations, the web-based utility provides for viewing the status of MPRs uploaded by the users. Thus, on clicking the "STATUS .....

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t;, they become part of the MIS database. They are thereafter automatically aggregated field formation wise and Functional Owner wise. Such aggregated MPRs are available for viewing under the "REPORT" link. Field users can view the MPRs pertaining to them as well as individual MPRs of the field formations under its jurisdiction. Thus, a Zonal CC can see the Zonal MPRs as well as the MPRs of all the Commissionerates under its jurisdiction. The user can choose the year, the month and the .....

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uot; and other customized reports under "Dashboard". Such reports are derived from the data uploaded in the MIS and are intended to make available all the key performance indicators and their analysis relating to the Department to the top management in a user friendly manner on their desktop with a click of a button. 10. Other User friendly features 10.1 Provision has been made in the web-based utility to auto populate the Opening Balance of a particular MPR format of a particular fiel .....

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ns. 10.2 Automatic email/SMS alerts Provision is also being made to send automatic alerts to the user for uploading of MPRs on their respective email address and mobile numbers. These details would be captured at the time of initial login as well as at every occasion when password is sought to be changed by a user. However, this feature is in the process of being developed. 10.3 Helpdesk Helpdesk facility has been built in the web-based utility so that if any user has any difficulty/query regard .....

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ations. Similarly, a Zonal CC can send an instruction to all the Commissionerates under its jurisdiction using the Mailbox facility. Any message sent to a particular user would appear in the mailbox of that user. Whenever a user would login to the MIS, the mailbox page would open first so that all the new messages are brought to his attention immediately. 10.5 Change password Provision has also been made in web-based utility to allow the users to change their passwords. On exercising this option .....

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ssioner, DDM should take immediate action to carry out necessary modifications in the web-based utility to enable the Commissionerates and ADGs of DRI/DGCEI to upload the MPRs for the month of June, 2015 onwards, and the Zonal CCs/DGRI/DGCEI to validate their respective MPRs submitted/uploaded by the Commissionerates/ADGs. Other consequential changes should also made urgently. These actions must be completed before 15th July, 2015 positively, so that the web-based utility is operational w.e.f. 1 .....

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ry out other necessary modifications in the web-based utility in accordance with the scheme described under paras 2 to 10 above. - Action: Commissioner, DDM 11.4 All the Zonal CCs/DGRI/DGCEI should, if they have already not done so, convey the user-ids and the one-time passwords of the Commissionerates/ADGs of DRI/DGCEI under their jurisdiction. These user-ids and one-time passwords have already been emailed to the designation-based email ids (see http://www.cbecddm.gov.in/Letters/CONTACTS.htm) .....

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ords. The system would require the user to fill-up/update his profile information and to set his own password. User would then be ready to access the MIS. - Action: All users 11.6 With a view to ensure that the MIS database contains the data for the entire current financial year, the MIS database would require to be populated with the MPRs for the month of April, 2015 and May, 2015. Therefore, all the Functional Owners are requested to send the Commissionerate-wise MPRs for the month of April, 2 .....

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the DDM. - Action: All F.O.s 11.7 As per the scheme already explained, w.e.f. 15th July, 2015, the Commissionerates/Zonal ADGs DGRI/DGCEI are required to access the MIS using the user-ids already mailed, and submit/upload duly filled-in MPRs. While the Commissioners/Zonal ADGs may authorize any officer in his office to access the MIS and submit/upload such duly filled-in MPRs, the Commissioners/Zonal ADGs DGRI/DGCEI would continue to remain responsible for the accuracy of the information submitt .....

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ake necessary action to correct the MPR if any error is noticed. - Action: Zonal CCs/DGRI/DGCEI 11.9 In view of implementation of uploading of MPRs using the aforesaid web-based utility, it will no longer be necessary by the Zonal CCs to send the MPRs of June, 2015 onwards by email to the concerned FOs, in terms of the Instruction dated 10th October, 2014 issued by the Board vide F.No.296/127/2013-CX.9(http://www.cbec.gov.in/excise/cx-circulars/cx-ins-14/cx-ins-comprehensive-mis.htm). - Action: .....

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so far as the MPRs for the months of June, 2015 are concerned, one time relaxation is being provided and Zonal CCs/DGRI/DGCEI shall ensure that these MPRs pertaining to their Zone are uploaded and validated between 15th July, 2015 and 30th July, 2015. - Action: Zonal CCs/DGRI/DGCEI 11.11 It is reiterated that w.e.f. 15th July, 2015, uploading of MPRs using the aforesaid web-based utility would be the only manner of reporting by the field formations. In other words, the Commissionerates/ADG, DRI .....

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