Data Validation

Master Data Validation

Introduction

This document helps to remediate the situation where the DDO master data collected from DDO offices and being used in IFHRMS has some inaccuracies. These stem from the legacy data filled in by some of the DDO offices and relate to DDO master office details, Post creation, Employee Post mapping and Employee specific cut over balance details.

A Data Comparison Report has been enabled in the portal, after login, and also emailed to respective treasury.

Data comparison report enabled in portal

DDOs can review Comparison of Master data and make corrections in the IFHRMS excel sheet.

Based on the corrections in the sheet, reference DDO can be corrected through WebADI Excel provision enabled in IFHRMS DDO login.

Data Validation Process Flow to be followed as per given Path :DDO à Treasury L1 à Treasury L2

DDO Treasury Mapping is as per current Audit Mapping for Bill Process which is followed now.

Office Master

Navigation Path:
Finance à Data Validationà DDO à Office Master Data Validation

Note:

1. Please enter values in the correction field, only if correction is required. Some Users have entered the same value in the correction column which can be avoided. This is applicable for all the Columns given for correction in all the 3 masters.

2. Each line data has to be verified by DDO and “DDO Verified” column to be selected as “Yes”. System will not allow to upload data if this flag is not selected.

DISTRICT	TO_CODE	DDO CODE	OFFICE NAME	Corrected Office
* Text	* Text	* Text	* Text	Text
KARUR	2801	MB201	DEAN GOVERNMENT MEDICAL COLLEGE,KARUR	GOVERNMENT KARUR MEDICAL COLLEGE

(e.g.) Taluk Office, Virudunagar

OFFICE_TYPE	Corrected Office Type	OFFICE_ADDRESS1	Corrected Office Address1
* Text	List - Text	Text	Text
District Level		DEAN GOVERNMENT MEDICAL COLLEGE,KARUR	DEAN, GOVERNMENT KARUR MEDICAL COLLEGE

Office Address2

Corrected Office Address2

OFFICE_PINCODE

Corrected Pin Code

Text

SANAPIRATTI, NEAR GANDHI GRAMAM, KARUR DT

639004

(e.g.) the full postal address of the office should be entered in Address line 1 and Address line 2

HOD	Corrected HOD	HRA State Govt City Grade	Corrected HRA State Govt City Grade
Text	List - Text	Text	List – Text
01903		Grade 2

HRA RF State Govt City Grade	Corrected HRA RF State Govt City Grade	HRA Central Govt City	Corrected HRA Central Govt City
Text	List - Text	Text	List - Text
Grade 2(b)		Z

CCA City Grade	Corrected CCA City Grade	Hill Allowance	Corrected Hill Allowance
Text	List - Text	Text	List - Text
Not Applicable		-

Winter Allowance	Corrected Winter Allowance	DDO Verified?
Text	List - Text	* List - Text
Not Eligible		Yes

Office Type

HOD Code and Name

RECLASSIFICATION OF CITIES/TOWNS:

As per G.O. Ms. No. 305 Dated 13-OCT-2017, there are some changes in grades of cities and

Towns. Example: Erode & Tiruppur earlier were Grade 2 but now are Grade1 (b).

Reclassification of cities

HRA State Govt City Grade

HRA RF (Rent Free) State Govt City Grade

HRA Central Govt City Grade

CITY COMPENSATORY ALLOWANCE:

As per G.O. Ms. No. 305 Dated 13-OCT-2017, Point no. 7 (REVISED RATE OF CITY COMPENSATORY ALLOWANCE)

Revised compensatory allowance

CCA city grade

Hill Allowance:

As per G.O.Ms.No.306, Dated 13th October 2017 Point no – 21 (HILL (AREA) ALLOWANCE)

If Hill Allowance Eligibility flag is marked as “Yes” in an organization, rate would be calculated as below.

Hill allowance

Winter Allowance:

As per G.O.Ms.No.306, Dated 13th October 2017 Point no – 22 (WINTER ALLOWANCE)

Based on selected eligibility value at an organization level, system will calculate value for respective employees mapped.

DDO Verified:

DDO verified Flag is Mandatory as provided data has been authorized by respective DDO. Verified flag values would be updated in Production only after auditing process is completed at Treasury L1 & L2 level.

Post Master

Navigation Path:

Finance à Data Validation – DDO à Post Master Data Validation

Provision for New Post creation has been enabled in Treasury Admin Login.

If any post name has changes, it shall reflect at employee level after completion of Treasury Audit process L1 & L2.

Upl	District	TO Code	DDO Code	Office Name	HOD	Post Name	Corrected Post Name
	Text	Text	Text	Text	Text	Text	List - Text
	KARUR	2801	MB201	DEAN GOVERNMENT MEDICAL COLLEGE,KARUR	01903	Junior Resident-1483482

Unit Name	Corrected Unit Name	Category Name	Corrected Category Name
Text	Text	Text	List - Text
		JUNIOR RESIDENT

Grade Name	Corrected Grade Name	Temporary Post End Date	Corrected Post End Date
* Text	List - Text	Date	DD-MON-YYYY
TNGS Time Scale.Level 22 (56100 - 177500)

GO Number And Date	Corrected GO Number and Date
Text	List - Text
G.O.MS.NO.548/H&FW(E2)DEPT. 27-NOV-2018

Post Type	Corrected Post Type	HOA	Corrected HOA	Duplicate Flag
Text	List - Text	Text	Text	List - Text
Permanent	Permanent	221005105CB		No

Service Type	Corrected Service Type	Approver Group Office	Corrected Approver Group Office
Text	List - Text	Text	List - Text
The Tamil Nadu Medical Service		DEAN GOVERNMENT MEDICAL COLLEGE,KARUR

Approver Group Name	Corrected Approver Group Name	Office Of The Appointing Or Promoting Authority
Text	List - Text	List - Text
Common HR Group

Office Of The Disciplinary 17a Authority	Office Of The Disciplinary 17b Authority	Office Of The Transferring Authority
List - Text	List - Text	List - Text

HRA State Govt City Grade	HRA RF State Govt City Grade	HRA Central Govt City Grade
List - Text	List - Text	List - Text

CCA City Grade	Hill Allowance	Winter Allowance	POSITION_ID	DDO Verified?
List - Text	List - Text	List - Text	Text	* List - Text
			1434335	Yes

Corrected Post Name

All available post names would be listed in below LOV. In the corrected column, please enter the corrected value for the post name for it to reflect in system.

Corrected Category Name:

All available Category name should be listed in the LOV below. Procedure to correct the same is similar to postname correction.

All available grade should be populated in LOV.

GO details have to be selected from below LOV only. It has been restricted based on available GOs for a department. If any GO is missing, it can be created through Treasury Admin Login.

Post type has to be selected as per GOs. If any post is mapped to wrong type of category, it needs to be corrected.

Corrected Temporary Post End Date:

If any temporary post is created, it should have an End Date entered. It is mandatory to run salary for those who are tagged into it. The system will not allow to run Bill Generation process. To avoid such cases, please validate the end date. Please check the Bill Exception report for the same.

Duplicate Flag:

Posts not mapped to employees shall be marked as Duplicated based on comparison report. Please refer the comparison file where each post has post code.

Relevant service type has to be selected for Post.

Offices have been listed based on HOD. This is to maintain SR at post level.

Approver group name is listed based on Approver group office. This is selected for respective post (SR maintenance at post level).

Government has proposed to maintain Appointing, Transferring, Promoting & Disciplinary 17 (A) & (B) authority offices at each post.

“DDO verified?” Flag is Mandatory doe all entries as it is verified by DDO. Verified values would be updated in Production.

Employee Master

Navigation Path:

Finance -> Data Validation – DDO -> Post Master Data Validation

Upl	District	To Code	DDO Code	Office Name	CPS/GPF/TPF Number
	Text	Text	Text	Text	Text
	KARUR	2801	MB201	DEAN GOVERNMENT MEDICAL COLLEGE,KARUR	7131607/MEDL

Employee name and PAN (10 digit) details shall be corrected / added if not available.

Employee Number	Employee Name	Corrected Employee Name	PAN Number	Corrected PAN Number
Text	Text	Text	Text	Text
19030061517	Nandhakumar B		AEWPN8120N

DOB, DOJ in service and employee type should be corrected if wrongly entered. Based on DOJ, employee GPF/CPS element would be attached.

Rule:

DOJ <= 01-04-2003 – GPF Element. DOJ >= 01-04-2003 – CPS Element

Based on Employee Type, rules would be applicable for pay components (Dues and Deductions for IAS, Judicial, ICDS, NMP employees etc.).

DOB	Corrected DOB	DOJ	Corrected DOJ	Employee Type	Corrected Employee Type
Date	DD-MON-YYYY	Date	DD-MON-YYYY	Text	List - Text
29-Dec-1975		01-Nov-2006	01-Nov-2006	TN GOVT SERVENT

If post is wrongly mapped, it can be corrected in corrected post column.

Post Name	Post Type	HOA	GO Number and Date	Corrected Post Name
Text	Text	Text	Text	List - Text
Tutor / Senior Assistant Surgeon Rank\| \|1483572	Temporary	221005105CB	G.O.MS.NO.142/H&FW(E2) DEPT 02-APR-2019

If HRA (Due / Deduction) value is not correct, it can also be corrected.

Residence Type	Corrected Residence Type	Quarters Type	Corrected Quarters Type
Text	List - Text	Text	List - Text
Occupying Own or Private Rented House

If bill group is wrongly tagged, that shall be corrected.

Rented Quarter City Grade	Corrected Rented Quarters City Grade	Bill Group	Corrected Bill Group
Text	List - Text	Text	List - Text
		TEMPORARY 142

Medical Allowance eligibility flag should be corrected as “Yes“ if marked as “No”. Only if Flag is “Yes”, Medical Allowance component would be attached for employees.

Medical Allowance	Corrected Medical Allowance	Grade Name	Corrected Grade Name
Text	List - Text	Text	List - Text
Y		TNGS Time Scale.Level 23 (56900 - 180500)

EL & GPF balance shall be provided as on Dec 19.

Transferred TO Code	Transferred DDO Code	Transferred Office Name	Earned Leave Balance as on 01-Dec-2019	GPF Balance as on 01-Dec-2019
Text	Text	List - Text	Number	Text
			128

If any Pay is corrected, then Pay Reason and Salary Effective date is Mandatory. Without that, pay will not be updated.

PAY	Corrected PAY	Pay Reason	Corrected Pay Reason	Salary CHANGE_DATE	Corrected Change Date
Number	Number	Text	List - Text	Date	DD-MON-YYYY
83600	86100	Annual Increment		01-Oct-2019	01-Apr-2019

NEXT_INC_DATE	Corrected Next Increment Date	Personal Pay	Corrected Personal Pay
Date	DD-MON-YYYY	Number	Number
01-Oct-2020

Duplicate Flag?

If an Employee id has been generated multiple time with same CPS/GPF/TPF, the number shall have “Yes“ duplicate flag. Wrong employee id has to be deleted from respective office.

For Transfer, Death, Retirement and Deputation, Duplicate flag should not be used. If used, they shall be provided for Audit L1 & L2 where remarks have to be provided.

Transfer Flag, Transferred TO Code, Transferred DDO Code & Transferred Office Name:

If an employee has been transferred to another office, Transfer flag shall be marked as “Yes”. Enter the details for respective office, Transferred TO Code, Transferred DDO Code and Transferred Office name.

Special Pay	Corrected Special Pay	Duplicate Flag?	Transfer Flag	DDO Verified?
Number	Number	List - Text	List - Text	* List - Text
	900	No	N	Yes

Employee Type:

House Rent Allowance: Based on Residence Type, HRA and Recovery would be calculated.

Residence Type:

Quarters Type:

HRA City Grade:

Grade Name:

Data Validation Analysis on Corrected Data

1. Office Master:

1) Abbreviated names of Offices of Treasury Department (ST, DT & PAOs) are to be expanded. Except for the Treasury department offices, others can be corrected.

2. Position Master:

1) In one of the Block Educational Office, the Head Master Post is updated as Secondary Grade Teacher or BT Assistant. Also, Secondary Grade Teacher or BT Assistant is updated as Head Master. 2) Grade/ Groups in the Post Name should be updated in the Unit Name. If the updated Unit Name is not required, correcting/removing the same will be made possible. 3) While selecting the Post Title, the proper Items from the list should be selected. Incorrect List values will be removed from the list. 4) Values in HOA need to be updated properly as user may have entered 2 digits instead of full HOA code.

3. Employee Master:

1) Please enter values in the correction Field only when a correction is required. This is applicable for all the Columns given for correction in all the 3 masters. Eg:

EMPLOYEE NUMBER	FULL NAME	FULL NAME CORRECTED
43020044383	Jayakodi L	Jayakodi L
43020044384	Chithra P	Chithra P
43020044382	Jayaprakash V	Jayaprakash V

2) In case of Employee Retirement, please update correction values only. Eg. of wrong entries:

EMPLOYEE NUMBER	FULL NAME	FULL NAME CORRECTED
12020148948	Subramanian V	Retirement
05050071466	Leelavathi R	double entry
43030020215	Kandasamy P	DEATH

3) Difference in DOB is high. Users need to validate the same.

EMPLOYEE NUMBER	DOB	DOB CORRECTED	DOB WEB PAYROLL
41020526926	24-DEC-1985	02-MAY-1970	24-DEC-1985

4) Difference in DOJ is also high and requires validation. On changing the DOJ, Salary Effective date should be updated properly.

EMPLOYEE NUMBER	DOJ	DOJ CORRECTED
43020064972	03-AUG-1995	12-JUN-2018
42020050231	01-DEC-1996	29-OCT-2014
45040552597	01-SEP-2017	09-MAY-1985
43030060795	11-JUL-1991	05-AUG-2011
42020990611	27-APR-2018	01-DEC-1996

5) Past Dates are being entered in the Next Increment Date.

EMPLOYEE NUMBER	NEXT INCREMENT DATE	NEXT INCREMENT DATE CORRECTED
41020050290	01-APR-2020	01-APR-2016
41020044666	01-JUL-2020	01-APR-2017
41020050345	01-APR-2020	01-APR-2017
03010563939	01-JAN-2020	01-APR-2019
41020050292	01-APR-2019	01-APR-2018

6) Employees are tagged as Duplicates in offices where only one employee is available against the CPS Number/Name-DOB combination. 650 Employees are tagged as duplicates in Karur District and the same has to be validated.

In the below example, only 3 employees are available in the office and one of them is tagged as Duplicate.

TO CODE	DDO CODE	OFFICENAME	EMPLOYEE NUMBER	FULL NAME	DUPLICATE FLAG	SRNO
2803	RE405	16 GOVERNMENT HIGH SCHOOL, PERIYAKULATHUPALAYAM	42020043433	Banumathi K	No	5083030/NMP
2803	RE405	16 GOVERNMENT HIGH SCHOOL, PERIYAKULATHUPALAYAM	42020043432	Nagalakshmi R	No	5083029/NMP
2803	RE405	16 GOVERNMENT HIGH SCHOOL, PERIYAKULATHUPALAYAM	42020073236	Valarmathi M	Yes	5100015456/NMP

Dues and Deductions:

Any Pay component would be calculated based on effective date which is entered for an employee.

House Rent Allowance:

House Rent Allowance:- As per G.O. Ms. No. 305 Dated 13-OCT-2017
Types	HRA	Rent Recovery
Occupying own or private rented house	HRA as per GO 305 -- Point number 3 'Revised rate of House rent Allowance' considering the revised pay range.	Nill
Occupying rented Govt. Quarters	HRA as per GO 305 -- Point number 3 'Revised rate of House rent Allowance'	HRA + Quarters Administrative charges (as per Point no 6 in GO 305 - Rent recovery)
		Note1: Those who are in level 5 and below, HRA will only be recovered and not the percentage recovery of rent.
		Note 2: If a lower grade employee occupies higher grade quarters, the actual HRA for that employee is recovered as usual, but the quarters administrative charges will be recovered on pay range of higher grade quarters occupied (DDO to enter this amount as “Quarters Administrative charge for higher Grade w.r.t. quarters allotment letter”
		Note 3: Arrears of rent as per allotment letter should be recovered in one Lump sum or installments. DDO will use an element called Rent Recovery Arrear and enter the 1. Arrear amount 2. No of installments 3. Reference number
		Note 4: One more element called Rent Recovery Old Station Arrear with 1. Arrear amount 2. No of installment 3. Reference number to provide to the DDO. DDO will use this to recover arrear rent in the old station.
Occupying Rent Free quarters - Executive post	No HRA	no rent recovery
HRA IN LIEU OF FREE QUARTERS (Eligible but not occupying rent free quarters - Executive post)	HRA as per GO 305 -- Point number 4 'Revised rate of House rent Allowance'	no rent recovery
Accommodation controller rent recovery: It will be manual entry

Postal Life Insurance:

Based on policy start date PLI CGST / SGST would be calculated as per below guidelines.

Other Allowances: G.O.Ms.No.306, Dated 13th October 2017

Allowance Name	Point No.	Revised Rate
Medical Allowance	3	300/- per month 1000 /- Per Month (
Uniform Allowance	5	LOV (3600, 2000 & 1800)
Kit Maintenances Allowance	10	LOV (350 & 700)
Overcoat Allowances	6	1200
Washing Allowance	8	LOV 500 & 200
Robe Allowance	11	500/- per month
Non Practicing Allowance	12	LOV - 6000, 3600 & 2400
Other compensatory Allowance	13	LOV 1000, 600 & 400
Primary Health Centre Allowance (Rural Allowance)	14 & 15
Leprosy Allowance/Special Leprosy Allowance	17	LOV-120, 180, 240, 360, 600, 2000
Clerical Allowance	18	240/- Per month
Nursing Allowance	19	1000/- per month
Ration(Messing) Allowance	20	LOV- 120, 160 & 180
Hill Allowance	21	20% of Pay + personal pay & Ceiling limit is 6000
Winter Allowance	22	a. 1000- 1499 METERS: 5% OF PAY Max Rs. 1200 b. 1500 and above: 10% of PAY Max Rs. 1500
Cash Allowance	23 & 24	Surrender of residential office assistant 1 -- 1000 2 -- 2500
Special Allowance	25	LOV- 200 & 1000
Special Compensatory Allowance	26	LOV – 100, 150, 200, 400 & 700
Risk Allowance	27 & 28	Manual Entry
Supervisory Allowance	30	LOV 80 & 100
Equipment Allowance	31	Manual Entry Min 3000 & max 8000
Farm Allowance	32	400/- per month
Project Allowance	33	3% of Pay
Investigation Allowance	34	5% of Pay
Provision Allowance	35	Maximum 180 -- Manual Entry
Cooking Allowance	36	100/ per month
Training Allowance	37	Manual Entry
Security Compensatory Allowance	38	LOV 20, 40, 60, 80
Office Accommodation Allowance	39	LOV- 500 & 750
Driving Allowance	40	90/- Per Month

Travel Allowances (Monthly Payroll): G.O.Ms.No.307, Dated 13th October 2017

Allowance Name	Point No.	Revised Rate
Conveyance Allowance	16	Manual Entry
Fixed Travel Allowance	15	Manual Entry
Conveyance Allowance for Disabled	17	2500/- Per month

Enhancement of Special Pay: G.O.Ms.No.304, Dated 13th October 2017

Special Pay will be one common pay component for all the departments and first time amount will be entered manually and entered/updated amount will be paid every month.

ICDS Employees:

Government Of India Contribution:

Following contributions are done by Govt Of India

Post	Contribution
AWW (Anganwadi Workers)	3000
MAWW (Mini Anganwadi Workers)	2500
AWH (Anganwadi Helpers)	1500
CW (Creche Workers)	3000
CH (Creche Helpers)	1500

NMP Employees:

Post --> NMP Organizer , NMP Cook, NMP Cook Assistant

Government Of India Contribution:

Not applicable for NMP Employees

Finance Department

Department of Treasuries and Accounts

Helpdesk : 04440172172

Master Data Validation