CVC - BOOK Preventive Vigilance

INITIATIVES ON
PREVENTIVE VIGILANCE
Independent India @75: Self Reliance with Integrity: Lora= Hkkjr @75% lR;fu"Bk ls vkRefuHkZjrk
Vigilance Awareness Week 2021

Central Vigilance Commission
CVC Office, New Delhi
Preven ve Vigilance Ini a ves
The Commission has been bringing out compilations on Preventive Vigilance initiatives
undertaken by various organizations from time to time. This Booklet is a compilation of
initiatives undertaken during the period 2020-21. This period has been marked by a Global
Pandemic that has badly affected the working of various organizations. It is heartening to note
that despite these crippling handicaps, a number of excellent measures to strengthen the
Preventive Vigilance mechanism have been undertaken. These initiatives include those on
leveraging technology in a big way to bring out systems improvement and transparency.
Automation of processes has also taken place. Many initiatives relate to improving the
interface of organizations with outside stakeholders, be it vendors, contractors, or customers.
Several organizations have developed IT-based portals for vendors and contractors wherein
they can track the processes and payments of bills. Others have used technology to develop
better systems for Vigilance Administration.
The Commission received an overwhelming response from the organizations to its
request for write-ups on Preventive Vigilance initiatives. Out of the over 140 write-ups received
by the Commission, 61 have been shortlisted to be published in this Booklet. A Committee of
five Chief Vigilance Officers, namely - Ms. Trishaljit Sethi, CVO, NTPC, Shri Alok Ranjan,
CVO, BHEL, Shri Anant Kumar Singh, CVO, IOCL, Ms. Simmi R. Nakra, CVO, PFC, and
Shri Vijay Kumar Tyagi, CVO, PNB assisted by Shri Nitin Kumar, Director, CVC, and
Shri Rakesh Kumar, Dy. Advisor, CVC scrutinized these initiatives and shortlisted the ones to
be published in this Booklet. These initiatives range from Improvements in Human Resources
Management, Banking and Financial Services, Improvements in Contracts and Inventory
Management, Project Management and Policy Initiatives, Automation of Operations, Transport
& Infrastructure Management System, and Strengthening Vigilance Administration.
This compilation can be used by other organizations which can replicate these ideas,
duly customized for their needs. I am grateful to the Commission for its support and guidance in
bringing out this Booklet.
New Delhi (P. Daniel)

12th Oct 2021 Additional Secretary, CVC
Entry gate to Central Vigilance Commission [ 'Satarkata Bhavan' ]

MESSAGE FROM THE COMMISSION
The Central Vigilance Commission is observing Vigilance Awareness Week (VAW)

2021 from 26th October to 1st November 2021 with the following theme :-
Independent India @ 75: Self Reliance with Integrity
तं भारत @ 75: स िन ा से आ िनभरता

2. This year, we are celebrating Azadi Ka Amrit Mahotsav, commemorating 75 years of
progressive India and the glorious history of our people, culture, and achievements.
3. I firmly believe that it is the “Integrity” which plays a significant and key role in the
development and achieving self-reliance, as integrity leads to efficiency, economy, and
effectiveness.
4. I congratulate the entire editorial team who have worked hard in preparing and
publishing this booklet on Preventive Vigilance initiatives. I also thank the concerned
organizations, who have shared their valuable initiatives on Preventive Vigilance.
5. I am sure this booklet on Preventive Vigilance initiatives shall help the other
organizations to formulate/emulate similar practices in their organizations, which will further
strengthen the Vigilance mechanism.
New Delhi (Suresh N. Patel)

12th Oct 2021 Central Vigilance Commissioner
Fountain at Central Vigilance Commission Premises [ 'Satarkata Bhavan' ]

MESSAGE FROM THE SECRETARY
It is a matter of great pleasure that the Central Vigilance Commission is publishing a

booklet on Preventive Vigilance initiatives of various Central Government Organizations,
Public Sector Undertakings, Public Sector Banks, and Public Sector Insurance
Companies. The lessons learnt and insights gained by these organizations will be available
to all, for learning and emulation.
I am sure this endeavour will go a long way in helping to redefine and improve
systems and procedures leading to focused and better vigilance administration.
My congratulations to the CVC team, for their great efforts in bringing out this booklet.
(Otem Dai)
New Delhi Secretary,
12th October, 2021 Central Vigilance Commission
CONTENTS
Sl. No. Page No.
BANKING, FINANCIAL SERVICES & INSURANCE SECTOR (BFSI)
1 End-to-End Automation for Underwriting and Claim

Management: SEWACORE.
1
Agriculture Insurance Company of India Limited
2 Training on Preventive Vigilance.

3
Bank of Baroda
3 'Centralised' Credit Guarantee Scheme for Micro and

Small Enterprises portal.
6
Bank of Maharashtra
4 Generation of 'Alert' during withdrawal from NPA Linked

Accounts. 8
Central Bank of India
5 Automated Accounting of Cash Loaded in ATMs and

Bunch Note Acceptors. 10
Indian Bank
6 Checking of Revenue Leakage in MSME 'Jewel Loan' (JL)

Portfolio by Integration of Loan Accounts with FINACLE
Database. 12
Indian Overseas Bank
7 Online Portal for Effective Surprise Vigilance Checks.

14
Life Insurance Corporation of India
8 Portal for Claim Authentication in Motor Insurance.

15
National Insurance Company Limited
Sl. No. Page No.
9 Portal for Preventive Vigilance Monitoring Committee

(PVMC) Portal 16
Punjab National Bank
10 Portal for Tracking & Monitoring of Staff Accountability Cases:

TMSAC Portal. 19
11 Use of Artificial Intelligence and Machine Learning for

Operational Risk Management. 22
State Bank of India
12 Strengthening of Security in Digital Transaction Platform:

Multifactor Authentication and Other Measures. 24
State Bank of India
13 Online Market Place for Agriculture Segment Customers:

YONO KRISHI. 26
State Bank of India
14 Automation of Bank Reconciliation System.

28
The New India Assurance Co. Limited
15 Alert System to Check Unusual Credit Transactions in Staff

Accounts: Escalation Matrix. 29
UCO Bank
16 Fraud Prevention through Increased Awareness: ALERT UCOite.

31
UCO Bank
17 System Based Identification of Shell Companies to Prevent

Diversion / Money Laundering.
32
Union Bank of India
Sl. No. Page No.
TRANSPORT & INFRASTRUCTURE MANAGEMENT SYSTEM
18 Vehicle Tracking System for LPG Transport.

35
Bharat Petroleum Corporation Limited
19 Centralised Vehicle Tracking & Management System.

38
Indian Oil Corporation Limited
CONTRACT MANAGEMENT
20 Online generation of Quarterly Progress Reports for

Contracts / Works. 43
GAIL (INDIA) Limited
21 Real-Time Online Access for Verification of Bitumen Invoices.

45
Hindustan Petroleum Corporation Limited
22 Standardization of Format of Concrete Mix Proportion for

Improving Quality of Work.
47
National Mineral Development Corporation Limited
23 Contractors' Labour Information and Management System:

(CLIMS). 50
NTPC Limited
24 Empanelment of Independent Inspection Agencies for

Verification of Vendor Credentials.
53
Oil India Limited
25 Objective Assessment of Capacity and Capability of Bidders.

55
Power Grid Corporation of India Limited
26 Online System for Issuing Performance/Experience

Certificates: Siddhi. 57
Bharat Heavy Electricals Limited
Sl. No. Page No.
27 Indian Railways Works Contract Management System:

IR-WCMS. 60
Indian Railways
INVENTORY MANAGEMENT
28 Online Gate Pass System for Material Entry.

65
Bharat Dynamics Limited
29 Developing a Transaction Code for Slow Moving Items.

67
Garden Reach Ship Builders and Engineers Limited
30 Issuance of IT Consumables through Online Portal.

69
Hindustan Aeronautics Limited
31 Application for enabling utilisation of Surplus Material:

Sadupayog. 71
HUMAN RESOURCE MANAGEMENT
32 Streamlining of the Departmental Examination System.

75
Delhi Metro Rail Corporation Limited
33 Improvement in Recruitment Exam Process.

77
Goa Shipyard Limited
34 Performance Assessment through Activity-based

Evaluation System. 79
35 Certification System for Invoices of Medical Claims by

Employees. 81
Mazagaon Dock Shipbuilders Limited
36 Digitisation System of issue of Food Coupons for

Contractual Labourers. 84
Sl. No. Page No.
37 Online Quarter Allotment Management System: NIKETAN.

87
NTPC Limited
38 Human Resource Management System: HRMS.

89
Indian Railways
IMPROVING INTERFACE WITH STAKEHOLDERS

(CUSTOMERS & VENDORS)
39 Vendor Payment Tracking System.

93
Bharat Earth Movers Limited
40 Enhanced Security and Encryption through Virtual Private

Network using Secure Sockets Layer Protocol. 95
Bharat Electronics Limited
41 Vendor Invoice Management System.

98
Cochin Shipyard Limited
42 Online Rate Card Module through Media Publication Portal.

100
Engineers India Limited
43 HP Buddy: Mobile Application for Complete Indent

Tracking for Dealers. 101
44 Online system for Reconstitution of Retail Outlet Dealers.

103
45 Portal for Vendor Payment and Tracking of Clearances.

107
NTPC Limited
46 Vendor Invoice Management System.

109
Oil and Natural Gas Corporation Limited
Sl. No. Page No.
47 Online System for Retail Sale of RINL Products: e-Suvidha.

113
Rashtriya Ispat Nigam Limited
48 Online Bill Tracking System for Service Contracts.

115
Steel Authority of India Limited
49 Online Supplier/Contractor Grievance Portal : Suvidha.

117
50 Mobile Application for Assistance During Travel: RailMadad.

119
Indian Railways
STRENGTHENING VIGILANCE ADMINISTRATION
51 Portal for Software-based Property Returns.

123
52 Creating Opportunity for Development of New Indigenous

Vendors: Development Order Policy.
126
53 Revision of Financial & Administrative Procedures and

Processes: Policy initiative to check fraudulent transactions.
130
Power Finance Corporation Limited
AUTOMATION OF OPERATIONS
54 Online Reporting of Shortage in Delivery of POL products and

Integration with ERP System.
135
55 Introduction of Digital Signature on Invoices.

137
Sl. No. Page No.
56 National Electronic Toll Collection System: FASTag.

140
National Highways Authority of India (NHAI)
57 Paperless movement of files: e-Office Application.

142
Dredging Corporation of India Limited
58 Real-Time Transfer of Pricing data from Central Marketing

Organization to Plants.
144
59 Implementation of Electronic Bank Guarantee System.

146
PROJECT MANAGEMENT
60 Cloud-based Project Monitoring Tool: Data Lake.

149
61 Monitoring of Plantation Activities through Geo-tagging:

Harit Path.
151
BANKING, FINANCIAL SERVICES

& INSURANCE SECTOR (BFSI)
Agriculture Insurance Company of India Limited
End-to-End Automation for Underwriting and Claim

Management: SEWACORE
1. BRIEF DESCRIPTION OF THE MEASURE/ INITIATIVE
SEWACORE, Agriculture Insurance Company's primary end-to-end policy management

application contains a rules engine for validation and processing including underwriting,
claims, etc., and also has the capability to integrate with various channel partners and
external stakeholders to exchange data. The fully developed SEWACORE for
Underwriting & Claim Management is being used since June 2020 throughout India.
The following are key initiative measures:
· Underwriting: End-to-End automation of Proposal/declaration to policy

generation process from all channels
· Claims Management: All the claims i.e. Localised and Area approaches are
captured, calculated, processed, and tracked. The entire process is system-driven
with minimal human intervention.
· Grievance Redressal: Online facility of lodging Grievances is implemented.

Integration with IRDAI's IGMS already developed will allow seamless flow of
grievance data between AIC and IRDAI's systems.
· Mobile Applications: Mobile applications enable farmers, channel partners, and

Field Investigators to interact with AIC and its systems providing services like
buying a policy, placing a request for renewal, status tracking, document
uploads/downloads, product information, claim registration, the status of policy
and claims logging service request and grievances, etc.
Integrations and Seamless data flow between modules enable the flow of
underwriting data to Financial Management System as also integration with other
stakeholders through API-based backbone.
1
2. BACKGROUND
Prior to this process, the underwriting and claim payments were done to
Banks/Intermediaries who had procured the business (in the absence of farmer's data
with the insurer) and they in turn, credited the amount to the accounts of farmers causing
delay and dissatisfaction among farmers, leading to grievances and court cases. Direct
credit of claims to the account of farmers has brought transparency. This has avoided
delays and given satisfaction to farmers.
Now, the claim process is a transparent way of avoiding errors & omissions, and
commissions.
3. IMPLEMENTATION
The SEWACORE has been developed by an Implementation vendor suitable to our needs
using in-house expertise available with the company. Post-implementation of the
application, the Company has imparted required training to its various users, and skills are
updated from time to time.
4. IMPACT AND BENEFITS
Central Business Processing Unit (CBPU) at HO for underwriting has optimized the
business process thereby reducing the time and efforts of various resources across AIC
offices.
· Claims automation has significantly reduced fraud risk and turn-around time. The
entire approval process has been automated to bring transparency.
· The portals and mobile apps provided various services on the fingertips in a
transparent manner to the farmers, channel partners, and field investigators.
· This process dispenses with the requirement of seeking the utilization certificate from
Banks/Intermediaries, thus reducing the fraud risk.
The risk of Erroneous payments/duplicate payments is minimised, and the unclaimed

amount of policyholders can reduce significantly.
XXX
2
Bank of Baroda
Training on Preventive Vigilance
Focused training on Preventive Vigilance (PV) has a greater significance in mitigating

various threats. Prevention is always better than cure and training is the best available tool
in Preventive Vigilance. An effective training program on PV not only explains the relevant
laws and regulations but also covers the Bank's policies and procedures used to mitigate
risk and other mal-practices
2. BACKGROUND

The bank should always thrive for a quality business that is packed by extant policies and
guidelines. Compromising fundamentals and processes result in loss of quality business
and reputation of the organization and it also makes employees susceptible to disciplinary
actions.
In this connection, below is an outline of the new training structure:
A. Measures/ Initiatives taken by Training Establishments.

B. Background – Problems / Vigilance Risk addressed.
C. Implementation of Initiatives.
D. Impact and Benefits.
E. Potential for Replicability.
A. Measures/ Initiatives:
Training to Customer-Facing Personnel: They are the Bank's first line of defense.
Therefore, along with a general course on PV, some additional training on specific unit
procedures related to the General Banking covering recent developments were imparted
to the participants.
Training to Non-Customer-Facing Personnel: The PV training has been designed for

officials working in Administration, Finance, Human Resource, Currency Chest, Trade
Finance, Loan Processing, Treasury Management, Faculty Members, etc. wherein
specialized sessions for these individuals on Preventive Vigilance was provided during
their regular training.
3
Training to Senior Management: Specialized trainings for the organization's leadership

were provided on the importance of PV & related matters, including regulatory
requirements, penalties for non-compliance, personal liability, and the organization's
unique risks so that the Senior Management can adequately provide for Preventive
Vigilance oversight, approve respective policies or provide sufficient resources.
Induction Training: The existing system of 7 Days Induction training has been replaced
by 52 Weeks Induction Program as suggested by CVC and approved by the Board, which
is very important as it integrates employees with the Bank as it is the right time to nurture
integrity & ethics.
Mid-Career Training: Considering that Senior executives are the mentors for younger
generations, training them is very much important for the financial institution. Accordingly,
it has been decided to impart Mid-Career Training to executives with sessions on
Preventive Vigilance which plays a key role in moulding Future Leaders.
Measures/ Initiatives Taken:
· Rolling out “Preventive Vigilance Quiz” – By first week of every month.

· Two case studies on PV have been placed on Bank's website and more Case
Studies will be placed on Bank's website / Learning Portal.
· Published PV Handbook cum Workbook through Bank's learning portal- Baroda
Gurukul.
· Mandatory PV Certification Course is part of courses available on Banks e-
Learning platform Baroda Gurukul.
· Updated e-Book on PV is being published every year.
· Separate trainings will be scheduled in coordination with the newly created Ethics
Department of Bank.
· Simulation type courses are under construction to be rolled out soon.
B. Problems/ Vigilance Risk – Addressed:
By implementing the new training model, Bank envisages to achieve the following:
· Bring a greater degree of awareness amongst the employees about vigilance so as
to create a corruption-free ambience.
· Sensitize employees on Accountability.
· Integrate ethics & integrity among employees.
3. IMPLEMENTATION
To implement the above initiatives, the following processes have been undertaken:
· Establishing the training calendar that identifies the topics and frequency of course.
· Identifying the target audience by functional area as well as by the level of
employee/management.
4
· Identifying the issues that must be communicated and decide how best to
disseminate the message.
· Trainings are conducted by experienced persons from the relevant fields.
· Presentation on Case Studies on Preventive Vigilance during the session.
· Exclusive Preventive Vigilance trainings are being conducted by training
establishments for Customer-Facing & Non-Customer Facing Employees & Senior
Management.
· Tests are being conducted to evaluate the participant's understanding to the extent
possible.
4. IMPACT AND BENEFITS:
· It benefits the organization & Employees at all the three stages of Vigilance.
· Preventive vigilance - Reducing the occurrence of lapse.
· Detective vigilance - Identifying and verifying the occurrence of lapse.
· Punitive vigilance - Deterring the occurrence of lapse.
· Participants learn systems & processes thoroughly which reduces Vigilance Risk.
· Employees are enabled to identify lacunae and measures to plug them.
5. POTENTIAL FOR REPLICABILITY
The Central Vigilance Department of Bank has published ‘Preventive Vigilance Manual’
and training establishments have rolled out Quiz, Hand book, Certification Course,
exclusive training on preventive vigilance, a special session during various trainings, case
studies using live incidences, simulation learning, etc. These can be replicated in various
other departments/organizations and can be modified as per the requirements.
XXX
5
Bank of Maharashtra
'Centralised' Credit Guarantee Scheme for Micro and

Small Enterprises Portal
The Credit Guarantee Scheme for Micro and Small Enterprises (CGS) was launched by
the Government of India to make available collateral-free credit to the micro and small
enterprise sector and a Trust named Credit Guarantee Fund Trust for Micro and Small
Enterprises (CGTMSE) was established. Banks are seeking guarantee cover from trust
for credit facilities extended to Micro and Small Enterprises.
The suggested initiative comprised streamlining the process of guarantee coverage, NPA
marking, and lodgement of claims across the Bank to the Trust in online mode. It was
initiated through Quarterly Structured Meeting and subsequently implemented in FY
2020-21 in a phased manner. Now, the functionality is fully operational for all the branches
and controlling offices of the Bank.
2. BACKGROUND
Earlier, branches sanctioning credit facilities to Micro and Small Enterprises were
submitting the details for guarantee coverage to their respective zonal office which in turn
was updating it on the CGTMSE website. Similarly, the process of NPA marking and
lodgment of claim with CGTMSE was not streamlined due to which the Bank could not
take benefit of claim in covered accounts.
With the launch of an in-house portal, obtaining coverage after payment of due fees to the
Trust, subsequent NPA marking and lodgment of claim processes are handled by
dedicated cell at Head Office leaving no room for loss to the Bank. This initiative has
addressed the following problems:
· 100% coverage of all eligible credit facilities.
· Accurate payment of Guarantee fees to the Trust.
· Avoiding loss due to delay in NPA marking and lodgment of the claim.
· Monitoring of appropriation of claims received from the Trust.
6
3. IMPLEMENTATION
Bank's IT department developed an in-house portal which is accessed by all the branches,
st
Zonal Offices and CGTMSE Cell at Head Office. In the 1 Phase, 2 modules namely (i)
History of Borrower of earlier coverage (ii) Guarantee cover of new accounts, were
nd
implemented in Jan 2020. Subsequently, in the 2 Phase, 3 modules (i) NPA marking (ii)
Lodgment of claim, and (iii) NPA upgradation were captured. A Standard Operating
Procedure for all these five modules was released specifying the role of branch and
controlling office. The synergy between CBS for newly opened accounts and subsequent
migration of data in the portal was ensured for 100% coverage.
This system has ensured the focused implementation of Govt. guidelines, sanction terms
with minimum efforts. Since all the process is online and handled by dedicated cell,
operational cost is reduced in terms of avoiding duplication of work by branch and
respective zonal office for CGTMSE coverage. Moreover, post NPA claim lodgment and
other processes are handled by specialized cells, resultantly the burden on manpower at
branches/zones is reduced.
With 100% coverage of credit facilities, probable loss due to delay in the lodgement of
claims in NPA accounts is reduced. In long run, it will be beneficial for the Bank to extend
more credit to Micro & Small Enterprises.
The avenue of guarantee cover in credit facilities to Micro & Small Enterprises is available
to all the commercial banks. This initiative will be beneficial to all PSBs for getting 100%
coverage to credit facilities sanctioned and thereby boosting credit flow to MSEs with
reduced risk.
XXX
7
Central Bank of India
Generation of 'Alert' during withdrawal from NPA Linked

Accounts
There are instances where the funds are lying in the SB/CD/FDR account of the borrower
and the linked account is in NPA or SMA, but due to lack of information and the volume of
transactions, it is difficult to monitor the balances in the linked account in a real-time basis.
Generally, a report is generated by CBS on a periodical basis containing the data of

balances available in SB/CD/FDR accounts of Borrowers. On the basis of this report,
Bank's Set off the outstanding in the NPA accounts with the balances in SB/CD/FDR
accounts after following the necessary procedure for using Right to Set Off.
2. BACKGROUND
Keeping track on the basis of reports available is difficult for Branch Officials during a busy
routine, especially in heavy footfall branches, due to which Branches allowing the
customers to withdraw funds from their SB/CD/FDR accounts, and as a result, our
accounts remain in NPA category without recovery.
3. IMPLEMENTATION
To plug in these gaps, we have suggested that:
· Whenever a transaction is being done in SB/CD/FDR accounts where credit

balance is lying and the linked loan account is NPA or SMA, the system needs to
provide a POP-UP message or reminder to desk officers in the Branch. Such POP-
UP messages will alert staff members on Counters/Desk while doing transactions
in such accounts and they can initiate immediate dialogue/ interaction with the
customer for recovery in a respective overdue account. By way of POP-UP
message, we can do the Real-time monitoring of the transactions in SB/CD/FDR
accounts where the credit balance is lying and the linked loan account is NPA or
SMA.
· A POP-UP message should not allow the cashier/operating staff to make payment
without knowledge of the In-Charge of the Branch. This means that any
payment/transfer entry from such accounts is to be authorized by the Branch Head.
8
· System Generated letter (similar in the line with “Letter of Thanks” for account
opening in CBS) addressed to customers may be made available to branches
through CBS, whenever accounts turn NPA/SMA and linked accounts have some
balance which can be transferred to the NPA account.
It will enable the Desk officers/Staff to monitor SMA and NPA category accounts and
recovery can be done after following the necessary procedure, which will result in
recovery of Bank dues.
The same can be done in the accounts of customers having Credit Card overdue, POP UP
message to be displayed in linked SB/CD/FDR accounts.
XXX
9
Indian Bank
Automated Accounting of Cash Loaded in ATMs and

Bunch Note Acceptors

(i) Automated accounting of cash loaded in ATMs & Bunch Note Acceptors (BNAs) / (Cash
Deposit Machines); (ii) Accounting the cash withdrawal transactions in ATMs & BNAs in
the respective mapped Branch General Ledger (BGL) Heads so as to reflect machine
cash balance on a real-time basis in the BGL, and (iii) Ensuring better cash management.
This has been introduced from July 2019 across all the ATMs and BNAs.
Each ATM/BNA will be allotted separate BGL (ATMID-specific) in CBS. There will be four
new BGL Heads for each branch for each ATM/BNA (CASH-IN-ATM-BNA, ATM-BNA-
CASH-LOAD-FIT, ATM-BNA-CASH-SHORTAGE, and SRII-BNA DEPOSIT
COMPLAINTS SETTLED)
· Unique Reference Number (URN) generated in CBS (while debiting ATM-CASH-
LOAD-FIT) is to be entered in ATM/BNA during cash loading.
· Any cash transaction done in the ATM / BNA (withdrawal or deposit) by customers
(including other bank customers) will have the offset in the CASH IN ATM/BNA BGL
on a real-time basis.
· The entire cash balance in the ATM / BNA will become branch cash and reflect in
CASH IN ATM/BNA BGL and in the branch Balance Sheet.
· Excess / Short cash accounting will also be automated through the integration of
ATM Switch and CBS to ensure finer control on the ATM physical cash balance and
BGL balance.
· FIT will be reversed automatically on loading cash in ATM/BNA and concluding the
admin functions.
· Branches have to submit the report of ATM/BNA EOD details every day in the web
portal after each EOD, cash loading and unloading irrespective of cash loading/
unloading requirements.
2. BACKGROUND
Before introduction of this procedure, the cash loaded in ATMs and BNAs was being
reimbursed to branches by Corporate Office (CO) ATM Service Centre (ATMSC) through
10
a manual procedure. Branches had to load cash in ATM/BNA debiting 'Funds-in-Transit'

(FIT) Account. For cash loaded in ATM and cash dispensed by BNA to customers,
branches had to submit a claim through Portal, and ATMSC shall settle the claim after
scrutiny. The FIT entry will be reversed thereafter. In this process, there were instances
where physical and system balances don't tally due to various reasons including
negligence\misappropriation. The actual lapse will be located only on subsequent
physical inspections which involves time lag. This has been replaced by the newly
introduced online accounting system.
There is a possibility for any unscrupulous staff to load lesser cash in ATM/BNA out of the
higher amount of cash taken from the branch to the debit of 'FIT' Account and such
instances tend to surface only after a time lag.
3. IMPLEMENTATION
Detailed guidelines for Cash withdrawal from Branch for loading in ATM/BNA, Cash
Loading in ATM/BNA, removal of Cash from ATM/BNA (in case of branch exigencies,
surrender of cash due to ATM shifting or closure), receiving cash in CBS after unloading
from ATM/BNA, daily EOD at ATM/BNA (without cash loading/unloading), excess or
shortage of Cash in ATM/BNA, updating EOD / Cash loading / Unloading details in Web
portal and branch register, the process to be followed in case of time out, the procedure for
outsourced ATMs & ATMs managed by RRBs, handling of deposit failure complaints in
BNAs, accounting in CBS for customer transactions, etc., have been issued.
· ATM/BNA cash loading activity monitoring is made more transparent and easy for
feeder branches and Administrative Offices. Facilitates optimum cash loading in
ATM/BNA, leading to more efficient cash management.
· The excess cash in ATM/BNA will be maintained centrally at ATM Service Centre
on the one hand to handle customer cash withdrawal failure complaints. On the
other hand, shortage of cash in machines will be maintained at the branch level for
adjustments and monitoring. There will be effective control over ATM/BNA cash
reconciliation.
· From the perspective of fraudulent activities like embezzlement of cash, etc. (out of
the cash meant for loading in ATM/BNA), such acts can be identified then and there
consequent upon the new accounting system, the physical balance in ATM/BNA
will reflect in the respective BGL Head in CBS which, in turn, will reflect in the
Balance Sheet of the branch. Also, the system of manual reversal of entries in
‘Funds-in-Transit’ Account is removed.
The initiative has complete utility for replication by the other players in the banking
domain.
11
Indian Overseas Bank

Checking of Revenue Leakage in MSME 'Jewel Loan' (JL)
Portfolio by Integration of Loan Accounts with FINACLE
Database

CIF ID wise Calculation of Interest in JL MSME portfolio.
As per the JL MSME scheme guidelines up to Rs. 2.00 Lacs Rate of Interest (ROI) is
7.65% and above Rs. 2.00 Lacs to Rs. 5.00 Lacs ROI will be 8.90%. During the course of
preventive vigilance activity, a random check has been made by the vigilance department
officials and found that the system is not calculating the higher interest rate if a person
takes multiple loans each less than Rs. 2.00 Lacs and the aggregate amount is exceeding
Rs. 2.00 Lacs. Because of sanctioning of multiple loans and as CIF ID wise identification is
not being done by FINACLE, the bank is losing 1.25% (8.90% – 7.65%) ROI p.a.
Accordingly, revenue leakage was identified in 30693 accounts. Suggested to ITD to
integrate the JL MSME loan accounts with CIF ID in FINACLE database thereby revenue
leakage was arrested.
Revenue leakage in MSME Jewel Loan Portfolio was detected by Vigilance Department
and brought to the notice of MD & CEO on 04.02.2021. Further, interest correction has
been carried out in all the existing MSME jewel Loan accounts and customization was
deployed in the CBS platform for branch use on 08.07.2021.
Systemic Improvement implemented on large scale- PAN India Basis.
2. BACKGROUND
Existing System replaced with a new initiative: Suggested by Vigilance Department

i.e. hitherto CIF ID-based calculation of interest is not being done in the JL MSME portfolio
in Finacle CBS system. After implementation of this systemic improvement suggestion,
now the interest rate is being calculated based on the CIF ID.
Problems/Vigilance risk that was addressed: Interest rate has been modified with a
higher slab in eligible existing borrower accounts, thereby arresting revenue leakage.
12
3. IMPLEMENTATION
Validations have been deployed with CIF ID based approach in CBS system to arrest
future income leakage in MSME jewel loan portfolio with the in-house developed
programme.
· During the opening of MSME Jewel loan, a pop up alert will be shown with the
existing active JLSME account details for the corresponding customer ID.
· Maximum Loan per customer ID is fixed at Rs. 5.00 Lacs.
· For single customer ID for a loan up to Rs. 2.00 Lacs, lower interest slab is charged
and for the loan amount is above Rs. 2.00 Lacs interest rate code of higher interest
slab is populated.
· Validation is built in the system to restrict scheme change from any scheme to JL-
MSME.
· Arrested Revenue Leakage
· Ensured 100% Compliance level for the scheme norms.
· An amount of Rs. 2.59 Crores as revenue leakage was recovered during

FY 2020-2021 which resulted in the increase of profit of the Bank and also future
income leakage was arrested.
This CIF ID-based interest calculation can be utilised where interest

subvention/concessional interest rate is applicable like AGRI KCC/ Jewel Loans.
XXX
13
Life Insurance Corporation of India
Online Portal for Effective Surprise Vigilance Checks

An Online Portal for Surprise Vigilance Check (SVC) was launched to have an effective
control & monitoring of open SVC reports and to reduce the time lag in the closure of SVC
reports. Now, all the SVC reports are published, complied with, and closed through the
portal only.
2. BACKGROUND
Surprise Vigilance Check (SVC) is an important Preventive / Surveillance Vigilance tool in
the hands of the management, to identify frauds / irregularities, at the early stage and also
to identify fraud-prone areas to plug the systemic gaps, if any. In other words, SVC report
acts as a barometer of the robustness or otherwise of systems and procedures within the
Organization. In our Organization, every year, we conduct SVCs of targeted nos. of offices
through our Vigilance set-up located at all the eight Zonal Offices.
3. IMPLEMENTATION
Online Portal for Surprise Vigilance Check (SVC) was launched on 28.07.2020. It has
been developed in collaboration with our in-house IT/SD Department, Central Office. The
Vigilance Department at Central Office & Zonal Vigilance Officers were involved in
designing and developing the Portal.

The Portal is a tool for improving the efficacy of SVC in its entire gamut including the
conduct of SVC, compliance, feedback for improvements in Systems/Procedures. Apart
from helping in speedy publication and closure of the Reports by cutting down the time-lag
in furnishing compliance, the Portal also facilitates valuable feedback to the Controlling
Offices to act promptly and effectively in further fine tuning of systems and procedures, to
make the work-place environment in the Corporation more secure for all concerned.
The Online Portal for Surprise Vigilance Check (SVC) is an effective tool to improve
overall efficacy of Preventive Vigilance and can be suitably modified by user department
at any Organization.
14
National Insurance Co. Limited
Portal for Claim Authentication in Motor Insurance
An Initiative was taken for two step authentication in the following modules:
· Approval and Settlement of Claim.

· Premium Refund.
rd
· User login (Tie up portals modules are 3 party based).
· Also, mandatorily two separate users to settle and approve the amount in two
different stages and 3rd party claim within the policy period in Tie Up portals will
automatically route to the next higher authority for approval.
2. BACKGROUND
Multiple instances of fictitious payments from claims / refunds and tie-up portals were
detected.
3. IMPLEMENTATION
Implemented in multiple phases from Jan 2021 to July 2021.
Dual Authentication reduced the exposure of Password theft and Shoulder Surfing.
rd
Escalation of 3 party Claim for approval to higher authority has restricted the multiple
fictitious claims in a single policy.
As Employees will be more Vigilant with these IT initiatives, this can be implemented in
General Insurance Companies to curb fraudulent transactions to a great extent.
XXX
15
Portal for Preventive Vigilance Monitoring Committee

(PVMC) Portal
To strengthen the vigilance administration and bring about enhanced awareness amongst
staff members for a meticulous ‘Preventive Vigilance’ endeavours, the Vigilance
Department has introduced a Portal for monitoring PV activities in operative units across
the domain from distance. All the Administrative Offices, such as controlling offices, Zonal
Office, and Corporate Office will have an effective oversight over the preventive vigilance
issues on a real-time basis with a corporate memory facilitating an efficient look back
exercise for systemic improvements.
The Portal has become fully operational in Sept., 2020 for the entire domain material to the
complexities of risks in operations of the bank, with the amalgamation of eOBC and eUNI
w.e.f. 01.04.2020.
· The purpose of PVMC Portal is to involve all the officials of the bank to come out with
their contribution to enlighten and embolden the Preventive Vigilance measures for
promoting Probity, Integrity, and Efficiency in operations. The portal has enhanced
Preventive Vigilance Oversight to all the branches/ operating units, thereby,
promoting the culture of Participative Preventive Vigilance.
· The utility of grading of operating unit on “Key Risk Indicators” (KRI) has enabled
prioritization of issues/branches for more strategic and prompt supervisory
oversight. The online portal has also created a corporate memory to view risk
pockets/points where repetitive weaknesses are observed.
· The development of PVMC portal is the measure adopted for running / monitoring the
Preventive Vigilance activities through technology in a digital mode. The work-flow
for utilizing the portal is to be followed by all the users. The portal has been got
developed by the Vigilance Department through in house capacity of ITD, IAD & HR
Department of the bank.
· The PVMC Portal for the quarter ended June, 2021 achieved a coverage of 93.10%
of total staff, 93.71% of the total branches and 98.45% of total business in PNB.
16
2. BACKGROUND
The PVC Portal replaced the existing manual system whereby PV related visits to the
branches were conducted by the Vigilance Officers and the visit reports were manually
processed and supervised together with the action points taken to the logical end. With the
introduction of the portal, the work related to Preventive Vigilance Meetings in the offices is
being monitored entirely through the online record on a real-time basis by controlling
offices (Circle Heads) & Zonal Functionaries (Zonal Managers) with simultaneous
oversight of the Vigilance Department.
The salient features of this portal are that it will archive the information fed into it which will
also create corporate memory.
Problems / Vigilance Risk that was addressed.
All the branches could not be monitored in a given time frame through physical visits. This
has now been addressed in the present PVMC Portal and the preventive vigilance risks
are being addressed on a real-time basis, thereby reducing the number of threats and
instances of complaints in the system.
3. IMPLEMENTATION
The portal has been conceived by an in-house core team working in the Vigilance
Department.
The Portal is designed and developed by the in-house IT resources through a Team of
officials from the Vigilance department, Human Resources department, and Inspection &
Audit department.
“
Branch Office
“
“
“
Chief Circle Office

Vigilance Vigilance Officer
Officer
“
Zonal Office
CVO
“
“
Vigilance Deptt. HO
17
After the introduction of this portal, there is a drastic reduction in the involvement of
manpower in analyzing the data / information which has simultaneously pulled down the
time and cost viz. travelling expenses, processing of reports, and taking it to logical end.
The positive impact, the portal has cast on the working, is that it has increased the
effectiveness and efficiency.
Further, the portal is helping in building a Corporate Memory which will ultimately facilitate
in extracting / mining the meaningful information, from the pool of data archived over the
period, on a mouse-click.
The entire routine of physical visits has been re-engineered and migrated to online
platform. Now, physical visits are being resorted only after reviewing the Key risks
parameters; and status and scrutiny of responses by the operating unit to specific
questionnaires uploaded by the Vigilance department taking into consideration the
intrinsic risk as per the complexity of business at a particular unit.
The tracking and monitoring have become easier for the concerned users under the
present system reducing the delays and hardships to the stakeholders and the initiatives
offer the capacity of monitoring the status on a real-time basis and need-based
interventions on merits. The data / information stored in such portal may be utilized by the
Sr. Officers during their visit to the Branches / Verticals / Circle Offices / Controlling Offices
/ Administrative Offices.
The initiative has complete utility for replication by other players in the domain of BFSI.
XXX
18
Portal for Tracking & Monitoring of Staff Accountability

Cases: TMSAC Portal.
TMSAC has been introduced to put the entire process of staff accountability examination
on the digital platform starting from the trigger stage of investigation into an account / event
till imposition of final orders upon the charge-sheeted officer / employee in the disciplinary
action case. The programme has been designed and developed by the Vigilance
department for running the web portal 'Tracking and Monitoring of Staff Accountability
Cases' (TMSAC) where all the activities will get recorded by all the concerned officials in
the process. The officials engaged in the process can view the status of action taken at the
other end instantly, within their role-capacity, i.e. while complying with the principle of
'need to know' premise in the disciplinary action process. Simultaneously, the senior
functionaries, having the responsibility of exercising effective oversight at administrative
offices, can also monitor the status and stage of the entire process on a real-time basis.
Process-Flow of the portal:
Zonal Office Staff Enquiry Official

Accountability Module
Commi ee (ZOSAC)
1
1
Inves ga on Internal Advisory Vigilance DA at Head Office

“
Official Module Commi ee (IAC) Department and Zonal Office

1
Head Office Staff

Accountability Fraud Risk
Commi ee (HOSAC) Management Division
· TMSAC portal is the measure adopted for running / monitoring the movement of
investigation / disciplinary action process through technology platform. This portal
19
is developed by the Officials of Vigilance Department through the in-house

capacity of ITD, IAD & HR department.
· TMSAC Portal was launched during the Vigilance Awareness Week 2020
celebrations by the Hon'ble CVC Sh. Suresh N. Patel. The modules envisaged
have been completely implemented in 2021 with the completion of amalgamation
of two banks namely eOBC & eUNI w.e.f. 01.04.2020.
This portal has been introduced across the domain of the bank on a Pan-India
basis.
2. BACKGROUND
· The TMSAC Portal is supporting the existing system where all the concerned
offices are maintaining the records at their level. This provides a unified
management information system for all of them to extract the status of the cases /
references instantly and real-time monitoring of the case with the benefits as
narrated above.
The portal archives the information fed into it and thus, offers benefits of corporate
memory. This is the most salient feature of this portal.
· Earlier knowing the status of any investigation and / or staff accountability case was
manual and a time taking process, with challenges of accuracy as well. Now, the
status could be obtained on a real-time basis with the accuracy of stages and
information. This has become a reality with the introduction of TMSAC Portal.
3. IMPLEMENTATION
· This portal is designed and developed by the IT Team of the bank utilizing the
internal resources thus eliminating the expenditures for the bank.
· After the introduction of this portal, there is a drastic reduction in the involvement of
manpower in analyzing the data / information which has simultaneously pulled
down the time and cost viz. travelling expenses, processing of report and taking it
to the logical end. The positive impact, the portal has cast on the working, is that it
has increased the effectiveness and efficiency.
Further, the Portal is helping in building a Corporate Memory which ultimately

facilitates the management in extracting / mining the meaningful information, from
the pool of data archived over the period, on a mouse-click.
20
Image of TMSAC Portal Login Page
· The offline/manual practices existed so far have been re-engineered and migrated
to online platform.
· The tracking and monitoring has become easier for the concerned users under the
present system reducing the delays and hardships to the stake-holders
· The initiatives offer the capacity of monitoring the status on a real-time basis and
need- based interventions by the superiors on merits.
· The Portal has been developed in-house by the bank's IT Division and it is being
maintained by the user Division/s and office/s without incurring any expenditure to
the bank.
The Portal is giving an option to strengthen the monitoring system, as such, the Divisions
which need to monitor a large number of offices from a single point / desk, be it in the
business or control functions, may think of building such technology-based Portal in
future.
The initiative has complete utility for replication by other players in the domain of BFSI.
XXX
21
State Bank of India
Use of Artificial Intelligence and Machine Learning for

Operational Risk Management
As an initiative towards Preventive Vigilance, Bank has developed and implemented

Artificial Intelligence /Machine Learning (AI/ML) based model for Operational Risk
Management and Credit Risk Management in branches. Risky cluster of branches is
identified based on business risk parameters using ML algorithm.
Major Algorithm variables are:

· RC pending in Car loans.
· High value credit in staff accounts.
· Large no. of loan accounts opened in single day.
· Subsidy credited to other than linked loan A/c.
· Quick mortality.
· Transactions in inoperative account.
· High value transactions in newly opened SB accounts.
· SB / CA closed within 3 months.
Following output models have been ensembled for identification and prevention of risk:
· Charges Model: To identify aberrations in the expenditure at various overheads.

· Intelligent Sampling of Vouchers Model (ISMOVVR): To identify suspicious
vouchers for Intelligent Sampling of re-examination (4% Vouchers are selected
under this model on a sample basis).
· IT – Infringement Model: To identify Outlier behavior in respect of enquiries done
in Core Banking by staff in the accounts of customers.
· Suspicious CSPs Model: This is Natural Language Processing (NLP) based
model for identifying suspicious Customer Service Points.
Based on the above model, branches are being auto classified based on risk parameters
under four risk categories as under:
(i) Very High,

(ii) High,
(iii) Medium, &
(iv) Low.
The Vigilance Department of the Bank undertakes suo-moto investigations of the High
Risk and Medium Risk branches and suitable measures are being initiated to ensure that
22
the systems and procedures are being meticulously followed and sample checks
documents of selected transactions. Wherever, lapses are observed on the part of the
operating staff, suitable disciplinary action will be initiated. Vigilance seminars are
conducted for the staff at the branch.
The identification of the branches is autogenerated based on risk parameters and triggers
have been given to cover Very High Risk and High-Risk branches under Suo Moto
Investigation.
Bank has always remained innovative and has a belief that the best preventive measure is
the awareness of staff for which:
(a) Bank arranges ongoing employee training of staff on AML CFT policies.
(b) Core values of the Bank are cultivated amongst staff by Ethics & Business Conduct
vertical on a regular basis to uphold their highest standards of integrity and
conduct.
(c) Interactive Knowledge Sharing sessions are conducted for staff at various levels.
2. BACKGROUND
Preventive Vigilance sets up procedures and systems to restrain the acts of wrongdoing
and misconduct in the various areas of the functioning. Preventive Vigilance in the Bank is
aimed at eliminating/ reducing the occurrence of a lapse. Bank has continuously
strengthened its practices, procedures, control, and review mechanism to prevent and
sanitize against both internal and external breaches.
3. IMPLEMENTATION
The AI/ML models are developed in-house. The Analytics Department of the Bank is
specialized in these areas.
These initiatives address Vigilance risk at the initial stage itself and uphold the confidence
of customers in the bank. Moreover, being preventive vigilance, the contingent manpower
cost, financial loss cost, operational cost is substantially decreased resulting in cemented
confidence of the customers in the bank.
Thus, Bank is committed to preventing the happening of any untoward incidents with
adverse financial implications for itself and for its customers.
With the advent of computerization and customers being offered services over different
platforms/ channels by the Banks, our Bank is continuously strengthening its operational
practices, procedures, controls, and review mechanism to sanitize both internal and
external breaches, as Preventive Vigilance is always superior to Punitive Vigilance.
XXX
23
State Bank of India
Strengthening of Security in Digital Transaction Platform:

Multifactor Authentication and Other Measures
(a) Internet Banking (INB)
These transactions form a major part of digital transactions. To further strengthen security,
the following measures have been initiated: -
(I) OTP Based Login for Retail INB: - While logging in to the INB, after entering the
login ID and password, an OTP is generated and sent on the Registered Mobile
Number (RMN) of the customer as a second factor authentication. This OTP needs
to be entered into the internet banking website for successful logging into the
internet banking portal.
(ii) Transaction OTP: - Mandatory OTP for all financial transactions (Retail / Corporate
/ Merchant).
(iii) Captcha implementation on Corporate INB Saral Login.
(iv) Captcha implementation on Direct Merchant Login interface.
(v) Integration of Retail, Corporate, and Merchant Transactions with the Proactive
Risk Manager application to raise alerts in case of anomalous transactions.
(b) Mobile Banking Applications
(i) Secure OTP app: -SIM binding-based registration was implemented in SBI Secure
OTP app for Android and iOS users wherein the presence of SIM with Registered
Mobile Number (RMN) should be available in mobile device for registration of SBI
secure OTP app.
(ii) Yono Lite app: - SIM binding in Yono lite application is implemented to ensure that
customer RMN (Registered Mobile Number) is used for Mobile Banking
registration purposes.
· UPI Per day Transactions limit in Yono Lite has been reduced to Rs. 5,000/-.
· Change related to INB Forced password change in Yono Lite app for password
strengthening.
24
(c) BHIM SBI Pay app

· Restricting the per-transaction amount of Rs.2000 for collect request, intent, and
shared QR for non-verified merchants and P2P transactions.
· Device Binding SMS on iOS app during registration made non-editable to prevent
editing/forwarding of SMS by fraudster through social engineering.
· Customer onboarding for BHIM SBI Pay iOS app restricted to iPhone 6s and above
and iOS version 13.4 and above.
· Cooling period of Rs.5000 for 24 hrs will be applicable on doing registration by
BHIM SBI Pay user post change of device or mobile number.
· Following customer education, SMS are sent to customers during the cooling
period.
· UPI PIN is used for authorization of payment. Money will always be deducted if you
use UPI PIN.
· Never share UPI PIN, CVV & OTP with anyone. UPI PIN will always be used only
on the app's UPI PIN page.
· Hiding of collect request remarks section in BHIM SBI Pay during collect request
approval to restrict fraud through social engineering. After a successful transaction,
remarks can be viewed in transaction history.
(d) ATM
· TLS 1.2 channel encryption.
· TLS1.2 implementation with various Hosts -Finacle, FIGS, SBI CARD, PCMS,
DCMS.
· TLS1.2 implementation of various interchanges- Mastercard, VISA, NFS, etc.
· TLS 1.2 for securing communication between ATM endpoints and ATM switch.
2. BACKGROUND
SBI has been constantly enhancing and strengthening the security of all alternate
channels and digital payment systems to enable an improved customer experience and
reduced security vulnerabilities.
In the recent past, it was observed that the customers are disputing their transactions. To
strengthen security measures and encourage confidence among customers security
measures are adopted.
3. IMPLEMENTATION
As these measures are implemented, frauds are slated to go down significantly.

· Enhanced protection instills confidence among customers.
· Digital transactions have increased significantly.
· Reduced customer complaints.
· Customer convenience and seamless transactions.

This technology will be utilized to enhance digital transactions and make them error-free.
XXX
25
State Bank of India
Online Market Place for Agriculture Segment Customers:

YONO KRISHI
YONO KRISHI digital platform has been launched with a vision for offering simplified
banking services, finance/credit needs, advisory/market intelligence services, and market
linkages through an online market place for our agriculture segment customers.
In the existing system, the borrowers need to visit the branch for physical submission for
review. The review of 75 lakh Kisan Credit Card (KCC) accounts every year requires huge
manpower for processing, sanctioning, disbursement, and subsequent recovery of
insurance and other accounting entries besides the handling of documents. This may
result in a delay in service and the inability to meet the customer expectations in fulfilling
the credit needs.
To provide digitised, simplified, and seamless process of KCC review, YONO-KRISHI

platform has been introduced to review KCC. The proposed process aims at creating a
simplified, shorter, convenient, and digital application, processing and sanctioning
process for KCC review.
2. BACKGROUND
Only those customers who have cleared all previous dues should be eligible to apply. The
customer is required to be KYC compliant and his Aadhar details should be available in
CBS. The customer should have internet banking credentials and has to register on
YONO (only for self-assist cases). IRAC status of any of the borrower's loan account
should not be RG-3 and above. Maximum Permissible Limit (MPL) date (i.e. Due Date)
should not be within 6 months. Customers should be resident Indian. There should be a
KCC application available for review. There should be no pending KCC review application
through YONO.
Customer logs in to the YONO mobile application and enters YONO Krishi. He/she then
clicks on 'Khata' and then clicks on 'KCC Review'. If the customer fulfills the Pre-requisites,
he/she is allowed to apply for KCC review. Customer is asked to validate personal details
(fetched from CBS); data fields include name, account no., educational qualifications, and
category; if the customer confirms the displayed personal details, he/she is taken to the
26
next screen, else he is asked to visit the branch.
The customer is asked to validate the land area under cultivation and cropping pattern. If
there is no change in the land area & cropping pattern, the customer confirms and
proceeds to the next screen, subsequently customer gets the display of eligible KCC limit
(previous year's Maximum Drawal Limit (MDL) x 10% increment) and the customer
provides consent to apply through OTP; subsequently, the customer gets reference
number of the application with the confirmation that application has been submitted
successfully.
The application then moves to the branch where the maker and checker review the
application and the Branch conducts a pre-sanction survey of the application received.
If there is a change in the land area & cropping pattern, observed during the pre-sanction
survey (PSS), the application will not be sanctioned and the Customer will be informed
accordingly through email / SMS.
Once the branch processes the application and the limit is sanctioned, the customer will
be sent a text message containing limit details and the date of the next review. In case the
limit is not sanctioned, the customer will be informed through text message and asked to
visit the branch for more details. Additionally, the customer will be able to see the status at
any time through the 'Check status' functionality.
3. IMPLEMENTATION
It was developed in-house.
· Reduced manpower for processing, sanctioning, disbursement, etc.

· Enhanced customer expectation in delivery credit in time.
· Fraud-free and corruption-free delivery.
· Simplified the process.
This technology will help in other segments as well, for renewal and sanction of loans.
XXX
27
The New India Assurance Co. Limited
Automation of Bank Reconciliation System
The company has started using robotics for the reconciliation of business transactions. As
it is system-driven, it is reliable, and reconciliation is completed within a short time frame.
A small percentage of entries that the system leaves unreconciled due to various reasons
is being handled manually.
2. BACKGROUND
Up to this period, reconciliation is done manually which is not completed on many

occasions within the prescribed time limit giving rise to various risks to the organization.
With the use of robotics, the task can be completed timely & effortlessly.
3. IMPLEMENTATION
It was implemented as a pilot project with the vendor M/s TCS Limited.
Reconciliation, which is time-consuming, repetitive in nature, and needs human efforts,

can be completed quickly within the stipulated time.
As an outcome, detection of Irregularity / Fraud, if any, can be done quickly so that

corrective action can be taken timely.
As of now, it is running as a pilot project in two regional offices of NIACL. The process will
be ramped up Pan India basis once successful completion of the pilot run & removing the
glitches if any.
XXX
28
UCO Bank
Alert System to Check Unusual Credit Transactions in Staff

Accounts: Escalation Matrix
'Alert Management System', through the use of an escalation matrix, has been introduced
in the Bank for dealing with 'unusual credit transactions'. The proposed system is an in-
house systemic change which is at the stage of development. Modifications of the
proposed system and finer refinements have been delayed by the up-gradation of our
bank's software. The Alert Management System is expected to be fully functional by
October 2021.
2. BACKGROUND
Cash deposits prevent tracing of the source of funds and are resorted to for precisely this
purpose. During routine and special investigations, it was observed that there are frequent
transactions which could be viewed under the lens of 'unusual credit transactions' i.e. cash
and transfer/ clearing transactions in accounts of officers/ executives.
To promote transparency as well as trace patterns of unethical dealings with customers,

Bank has introduced an Alert Management System for disposal / closure of alerts
generated for cash/ inward transfers reflected in accounts of employees.
3. IMPLEMENTATION
The 'Alert Management System' has already been introduced in the Human Resource
Management System of the bank. The alert generated is accessible to the concerned
employee in whose account the transaction is reflected. The alerts are generated on the
following:
· Daily cash deposit

· Monthly cumulative cash deposit
· Total daily credit (transfer and cash) excluding salary and other allowances
Monthly total credit (transfer and cash)The alert generated has corresponding
fields which have to be filled by the employee in HRMS and includes the amount,
effective month, effective year, status and alert date. It is then forwarded to the
Review Authority and the Final Authority for closure.
29
ESCALATION MATRIX:
EMPLOYEE REVIEW AUTHORITY FINAL AUTHORITY
FOR CLOSURE OF FOR CLOSURE OF
ALERT ALERT
Sub staff/ clerical cadre BH Concerned ZO
All officers, working at BH Concerned ZO
branches, up to scale IV
(excluding BH)
BH up to scale IV Concerned ZO Concerned Field
Inspectorate
Officers above scale IV posted Concerned ZO Concerned Field
at branches (except FCC) Inspectorate
Officers posted at ZO/HO/ Zonal Head/ Audit & Inspection
RTC/ LDM/ CSC/ FI/ RSETI Departmental Head Department, HO
etc. (other than Zonal Heads
and Departmental Heads)
Zonal Head and Departmental Concerned Field Audit & Inspection
Head of RTC/ LDM/ CSC/ FI/ Inspectorate Department, HO
RSETI/ BH (at FCC branches)
Departmental Heads at Head Audit & Inspection Vigilance Department
Office and GMs other than FI Department, HO
in charge
GM, Audit & Inspection Vigilance Department Vigilance Department
Department, Head Office
Indicative threshold limits are as given below:

· Inter-branch transaction in staff account Rs. 50,000/- and above
· Cash deposit in staff account i.e. aggregate cash deposit at all branches in staff
accounts Rs. 50,000/- and above
· Credit entries in staff accounts i.e. aggregate amount of credit entries Rs. 50,000/-
and above (not including salary and proceeds of TDR)
Cash deposits are expected to reduce drastically and only transfer transactions to be
resorted to. This will help in maintaining an audit trail for all transactions.
When the Alert Management System is read with the detailed expansion of Annual
Property Returns and the mandatory declaration of assets/ liabilities, it is going to be a
deterrent to an employee to deposit cash in account not just in our Bank but in the entire
banking system.
XXX
30
UCO Bank
Fraud Prevention through Increased Awareness: ALERT UCOite

The initiative 'Alert UCOite' has been launched for moving beyond punitive and preventive
vigilance towards participative vigilance. Instances of fraud prevention are encouraged to
be shared by officers working at ground zero. This is in effect asking every employee to be
a Vigilance Officer by encouraging reporting of 'near misses' at field/ branch level for wider
dissemination. 'Alert UCOite' has been introduced in the form of a sustained drive since
April 2021.
2. BACKGROUND
On past occasions, it was observed that fraud was attempted simultaneously at various
branches, either perpetrated by a single person or through a common pattern. Bank was
adversely affected with both financial and reputational losses due to such incidents. The
fact that information of 'near misses' and 'hits' of the fraud was not shared with urgency
across all branches, allowed the fraud to occur in branch after branch. Information sharing
as key to fraud detection and prevention gave birth to Alert UCOite.
3. IMPLEMENTATION
A 'call ' was made to all employees through a joint appeal by CVO and MD & CEO laying
the onus of the Bank's pride on each employee's shoulder. A sustained drive was then
formally launched named 'Alert UCOite' where all Zones/ branches were intimated as to
the importance of reporting near-misses in the effort at preventing potential frauds from
being perpetuated in the future.
This initiative has been widely publicized with running scrolls in CBS and flash messages.
Events are shared, then uploaded for access by all employees. The incidents will be
published in the Quarterly Magazine UCO Vigil serving as a crucial exercise in preventive
vigilance and encouraging a steady flow of information sharing. Employees participating
in the initiative will also be felicitated during Vigilance Awareness Week.
· Faster dissemination of information on fraud-related modus-operandi.
· Networking to minimize losses at an organizational level.
· Shift expected in viewing Vigilance as less of a policing Department and more as an
integral part of the bank.
· Slow but steady creation of a sense of belonging and stakeholdership of the
organization.
The initiative has complete utility for replication by the other players in the banking domain.
31
Union Bank of India
System Based Identification of Shell Companies to Prevent

Diversion / Money Laundering
Vigilance Department, CO is creating awareness for ensuring compliance through various

tools such as Preventive Vigilance Visits (PVV), Offsite surveillance, Zonal Vigilance
Committee meetings (ZVC), etc.
ZVC meetings are held every quarter wherein Field General Manager as Chairman of the
committee assesses/ reviews the performance of the Regions under their jurisdiction on
selected Preventive Vigilance parameters. All Regional Heads, Zonal/ Regional Vigilance
officers, and Zonal Audit Heads are compulsory members of the meeting. CVO attends
the meeting as a special invitee.
To further strengthen the compliance level by field functionaries and in order to make the
performance of a Zone measurable, Vigilance department, CO has devised a tool namely
Vigilance Perception Index (VPI) to measure the performance of a Region and Zone as
a whole in a more objective manner from June, 2021 quarter.
2. BACKGROUND
Under VPI, the performance of a Region/Zone is assessed on the basis of eight different
compliance related parameters, all of which are very important for the healthy growth of
the organization.
VPI is calculated by each FGMO based on the performance of the Regions in the selected
parameters and is submitted during ZVC meeting. Higher VPI indicates lesser deviation
and more compliance in the parameters selected
3. IMPLEMENTATION
Following eight parameters each having ten marks are considered for arriving at Vigilance
Perception Index (VPI).
These parameters are dynamic parameters based on compliance level, the same can be
added/deleted with advance intimation to field.
32
It is observed that the compliance level of the Regions has been regularly checked
through VPI & improvement in certain parameters viz. CMRD Visits, Surprise Cash
verifications, Scrutiny of M-27 reports, Bank Mitra Point verifications, etc. have been
emphasized for better monitoring, control & supervision of the field.
The same can be used in other organization/PSUs for effective monitoring of the various
stakeholders under defined parameters.
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33
TRANSPORT & INFRASTRUCTURE

MANAGEMENT SYSTEM
Bharat Petroleum Corporation Limited
Vehicle Tracking System for LPG Transport
BPCL LPG has implemented a Vehicle tracking system (VTS) for all its packed and Bulk
LPG vehicles engaged under a contract for movement of bulk LPG and packed cylinders.
It is a cloud-based, consignment management solution called Visual Cargo-Vehicle
Tracking System (VTS), which works with GPS hardware on a real-time basis and
provides the complete visibility of the LPG Trucks movements with their location
coordinates. The VTS System integrates the vehicle real-time location data received via
GPS with the BPCL ERP/SAP systems.
Mobile application for the Transporter, Distributor & Plant Officer is provided to monitor
real-time vehicle movements along with details of product movement trips, source &
destination. Various customized reports such as vehicle reporting & delay, tracking & non-
tracking, faulty VTS, Battery status, route finalization, and RTKM verification are also
available.
Implementation of Vehicle Tracking System (VTS) has enabled businesses and

transporters alike for a real-time monitoring of LPG Truck movements. This system
triggers timely notifications to all the stakeholders like abnormal halting of the trucks at a
distributor location for more than the expected period, detection of night driving, deviation
from pre-defined routes, unauthorized stopping en route, unauthorized removal of the
hardware devices. Thus, the Vehicle Tracking System (VTS) helps as a deterrent to
indulgence into any malpractices and indiscipline by the vehicle crew like product
pilferage during in transit and ensuring timely reporting of vehicles at bottling plants & at
LPG distributor's godown.
35
2. BACKGROUND
Logistics and product security are very significant operations in LPG Business impacting
revenues. Monitoring vehicle movements and preventing enroute malpractices by tank
lorry crew was a requirement. The business and the Transport contractors required the
following information on a real-time basis for ensuring better monitoring discipline in the
logistics fleet.
· Truck route deviation is beyond 50 meters from the planned route
· Stoppage is beyond a stipulated time.
· Simultaneous occurrence of both (a) and (b) above
· Trip time is exceeding the standard trip time which is given by BPCL
· Trucks are waiting at the bottling plant or loading location /Distributor Godown for
more than 4 hours.
3. IMPLEMENTATION
The successful vendor M/s Trimble Mobility Solutions India Pvt Ltd. on one hand had
placed orders for VTS devices with the suppliers due to high lead time and at the same
time started with backend system readiness / portal developments, procurement of
various licenses and subscriptions, Google API's which were required for starting VTS
services in Packed LPG trucks.
Once developments were complete and devices have been procured, necessary
installations in all Packed LPG Trucks have been done by the vendor's field staff. As of
date, all Packed LPG Trucks (6200 LPG Trucks) are installed with VTS devices.
4. IMPACT AND BENEFIT
To the LPG Distributor Network and transporters

· The VTS system automatically informs the distributors’ information of the vehicle till
it reaches and then leaves the godown. The GPS data, geocoded locations, and
Google Maps enabled traffic data are combined to derive the Expected Time of
Arrival (ETA) for the Packed LPG Trucks at the distributor godown. Following are
some of the scenarios when the distributor should be informed of the status
automatically are :
· When the vehicle is nearing the godown.
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· When the vehicle reached the godown.

· When the vehicle is halting at the godown for more than the stipulated time.
· When the vehicle leaves the godown.
Similarly, it automatically informs the transporters of various status information of

the vehicle. Following are some of the scenarios when the transporter should be
informed of the status automatically:
· When the vehicle reports to the plant for loading.

· When the vehicle enters the loading bay for loading.
· When the vehicle leaves the loading bay after loading.
· When the vehicle leaves the plant for the godown.
· When the vehicle is nearing the godown.
· When the vehicle reached the godown.
· When the vehicle is halting at the godown for more than the stipulated time.
· When the vehicle leaves the godown.
For the Business
· No product dry outs at the Bottling Plants by efficient tracking of Bulk LPG Tank
trucks leading to no loss of bottling hours due to product availability
· Check on product pilferage during in-transit product movement from Bottling Plant
to distributor's Godown
· Correction in distance data used for transportation payment as per actual
distances travelled by vehicles
· Higher turnaround of LPG trucks due to less enroute stoppage leads to a
simultaneous increase in transporter earnings & higher vehicle at bottling plants.
· Safe product movement as movements are monitored as per oil Industry Transport
Discipline Guidelines with the VTS systems
It can be replicated in the sectors where tracking of product is required for on time delivery
no product pilferage and the product moves in the batches.
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37
Centralised Vehicle Tracking & Management System.

Centralized Vehicle tracking & Management System (CVTMS) with New Geo RTD
(Return Trip Distance) System was introduced at 118 POL locations in August 2020 and
completed in December 2020.
2. BACKGROUND:
The safety and security of petroleum products during movement through Tank Trucks
(TTs) has been a challenge for the industry for the past many decades. Malpractices in
form of theft & adulteration by unscrupulous elements have been a problem for the
industry. Industry Transport Discipline Guidelines (ITDG) and Marketing Discipline
Guidelines (MDG) were earlier introduced as punitive deterrence towards the same.
Vehicle tracking and management system is an effective tool for preventive deterrence for
the same. The various systems which were earlier introduced were not having a common
platform on a pan-India basis and their Server capabilities were inadequate to generate
effective reports at different levels like Location, State Office, Head Office etc. Field
locations, as well as SO/HO, were struggling to maintain those systems and get effective
results. Hence it was planned to introduce a centralized vehicle tracking and management
system with the latest technology which will have a common software platform pan India.
Also, it was planned to bring the Geo RTD system on the same platform.
3. IMPLEMENTATION:
After due deliberations at many levels, scheme and specifications of the system were
finalized and M/s Trimble was roped in for implementing CVTMS and Geo RTD system. All
TTs for delivered supplies of POL products are fixed with an intelligent VMU device with an
alarm system. The TTs are tracked for their routes, speed & halt deviations. In addition, the
safety aspect is also being taken care of with the help of additional features like harsh
braking/ harsh acceleration, night driving, etc. to monitor the journey.
38
The data is continuously being uploaded on a centralised server which gives real-time
alarms to the TT crew for over speed, route, halts, deviations, etc. preventing the possible
deviation and malpractice.
Exception reports are generated as per pre-defined formats and emailed to the
transporter and location coordinator. Letters for actionable deviations are also generated
automatically, as the system has a sturdy interface with SAP. Fortnightly reports are also
provided to locations through emails for better monitoring. All Transporters / Customers /
IOCL users have mobile applications as well as web access to monitor the respective
information of the TTs.
GEO RTDs are prepared based on the shortest possible all-weather motorable route
concept. The system generates 2-3 routes and workflow is initiated. The whole system is
online, and the data is retrievable at any point in time.
Effective monitoring of TT movements has increased discipline amongst the TT crew and
inculcated safe driving habits in them. Transporters have also gained through the system,
as now they can monitor and control their large fleets through a single click on the web as
well as on mobile application. This has increased the turnaround time of TTs and thus the
RTKMs. Also, control over speed, harsh breaking, etc. has resulted in better management
of the TT journey. The officers at locations, getting handy information of deviations from
pre-defined routes, can monitor and control the fleet in efficient and effective manner. It
has become easier to act on the erring TTs and transporters, as the records are readily
available and are system generated. Thus, the CVTMS system has proved itself as an
effective tool of preventive deterrence to the malpractices in POL TTs'.
A Sturdy Geo RTD System in place has reduced the efforts of field officers and other
officers in line of approval. The system-generated routes are cross verified by the field
officers through the web only. Auto-updating of these Geo RTDs directly into SAP has
eliminated possible errors and saved time in record updating in SAP.
39
5. POTENTIAL FOR REPLICABILITY:
It is replicable in all other functions as well across organizations. Accordingly, all other
departments are already in the process of implementation and getting their RTDs
verified through the Geo RTD system.
40
41
CONTRACT MANAGEMENT
Online Generation of Quarterly Progress Reports

for Contracts/Works
QPR system has been automated to fetch all contract/ Works related details directly from
the Contract Module of SAP system. EICs are required to only update the physical
progress in the system and the remaining details of the contract – Purchase Order No.,
estimated cost, Awarded cost, Vendor code are automatically captured from the
Procurement module of the SAP system.
2. BACKGROUND
As per the guidelines of CVC, the Quarterly Progress Report of all the contracts/works is
to be reported to CVC in the prescribed format on a quarterly basis. For capturing the
data from all the locations pertaining to the contracts/ works of their respective area, an
Intranet-based e-QPR System was operational. Engineer In-Charges of all sites were
authorized to enter the data and a consolidated e-QPR report was generated by
Corporate Vigilance and forwarded to CTE. It was observed that the system needed
improvement to address the following issues
· Entry of contract/work orders was being made manually by the user and there
was no check in the system to verify the entry of all the purchase orders/ work
orders.
· As all the data was being entered manually by the user, there were chances of
errors while entering the data.
· Sometimes data entered in the different annexures of the system was not as per
the defined classification of Annexures by CVC.
Accordingly, a system improvement was suggested to enable provisions for automatically

capturing the data about all the contracts/ work orders directly from the SAP Procurement
module including Purchase Order No., Order value, estimated value, Vendor name, EIC
name, etc. Further, logic was built into the system for automatic fetching of data as per the
classification of Annexures given by CVC.
43
3. IMPLEMENTATION
The modifications have been completed by the in-house IT team of GAIL and the system
has been made live.
This automation has provided multi-fold benefits :
· While auto fetching, logic has been defined in the system which enables the
fetching of contracts/ purchase orders in the respective Annexures.
· There were instances, wherein some of the contracts were not getting entered.
With the automation, contracts are directly fetched from the SAP module of the
procurement system ensuring all the contracts are captured.
· Chances of errors while doing manual entry are minimized/zero.
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44
Real-Time Online Access for Verification of Bitumen Invoices
This system provides access to PWD Officials to carry out online verification of Bitumen
invoices billed to road contractors of their respective divisions.
2. BACKGROUND
The requisition for the purchase of bitumen is required to be placed to the Corporation
through the Executive Engineer (EE) of the Division concerned. The EE then issues a
letter to HPCL comprising of details like the name of the work, the contractor, and
agreement number of the work for supply of the required quantity of bitumen. The
contractor procures the bitumen by paying its cost and HPCL then issues an invoice that
contains details of the requisition placed by the EE.
The contractor is required to attach the copies of the invoices for the purchase of Bitumen
with the running/ final bill of works in proof of procurement of the required quantity/grade of
materials to PWD. HPCL used to send manual copies of the invoices to PWD for
verification.
Now, the whole process is digitized wherein PWD is provided access to these invoices to
verify them online.
3. IMPLEMENTATION
An in-house module has been developed for online verification of Bitumen Invoices and
access has been given to 300+ Govt. Organizations to use the same.
45
Following are the key benefits of the application:

· Real-time online access for verification of Bitumen invoices;
· The process eliminates the possibility of submitting multiple copies of the same
invoices in support of the purchase of bitumen for different works; and
· Time-efficient process.
This can be replicated for all other products supplies at various organizations wherein
tracking and confirmation of end-user is desired.
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Standardization of Format of Concrete Mix Proportion for

Improving Quality of Work
NMDC is constructing a steel plant (NISP) of capacity 3MTPA. There is a scope of 9 lakh
cu.mt concrete work to complete all the civil works. One Contractor handles various civil
contracts / works and the CONCRETE MIX PROPORTION is not the same for all the
works. These contractors are procuring the READY-MADE CONCRETE MIX from
another contractor who is having a batching plant. Since the concrete mix opted by the
contractors differ from one another and due to many orders at the same time supplier may
be confused and not able to provide the concrete Mix as per the order.
The Batching Plant slip does not contain any details while issuing the Concrete Mix to the
contractors. Hence, there is a chance of not following the actual/approved Mix proportion
suggested by the In charges of the concerned site.
Also, it is observed that contractors are performing the concrete work at their convenient
time including night times. Hence, the availability of either MECON/NMDC
officers/Vigilance Officer at the site is not possible many times for Supervision of the works
during the concreting of the Package/work.
To minimize the above lapses, circulars were issued as a part of System improvement.
● What exactly is this adopted measure / initiative:
An SMS as well as “standard Format” incorporating some compulsory

details are forwarded before starting the work.
All the Contractors have to send an SMS to the concerned MECON/NMDC

officers as well as Vigilance officer at least 2 hours before starting the
concrete work.
The batching plant SLIP must contain all the necessary details of Mix type,
Package No./Name of the Work, Reference of approved Mix Design
Report, Date and time of preparation of concrete, Identification
number of transit mixer carrying the concrete while issuing the
concrete.
47
2. BACKGROUND
The existing system which was replaced by this initiative, had the following
challenges:
· The material received from the batching plant was used in the concrete
works without due verification.
· Lack of supervision due to concreting of works done even at night times
also.
· Chance of quality lapses due to lack of verification/supervision.
Problems/Vigilance Risk that was addressed:
· Eliminating the possibility of not using the CONCRETE MIX PROPORTION

as specified in the contract.
· Due to a lack of clarity on the quality of material received, it became difficult

for the site engineer to access the quality of the concrete mix. Hence, the
quality of the construction may differ from the actual prescribed quality, and
· Due to odd timings of the concrete work, problems aroused in monitoring &
supervision.
3. IMPLEMENTATION
The above system has been developed in-house, using the internal resources only and no
additional cost is involved in implementing the above system. It was initiated in the mid of
the year 2019 and has been implemented from the beginning of the year 2020.
It is introduced on a large scale in the steel plant of NMDC.
· Impact on other functions:
Effective supervision may lead to a better quality of Construction.
· How and to what extent the prevailing business processes have been
re-engineered as a result of the technology:
An SMS system has come into practice and is being implemented through
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the concerned officers. All the concerned details are being incorporated in
the batching plant slip as per the circular issued.
· How the vigilance risk has been reduced:
The number of vigilance queries have come down due to improvement in

monitoring and supervision on civil works.
· Estimated benefits envisaged in long run for the organization:
The Quality is improved very much. The repair cost will be reduced in the
future for any quality-related lapses in civil work.
Work can be completed within the prescribed time, without any lapses.
This system can be implemented in other projects/constructions also where a huge

number of civil works are executed.
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NTPC Limited
Contractors' Labour Information and Management System:

(CLIMS)
NTPC deploys thousands of contractual workers for its various projects. To streamline the
system of payment to contractors and ensuring that all statutory requirements are met, an IT
based system called “Contractors' Labour Information and Management System' (CLIMS)
has been implemented. It aims to streamline the processes relating to the deployment of
contractual labour like proper keeping of records in a digitalized format and ensuring that the
wages and other benefits of labourers deployed at NTPC Plants are disbursed correctly and
in time. The CLIMS application also has inbuilt features like bio-metric attendance, medical
fitness, safety training/ clearances, ESI registration, and other regulatory checks.
2. BACKGROUND:
NTPC traditionally deploys thousands of contractual workers in power-plants in Operations

and Maintenance (O&M) as well as construction works. Most of the activities targeted
towards payment and welfare of contractors' workers largely relied on manual records
maintained by contractors. There was a lot of paper-work and physical records which had to
be scrutinised carefully before the release of payments. Other Statutory compliances were
also monitored manually. A need was felt to automate these processes to bring in
transparency, accuracy and ensuring that workers were paid their dues in time.
3. IMPLEMENTATION
CLIMS is designed to automate several time-consuming processes in a contract involving

labour force, including wage sheet processing for contractor's labour and statutory reporting
and archival. The application covers the management of information of contractors and their
work contracts including the contractor's labour force; their work timings, wages, welfare,
safety, and health concerns. While the contractor retains ownership of labour data and
enjoys full control over labour attendance, work timing, wages etc., the system provides
real- time information window to concerned NTPC officers like Engineer-in-charge, HR and
safety department, etc. for ensuring compliance of labour laws and labour welfare.
As all the data is stored in servers, CLIMS provides on-click generation of statutory reports
and faster HR clearance for contractor's payment. It has brought transparency in terms of
wage payment and has ensured payment of proper wages and social security to the
workers. PF & ESIC deductions are also automatically calculated in wage sheets improving
accuracy and efficiency.
50

Manual System CLIMS
1 Manual and Multiple Entry of One-time data entry. Same data utilised in
Data related to contract workers all forms and reports.
in various formats.
2 Lack of worker related data and Creating digital data repository of workers
insufficient information. data such as their skill level, trainings
received, designation, PF/ESIC numbers,
etc.
3 Te d i o u s p r o c e s s e s o f Digitalization of EIC, Medical, Safety and HR

clearances. Many times clearance processes and thereby reducing
clearances were avoided due to paper consumption and making this process
urgency. faster and effective.
4 The tedious process of gate- Authentication of workers using biometric

pass checking and Access machines (face recognition or finger print) to
Control Paper Gate Passes can enhance security and control access to plant.
be forged.
5 Problems of proxy attendance No possibility of proxy attendance and

and unauthorised entry unauthorised entry due to biometric
automatically. authentication.
6 Manual attendance on registers, Availability of real-time workers’ attendance
difficulty in collating and data.
reporting.
7 No trace of workmen on the job Live dashboard displays number of
at any given time. contractors’ workmen deployed in each work
area at any given time.
8 Manual Wage Sheet Preparation. Auto-generation of Wage Sheets & Pay Roll,
ensuring wage payment to workers on the
last day of the month.
9 No proper validation of Payments to workers are through banks and

payments to workmen. comparing bank account statements of
workers with system generated wage sheets.
10 Manual preparation of MIS A u t o m a t e d , R e a l - Ti m e R e p o r t s a n d

reports (After collecting data Contextual dashboards for stakeholders
from various sources). Customized Analytical / Statistical Reports
and Charts for Management and CLIMS
users.
11 Long delays in the processing of Faster HR clearance and legal compliances
Contractors’ Bills and HR through the availability of authentic data
clearance processes. online.
12 Manual preparation of statutory Digitalization and automatic generation of

reports. statutory compliance reports.
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CLIMS was awarded as Innovative Best Practice in Digital Transformation in the

'Service Excellence' category by the CII (Confederation of Indian Industries) in the
year 2020.
CLIMS won the award of appreciation from CSI (Computer Society of India) in the
year 2021.
This application can be used by any other organization which deploys labour force for its
operations, maintenance, construction or any other activities. It is replicable for other
organizations with minor modifications customised to meet the specific needs of the
contracts.
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52
Oil India Limited
Empanelment of Independent Inspection Agencies for Verification

of Vendor Credentials

Introduction of independent verification and certification by the empaneled agencies of

Vendor’s credentials / documents submitted along with the bid against Bid-Evaluation / Bid
Rejection Criteria in case of high value global & national tenders.
2. BACKGROUND
In the absence of a system of verification of documents, often complaints of corrupt /

unethical practices were received that a particular bidder while submitting his bid against a
tender has submitted fraudulent documents in support of Bid Evaluation / Bid Rejection
criteria like experience certificates, etc. This point has also been highlighted by CVC. With
the introduction of this initiative w.e.f. May, 2020, the problem of submitting fraudulent
documents has been addressed.
3. IMPLEMENTATION
OIL has empaneled 9 Independent Inspection Agencies through Expression of Interest

(EOI) for an initial period of 4 years, whose names would be mentioned in the Tenders.
Bidders while submitting their bids have to choose one of these agencies at their own cost
and get their documents in support of Bid Evaluation / Bid Rejection Criteria verified by the
chosen agency before submitting their bid. Bids accompanying unverified documents shall
be rejected.
Presently, the clause on Independent Verification of Documents is applicable for Tenders

where the expected procurement value is Rs. 5 Crores or more.
The initiative was mainly directed to check the corrupt practices of submitting fraudulent
documents on part of the bidders while submitting their bids to get contracts.
53
In the long run, this initiative is expected to help the organization in developing a vendors'
base and ensure that procurement is done from genuine and credible vendors, which will
benefit the organization in terms of quality products & services.
This initiative has been successfully implemented throughout the organization in the case
of high value tenders. In the long run, the limit of Rs. 5 Crores as well as the scope of
certification / verification of documents can be reviewed.
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54
Objective Assessment of Capacity and Capability of Bidders

A measure of systems improvement facilitating the elimination of subjectivity in tender

awards through the incorporation of event-based eligibility/disqualification clauses in Bid
documents and dispensation of post-bid performance evaluation of existing contractors in
ongoing projects.
As part of tender evaluation, assessment of capacity and capability of bidder to perform

the contract was earlier carried out as per the following pre-defined eligibility criteria:-
§ MAAT (Minimum Average Annual Turnover)

§ Manufacturing Capacity
§ Balance Bid Capacity
Further, performance review of existing contractors in

ongoing projects was also being done earlier through a standing committee.
In order to make the performance review of any agency more objective, transparent, and
fair, POWERGRID vigilance emphasized that any performance assessment mechanism
involving on-going contracts with bearing on fresh tenders at the post-bid stage ought to
be avoided as far as possible.
Bid documents were accordingly standardized by POWERGRID with approval of the

Board of Directors based on Vigilance suggestion to incorporate a filtering mechanism to
exclude bids from non-performers/ poor performers/ saturated performers based on
objective eligibility parameters. Towards this end, the following critical negative events
have now been incorporated as parameters for deciding the eligibility/ineligibility of a
bidder, and these form part of the Bid document:
Ineligibility Parameters/ Events
§ Termination of contract due to Contractor's default
and encashment of CPG due to non-performance; ❖ Contract Termination & CPG
encashment
§ Repeated failure of major types of equipment while
on service; ❖ Repetitive Failure of eqpts
§ Substantial portion of works (more than 50% of the ❖ Subcontract of Major Works
contract) is sub-contracted, under the existing
❖ Referred to NCLT
Contract;
§ Firm has been referred to NCLT under Insolvency and Bankruptcy Code.
55
2. BACKGROUND
§ Earlier the assessment of capacity and capability of bidders was done on the pre-
defined eligibility criteria of MAAT (Minimum Average Annual Turnover),
Manufacturing Capacity, and Balance Bid Capacity. The Balance Bid Capacity was
earlier defined as follows:
§ Balance Bid Capacity = 3T – B, where

T= Maximum value of works executed in any one financial year during the last 5
financial years taking into account the completed as well as the works in progress.
B= Value of existing commitments and ongoing similar works yet to be completed

§ Declaration to be given by Bidder in his bid.
§ Bidder's balanced bid capacity was checked during the first stage
evaluation (before price bid opening) considering his declaration as well as
other packages under award and zone of consideration.
In addition to the above, a performance review of existing contractors in ongoing
projects was also being done by a standing committee based on inputs from the site
and various other departments.
Subsequently, Vigilance advised that appropriate measures for systemic

improvement in this regard may be put in place to avoid post-bid subjectivity in
evaluation of bidders and to bring in transparency by introducing pre-defined events.
3. IMPLEMENTATION
Amendment to the existing procedure of assessment was notified on 17.01.2020 duly

approved by the Board of Directors POWERGRID. It is now fully implemented across the
Company and is applicable to all tenders.
Bid-exclusion process is now devoid of subjectivity and administrative discretion. The

same is based on event-based parameters that are clearly spelt out in Bid documents. It is
also a measure to arrest the setbacks/ delays, if any, in ongoing contracts more efficiently
and to decide eligibility/ ineligibility of bidders for an award of new contracts before the
opening of Financial Bids.
The new guidelines for the assessment of capacity and capability introduced in
POWERGRID can be suitably implemented in tendering in the award of works by the
majority of organizations.
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56
Online System for Issuing Performance/Experience

Certificates: Siddhi
1. BRIEF DESCRIPTION OF THE MEASURE / INITIATIVE
Online system for issuing Performance/ Experience Certificates in respect of Contracts

(Purchases/ Works) awarded by Units/ Regions/ Divisions (Siddhi) was introduced at
large scale in BHEL in February, 2021
2. BACKGROUND
An e-mail was received from a State Govt. office to a BHEL official working in one of the
Units requesting to confirm as to whether the enclosed experience certificates of 2 sub-
contracting vendors were issued by him. In turn, BHEL official confirmed that these
experience certificates were issued by him and were genuine. Subsequently, while
examining a complaint, Vigilance Department verified with the BHEL official, whether the
certificates were issued by him. BHEL official informed that for one vendor, the content of
the certificate was different from the certificate issued by him, and for the other vendor, it
was stated that he had not issued the certificate at all. Though, the official had earlier
confirmed to the State Govt Office that he had issued the certificates, however later, upon
Vigilance query, he had changed his statement. He, subsequently, informed the State
Govt. office that he did not issue the experience certificates of these two vendors. Further,
the "Guidelines for the issue of Performance / Experience Certificates in respect of
contracts (Purchases / Works) awarded by Units / Regions" issued by Corporate Office of
BHEL, were not followed in letter & spirit.
3. IMPLEMENTATION
· An online system has been developed for issuing Performance/ Experience

certificates to Suppliers/ Contractors.
· Suppliers/ Contractors are to submit their requests through the online portal
available at h ps://siddhi.bhel.in.
· Individual Performance/ Experience certificates can be issued for each executed
PO/ WO.
· The default Administrator of the system is available at the respective DTG
department of the Unit/ Region / Division.
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· The Administrator shall identify and provide access rights to authorized users i.e.
Initiators, Finance, Issuing Authorities, etc.
· While certifying the executed/ supplied value, the 'Gross Value' of the bills passed
(excluding deductions on account of tax, LD, etc.) on the date of issuance of
certificate may be considered by the Finance department.
· The Issuing Authorities shall not be below the rank of DGM as per the extant
guidelines.
· The issued certificates having unique identification can be sent electronically to the
organization seeking the certificate and to the concerned Supplier/ Contractor.
· Embedded URL and QR code can be clicked/ scanned for verification purposes.
· Viewing rights shall be available for respective Internal Audit/ Vigilance Functions.
· Centralized repository of all issued certificates shall be maintained by CDT.
· Till 08.09.2021, 417 experience certificates have been issued through the online
system.
The online system is applicable for issuing experience certificates to Suppliers/

Contractors by all concerned / functional areas of the Company.
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Sample Cer ficate
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59
Indian Railways
Indian Railways Works Contract Management System: IR-WCMS

Indian Railways are one of the largest Rail networks in the world with highly distributed
assets. Around 25,000 Projects in addition to day-to-day maintenance works are in
progress at any point of time on Indian Railways. These involve about one lakh of
contracts to be handled as each Project involves multiple Contracts. Manual system of
monitoring such a large number of Contracts is a stupendous task leaving scope for
possible Intentional/ unintentional irregularities. Also, it suffers from lack of availability of
information, the possibility of human error, missing timelines, etc.
All Contracts involve multiple stake-holders including working agencies, Government and
PSUs, etc. It also involves a lot of paper work and physical file movement, which is a time
taking process. At times, monitoring of important items such as the validity of date of
completion, validity & adequacy of Bank Guarantee, reply to contractor's queries and
correspondences get overlooked resulting in disputes and litigation. With the use of this
Application, such issues will be addressed fairly and related problems will be avoided.
2. BACKGROUND
In Indian Railways, the 360 Degree e-enablement of Project Management has started at a
fast pace. As of now, initiation, sanction, and monitoring of Projects are being done on
IRPSM (Indian Railways Projects Sanctions & Management). Similarly, procurement of
goods & services is being done on IREPS (Indian Railways E-Procurement System) and
payments for the same are being done on IPAS (Integrated Payroll and Accounting
System). All the above e-Applications are Enterprise-Wide e-enabled systems that have
transformed Railways' working towards greater transparency. With the use of IR-WCMS,
management of contracts after its award will prove to be a game-changer to ensure
transparency and fairness.
60
With the objective to monitor and regulate the works properly after awarding of contracts
during execution and its finalization, it is envisaged to bring contract management also on
IT platform so as to have effective control on contracts and be in sync with the Hon'ble
PM's Digital India Initiative. IR-WCMS covers all the activities involved in contract
management after the issue of Letter of Acceptance (LoA) from IREPS. For every
contract, roles can be dynamically assigned as per provisions in the Schedule of Powers.
Log and trail for each activity are maintained by the system for keeping track of changes
ensuring accountability at every stage.
3 IMPLEMENTATION
Works Contract Management System- IR-WCMS has been developed by a dedicated
team of CRIS guided by NR and Railway Board. The Application is in line with the
guidelines available in various relevant codes & manuals. It incorporates actual working
practices in vogue over various Zonal Railways duly modified to suit IT environment. In
place of conventional files and folders, IR-WCMS Application uses web-enabled IT
platform and relational database technology. All the contract related data, processes,
calculations, etc. with pre-checked logics have been in-built to minimize errors and
expedite the process with the following features:
(i) Dashboards for all stake-holders and users which provide status as well as
alerts and notifications for pending items.
(ii) IRPSM (existing), IREPS (existing), IR-WCMS (new) & IPAS (existing)
Applications have been integrated on the basis of a Unique Work ID (UWID)
generated for each sanctioned project at the time of sanction.
(iii) Application adheres to the guidelines available in Railway's GCC, Model
SOP, Engineering Code, Finance Code, etc.
(iv) Digital signature has been used for authorization/authentication purposes
by all the concerned officials.
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IR-WCMS covers the following post-LOA (Letter of Acceptance) features which will
eliminate manual interface having large positive implications on contract management in
the following areas:
· PG (Performance Guarantee) and SD (Security Deposit) management
· Agreement generation and signing using digital signature
· E-MB and Billing (On Account & Final)
· Variation in a running Contract
· Non- Schedule Item (New item) approval
· Extension of Date of Completion(DoC)
· Release of Performance Guarantee (PG) & Security Deposit (SD)
· Zonal Contract Management
· Service Contract Management
· Correspondences of all types including as per GCC
A large number of cases of irregularities in the management of work-contracts leading to

Vigilance angle are detected every year. The introduction of IT application like IR-WCMS
for administering the management of work-contracts will help in the reduction of such
cases to a great extent. A paradigm shift is expected to occur in the management of work-
contracts wherein many common irregularities leading to malpractices will become
redundant and vigilance cases arising out of such irregularities will be avoided.
Further, IR-WCMS will enhance transparency and efficiency in the public domain
and ensure accountability of stakeholders which will facilitate the following
benefits:
§ Free access, through an online portal, to all stakeholders.

§ Use of digital signature ensures secure transactions and eliminates forgery.
§ Availability of all details of the contract in the public domain.
§ Availability of digitally signed contract agreements in digital format at all times from
anywhere with all terms and conditions.
§ Recording of measurements using digital signature, fixing responsibility, and
ensuring non-repudiation.
§ Automatic Bills preparation from e-MB with transparency and efficiency.
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§ Check on billed quantity with respect to Agreement/ Variation quantity.

§ Saving of significant amount of paper and help the Environment.
§ Bills cannot be passed if DoC (Date of Completion) of work has expired.
§ Avoiding duplication in payment i.e., once a bill is paid, then only the next bill is
possible to be processed.
§ Availability of all the documents with IPAS account related to Work's Contract to
cross-check before bill payment.
§ Trail of the changes with user details is maintained in IR-WCMS for ensuring
accountability at every level.
§ Portability of automatic data from IREPS and IPAS without human intervention
avoiding chances of manipulation at any stage.
5 POTENTIAL FOR REPLICABILITY
IR-WCMS will regulate project completion, save time and cost over-run, improve
efficiency and most importantly bring transparency in contract management. The chances
of committing mistakes will reduce as several checks and alerts are an integral part of the
application. It will help to build an organizational image in public domain. Contract
management is common in most of the organizations and such type of secured software
application would be useful for all. A similar system for basic framework and methodology
may be adopted in other organizations as well keeping in view their own rules, regulations,
code, and provisions, etc.
XXX
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INVENTORY MANAGEMENT
Bharat Dynamics Limited
Online Gate Pass System for Material Entry
Online Material Entry Gate Pass System was introduced and implemented across units of
the Company with effect from Dec-2020 which captures details like Purchase Order No.,
receipt of no. of items against PO, vehicle no., driver details, in-time, out-time, etc.
2. BACKGROUND
As per the earlier system, materials were to be brought inside the company premises with
an Inter-departmental written/typed note addressed to Central Industrial Security Force
(CISF) indicating Order no., Vehicle details, etc. CISF records the details of Delivery
Challan (DC), Vehicle in & out time, checks the materials as per DC, and permits the
vehicle to deliver the materials inside company premises.
During scrutiny of a civil work in one of the units of the company, it was observed by the
vigilance wing that as per the records of the Cement Register maintained by the
Contractor & Civil Engineering Department, 3120 Cement Bags were stated to be
received at Workstation / Site vide 14 Delivery Challans and 3132 Cement Bags were
stated to be consumed during the execution of the said Civil work. However, as per the
records available with CISF, only 1120 cement bags were brought inside vide 10 Delivery
Challans with entries in the CISF register. The Contractor has forged CISF entries of the
Delivery challans and made a fraudulent claim.
From the above instance, it was noticed that checking/keeping track of the multiple
delivery challans against purchase orders manually was leaving a scope for manipulation
and forgery of documents causing loss to the organization.
In another case for the supply of Provisions for Canteen, it was observed that the vehicle
carrying provisions was inside the company premises for more than 6 hours. From this
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instance, it is noticed that there was no tracking mechanism on the movements of outside
vehicles inside the company premises, which is dealing with sensitive items.
In order to overcome the shortcomings of the manual system mentioned above, an online
material entry system was developed and implemented which captures details like
Purchase Order No., receipt of no. of items against PO, vehicle no., driver details, in-time,
out-time, etc. The online system is accessible to the user department/indenter and CISF
and reduced the instances of manual intervention, easy retrieval of data, tracking of
vehicle movement, and minimization of the scope of manipulating the documents.
3. IMPLEMENTATION
The online entry gate pass system was designed and developed by an in-house IT team
with inputs from Corporate Commercial and CISF.
4. IMPACT AND BENEFIT
Following are the key benefits of the implementation:
· The online entry gate pass system brought in transparency and accountability in
the system while dealing with incoming materials/ provisions to the premises as
manual intervention is reduced. Thereby, the scope for corrupt manipulations is
reduced.
· The system also facilitates check on the movement of the vehicle inside the
company which otherwise had a potential threat, as BDL is a defence organization.
· With the implementation of online entry pass system, the quality of the entry system
is improved which will be beneficial in the long run.
The online entry gate pass system has got the potential for replication by other
organizations as this system is developed to address issues of material/ provisions entry
into company premises which is a routine but important aspect, daily.
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Garden Reach Ship Builders & Engineers Limited
Developing a Transaction Code for Slow Moving Items
Garden Reach Shipbuilders and Engineers Ltd has taken initiative for effective monitoring
of slow moving items in its inventory. It was noted that a huge inventory lies with GRSE and
a considerable amount of manpower, space, and money is spent on its upkeep.
With a view to streamline procurement and reduce inventory, data on Slow Moving Items
for the period 01.04.17 to 25.08.21 is under collection and examination. This has been
taken up on a large scale basis covering all stores of GRSE.
2. Background
There is presently no system for defining and monitoring of slow moving items in GRSE.
The criteria for determining the Slow Moving Item is yet to be ascertained. However, Non
Moving Items have been defined as those which are lying with stores for more than four
years.
It has been observed in the past that some materials get procured under urgency and later
it is found that the same material has been lying in stores for months thereby defeating the
purpose of urgency. Ship Ropes are damaged after lying in stores for a long time and not
getting detected.
3. IMPLEMENTATION
Presently, the data is under collection and examination. On seeing the outcome of the
examination SAP Team shall be advised to develop a suitable Transaction Code for the
same so that all non-moving/ slow-moving items can be detected. Criteria for detecting the
slow-moving items shall be decided in consultation with the management.
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This method of detection shall have direct control on inventory, indenting, and purchase
and will have the following advantages:
· Reducing inventory and used space at the various stores of GRSE.

· Reduction in damages and wastage of materials lying at stores for a long time.
· The risk of passing off unused materials as scrap will be minimised.
· Excess material lying at GRSE detected through this method shall be notified to
other shipyards for optimal use of surplus stock.
· Such items shall be removed from the list of Stock Items.
5. POTENTIAL AND REPLICABILITY
Once implemented in GRSE the same can be implemented in other Defense sector PSUs.
XXX
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Issuance of IT Consumables through Online Portal
1. BRIEF DESCRIPTION OF THE MEASURE/INITIATIVE
· HAL Bangalore has taken this initiative to avoid discrepancies in the issuance of
Printer Cartridges, and for online verification of in-stock IT consumables. This measure
was taken by introducing an online link in the divisional portal for the users to request
Printer Cartridges and make stock items available in the online tab and procurement of
cartridges to be made annually based on the request received from the user through
online mode.
· The system improvement measure was undertaken in the quarter ending June, 2021
and has been completed.
· The initiative has already been introduced and is being used by all departments of
RWR&DC Division.
2. BACKGROUND
· During a surprise Check of IT consumables as part of preventive vigilance tasks,

discrepancies in stock items were noticed which had basically happened due to
improper accounting and manual entries at different pages for the same item while
issuing printer cartridges.
· Few items were procured long back but not utilized and also no expiry date was
mentioned for HP cartridges.
· The Problems/ Vigilance risk encountered were:
· Discrepancy of items issued and items in stock was observed.
· Improper accounting of stock Items.
· Discrepancies in Manual entries of items issued.
· Improper Record Maintenance.
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3. IMPLEMENTATION
Implementation of the Initiative was done with in-house facility with the help of IT
Department. IT department has developed the portal to cover process flow from
requisition of IT consumables till its approval online by the concerned authority. In
addition, a register is maintained to take the acknowledgment from the recipient with
the tracking number linking to the portal transaction.
The printer cartridges are procured once a year only unless there are some specific
reasons. The quantities are derived based on forecasting, method considering
previous year consumption, planned addition/ phasing out of specific models of
printers, and minimum stock criteria. The implementation of the system made it easy
for the Divisional IT Department to derive the annual requirement based on an
analysis of the consumption pattern. Hence, wastage/expiry of cartridges can be
avoided due to excess procurement.
· User department can request the IT consumables online.

· The pending stock items can be seen by all users before requesting the
item.
· Easier way of processing the request and online approval.
· A track on items in stock can be verified.
· Vigilance risk was addressed as the system ensures issuance items in
transparent online mode and accountability to verify the stock to initiate further
procurement action.
The system implemented in the Division can be adopted in other Divisions

/Organizations for better traceability and accountability of IT consumables.
XXX
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Application for Enabling Utilisation of Surplus Material:

Sadupayog
1. BRIEF DESCRIPTION OF THE MEASURE / INITIATIVE
Sadupayog, an online system developed in-house in BHEL for utilization of surplus &
scrap materials was launched in June, 2021.
2. BACKGROUND
Material cost is a major determinant of the profitability of a manufacturing organization. Of

late, due to various reasons, the material cost in BHEL has been showing a rising trend,
which has led to a consequent negative impact on the profitability of our operations.
Many initiatives both at the company level as well as at unit levels have been taken up to
contain material costs within acceptable limits. Efficient and timely utilization of surplus or
scrap material is one such initiative.
With a view to bringing the process of identification and utilization of surplus & scrap
materials on a digital platform, Corporate Digital Transformation (CDT) has developed an
in-house online system 'Sadupayog' with the active contribution of departments like
Project Engineering Management (PEM), Power Sector sites and Units.
The system enables identification of surplus material available at BHEL units/ project sites
that can be diverted for utilization wherever required. Thus, preventing unnecessary
ordering of the same material. In brief, the system features are:
i. Categorization of materials
Standardized hierarchical category, sub-category & line items of each material

class, and their resultant description are generic so that it can be understood by all
concerned users.
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ii. Material Directory
Based upon the categorization, the Material Directory of the surplus material lying
at project sites/ units is created based on data inputs from respective project sites/
units.
iii. Diversion Process
The material identified as surplus can be diverted from source to destination as

under:
a. User can check the availability of the material at various sites/ units. The
material can be searched site-wise as well as category-wise. Images and
location coordinates of the material are enabled for complete identification.
b. User request for diversion, once raised, sends an alert email message to the
concerned project sites/ units for further action.
c. User site forms a team after the diversion request is raised. The team is
responsible for quality inspection, transportation, and receipt of materials
d. After Quality Inspection of material by the user transportation is enabled by

the system with the generation of gate passes and LR details.
e. The receiving site/ unit confirms the receipt of the material in the system to
complete the cycle of diversion.
iv. Dashboard for Management
Detailed dashboard with a number of reports is available.
3. IMPLEMENTATION
The system has been implemented centrally across the BHEL.
4. IMPACT & BENEFITS
· Availablity, transparency, and integrity of the data are major benefits that can be
derived from Sadupayog.
· The financial gain of the utilization of materials can be factored into the company's
operational results.
System can be used for all types of materials at any location and is therefore replicable by
other verticals.
XXX
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73
HUMAN RESOURCE MANAGEMENT

Delhi Metro Rail Corporation Limited
Streamlining of the Departmental Examination System
Departmental examination for promotion of the non-executive to the executive category is

very sensitive and it is prone to unending complaints and grievances. There are
allegations of favours to a selected lot, leakage of question papers, wrong evaluation of
answer sheets, and misuse of the provision of obtaining 'qualifying marks' in the interview.
All these anomalies were targeted to be removed through a well thought of 'System
improvement' after perusing the entire examination process and analysing the trend of
complaints.
2. BACKGROUND
The initiative was taken as a challenge when many complaints were received regarding
leakage of question papers in the last few departmental examinations. It had been alleged
that 100% of answers of one of the candidates were matching with the official model
answer keys including the answers of wrong questions.
The detailed scrutiny of the cases indicated that there was some substance in the
allegations. Although it couldn't be proved conclusively, yet the allegations of malpractices
were not totally unfounded. Therefore, it was felt necessary to remove the anomalies to
cleanse the system.
3 IMPLEMENTATION
On the basis of investigation, the following changes were suggested for implementation in
the forthcoming examinations:
i. Computer Based Test (CBT): DMRC switched over to the online process of
examination through 'Computer Based Test' to reduce the human interface. The idea
was to eliminate the ill-effects of the offline process.
ii. Grievance Management System: The candidates were given an opportunity to

vent-out their grievances through the 'Grievance Management' system in which their
queries regarding question papers were resolved. All the grievances were replied
online so that all candidates can see the response of the administration.
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iii. Leakage of Question Paper: The problem of selective 'leakage of question paper' to
some selected candidates was tackled by resorting to the preparation of multiple
question papers so that anyone can be offered on the day of examination in a random
manner. It was also decided to prepare a Question Bank containing 2500 questions of
each subject so that the questions can be selected by computer randomly. This
eliminated the monopoly of the few officers entrusted with the preparation of the
question papers.
iv. Rotation of officials: The HR officials, responsible for conducting the examination,
are proposed to be rotated.
v. Qualifying marks in the interview: The criteria of prescribing 60% 'qualifying marks'
in the interview was found to be the root cause of many complaints. It was alleged that
the undesirable candidates were eliminated from the process just by awarding them
less than the qualifying marks and they get out of the race in spite of getting very high
marks in the written test.
Now, the practice of taking interviews has been done away with.
The above measures have created a positive impact on the prospective candidates to
restore their faith in the system. As most of the possible anomalies have been addressed
through the system improvements, the forthcoming departmental examinations will be
conducted in a fair and transparent environment.
These measures can be implemented in all the departmental examinations by DMRC as

well as other departments and organizations.
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Goa Shipyard Limited
Improvement in Recruitment Exam Process
Vigilance executives carried out a periodic Inspection on Recruitment /Selection

procedure followed in GSL for the various posts notified vide GSL advertisement. The
inspection was initiated in October 2020 and it got completed in January 2021. Based on
the findings, the suggested systemic improvement was implemented by way of the
Director's Circular to apply on all types of written tests for recruitment.
2. BACKGROUND
During the verification of the procedure, it was observed that the questions selected for the
written test viz-a-viz the Question bank prepared by the Recruitment committee is not
adequate.
Also, sample checks were carried out on both types of applications (i.e. found eligible &
not found eligible) and it was observed that most of the applicants have submitted
experience certificate without contact details of the employer on the letterhead. In such
cases, verifying such certificates over the telephone is not possible. Further, it was
observed that the maximum idle time /gap period allowed for the said posts is not clearly
mentioned in the advertisement.
3. IMPLEMENTATION
The following Systemic improvement was suggested for implementation and accordingly,
suitable directives have been issued by Director (CPP&BD) for compliance by all
concerned.
a) The common question bank needs to be increased to a minimum of five times the
number of final questions to be selected for the written test.
b) Experience certificate to be submitted by the candidates should be on the proper

letter head of the organization with contact details. A declaration should be
77
obtained from the candidates that their candidatures are subject to verification
about the genuineness of the experience certificate at the discretion of the
management.
c) For skilled / specialized jobs, the Advertisement may specify the maximum idle
time/ gap period permitted for applying for the said post.
With the implementation of the above systemic improvements, the Recruitment /

Selection process has been made more transparent.
XXX
78
Performance Assessment through Activity Based Evaluation

System
1. BRIEF DESCRIPTION OF THE MEASURE/INITIATIVE
HAL Bangalore has developed an activity-based evaluation system for assessing the
performance of the workers. Parameters have been formulated for the categorization of
Non-performers/Low performers in respect of In-direct workmen for different Job
descriptions/Areas. This is used for decision making about the incentive payments for the
workmen (Non-Executive Cadre employees) and to have a uniform procedure /practice in
payment of incentive. The initiative was driven through observations made during a
preventive vigilance action plan task and recommendations were taken up as systemic
improvement measures.
2. BACKGROUND
As per the Company policy in vogue, Non-Performers/Low Performers in the Indirect

Labour category will not be eligible for Incentive payment. For this purpose, the
performance has to be evaluated by the concerned HODs.
There were no quantifying parameters laid down to assess the performance of indirect
workmen as there is no record maintained for regular indiscipline and non-performance,
etc.
It was noted that Attendance was only considered and the actual work done by the indirect
workmen was not taken into consideration/assessed for payment of incentives.
3. IMPLEMENTATION
Activity-based evaluation system for assessing the performance of indirect workmen was
implemented.
Quantifying parameters of the work done by them was defined for different Job
descriptions/Areas in order to decide about the eligibility of incentive payments.
79
HODs to evaluate the performance based on the activity performed by them and forward a
Report categorizing them as Non-performers/Low performers to decide about the
incentive payment.
Also, an online system has been introduced for evaluation of the performance and
submission of the Monthly Report.
● Efficient monitoring of performance and payment of incentive was put in place.

● Incentive payment is being paid on the basis of actual quantifiable work done by them.
Accountability of the work carried out by the indirect workmen was ensured.
● Considering the above impacts & benefits, the vigilance risk was addressed to the
extent of ensuring transparency in incentive payment based on the actual work and
assessment parameters and discretionary authority has reduced.
Applicable on case to case basis wherever engagement of indirect non-executive cadre

employees is made and incentive payment is applicable for them.
XXX
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Mazagaon Dock Shipbuilders Limited
Certification System for Invoices of Medical Claims by

Employees
● The medical claims of Employees for treatment in empanelled/non-empanelled

Hospitals are reimbursed.
● The adopted measure deals with:
(i) The certification of invoices pertaining to Medical Bills of the Employees
since their receipt till the payment.
(ii) Seeking expert opinion prior to issuing credit notes pertaining to grey areas
viz. Cosmetic treatment including dental, treatment of Naturopathy genre,
etc., to avoid excess/undue payment.
2. BACKGROUND
The existing system of certification of Non-Empanelled Hospital claims had following

features:
● Receipt of bills from the Executive concerned in Medical Dept., Entry in Medical
Dept. Register, forwarding the bills to Central Bill Receipt Section for entry into SAP
system.
● Returning of bills by Central Bill Receipt Section to Medical dept. with SAP Invoice
No mentioned on the bills.
● Medical dept. forwards the original bill along with supporting documents to HR
Dept. for making invoice entries in SAP & creation of Annexure for Insurance
Reimbursement.
● Annexure for Insurance Reimbursement is forwarded to Medical Dept. along with
the original file. The file is forwarded to Medical Officer concerned for scrutiny.
● Medical Officer certifies the invoices and forwards the original bills along with
supporting documents and Doctor's certificate to the Payroll Section for release of
payment.
● In respect of Empanelled Hospitals, the only difference is that instead of receipt of
the bill at Medical Dept., the hospitalization bills are acknowledged at central bill
81
receipt section and thereafter it is being received in Medical Department for further
process as indicated above.
Problems/Vigilance Risks:
● In one of the cases, an Executive was hospitalized in an empanelled hospital
without issuing a mandatory Admission Request Note (ARN).
● Expert opinion was not sought regarding Cosmetic Surgery treatment before
issuing a credit note for hospitalization.
● Medical history/records of the dependents were not available with the office.
● The invoice entries were carried out by the Staff and generation of Annexure for
Insurance Reimbursement was not authenticated by HR Executive before
forwarding it to Medical Dept.
● Entry of supplementary invoices in SAP which were reflected in the main bill,
resulting in certification of extra payment than the claimed amount.
● The basic check point of verification of claim amount versus certified amount was
not carried out by Staff as well as the Executive.
● Staff responsible for entering the bill details in SAP was posted in HR Dept. rather
than in Medical Dept. leading to delay in process of the claims and subsequent
miscommunication between the departments.
● No cross-checks by Section Heads of Finance, HR & CMO on the bills certified by
their subordinates certifying the bills.
● The lack of Standard Operating Procedure and critical checkpoints resulted in
extra payment and the payment against the treatments not covered by the existing
rules.
3. IMPLEMENTATION
In addition to the recovery of the extra payments made, the following improvements have
been implemented.
(a) A Standard Operating Procedure with necessary check points regarding
certification of Medical Bills of the Empanelled as well as Non- Empanelled
hospitals has been promulgated.
(b) The responsibility and accountability at each stage have been defined for
processing the claims.
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(c) The staff doing entries for medical bills in SAP has been shifted from HR to Medical
Dept. thereby saving time for processing of the claims and clarification of doubts
during the preparation of Annexure for Insurance Reimbursement.
(d) Credit Notes are being issued only after receipt of the Admission Request Note
(ARN) duly signed/stamped by the Panel Hospital authorities.
(e) The Medical Officers are seeking expert opinion pertaining to the grey
areas/specialized fields.
(f) The list of the items which are non-payable in accordance with MDL Medical
Attendant Rules is updated.
(g) The Employees have been asked to maintain the record of Hospitalization,
Consultation, Diagnostic Tests Reports & Medical History pertaining to themselves
and their dependents and for sharing the same with the Medical authority of MDL as
and when requested.
Implementing a Standard Operating Procedure for processing the medical claims against
hospitalization has eliminated procedural lapses and communication gaps between HR
and Medical Dept. Clearly defined accountability and responsibility in certifying the
claims, has increased the accuracy and efficiency in claims processing.
The initiative in defining Standard Operating Procedure for processing

Reimbursement of Hospitalization bills of employees can be adopted by other
organizations where such reimbursement schemes are implemented.
XXX
83
Digitisation System of Issue of Food Coupons for

Contractual Labourers
Reward Point Management System software (RPMS) has been internally developed and
implemented in NMDC, which aims to the digitalization of the food coupon issue/redeem
system in labour deployment contracts.
Objectives:
1. To issue/redeem the currency value of food coupons in digital format.

2. To avoid manipulations in the manual issue/exchange process of coupons.
3. To simplify the coupon issue and redeem process and enhancing transparency.
Based on recommendations of the Vigilance department, Information Technology

department of NMDC has developed in-house software.
Initially, RPMS has been implemented on a trial basis in limited sections. After the
successful trial run, the same has been fully implemented and is running successfully from
01.02.2020 onwards.
2. BACKGROUND
Presently, as per the NMDC policy, the food coupons (per day Rs.100/-) are issued to the
contract labours against their monthly attendance in the manpower supply contracts. They
are also provided the facility for exchange of coupons against the purchase of food items
either in Project Cooperative Stores or availing canteen services within time limits fixed by
the Corporation.
Previously, based on the User department's request, the IR department used to issue the
manually printed food coupon books to all the user departments. Afterwards, based on the
attendance, the Engineer In-charges of the contracts issued the coupons by putting the
seal & sign. All these details are provided to the labour in a card form along with a QR code.
These coupons are being exchanged/redeemed for the purchase of food items in NMDC
Cooperative Stores located in the Projects in a time-bound manner.
84
Problems/Vigilance risks that have been addressed:
· An instance has been noticed earlier that the coupon books were stolen from the
custody of Engineer In-charge and were mis-utilised. Thereafter, FIR has been
lodged in the Police Station by the Management.
· Due to non-availability of provision w.r.t. verifying the genuineness of the coupon

and improper authorization at Co-Operative Store, the above incident occurred.
Further, the finance department also has no resource for substantiating the
misused coupons.
· Now, after the introduction of the above RPMS, the chances of manipulations /
malpractices are eliminated.
3. IMPLEMENTATION
MS Visual Studio Dot-Net as programming technology, and HQL server as database are
used as resources for this initiative of RPMS. All the Incharges of the contract works were
provided Training on RPMS.
The C&IT department of NMDC has internally developed the software in house with
available resources.
· Impact on other functions (like manpower, reduction in operation costs, revenue,

customer interaction, any other function):
The introduction of the RPMS has resulted in simplification of the food coupon
issue system and also helped in optimization of the manpower and time
involved in the entire process.
It facilitates the users for an easier and hassle-free coupon redemption system
and every transaction has been recorded. Consequently, accountability &
transparency of the system has been increased.
· How and to what extent the prevailing business processes have been
re-engineered as a result of the technology/process/measure:
The monthly issued/remaining reward points and the consumed/remaining

man-days of the contract can be monitored on a real-time basis and also
ensured the effective utilization of the system.
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· How the Vigilance risk has been reduced:
The introduction of the RPMS has eliminated the possibilities for manipulations
in the coupon issue/redeem system and is instrumental in promoting
transparency.
At NMDC, RPMS is currently implemented at Bailadila Iron Ore Mine, Bacheli Complex.
The performance is being monitored and the same will be extended to all Units. The
RPMS can be easily replicated to PSUs/Central Govt. Organizations where such food
coupons are provided to the labours/employees at a large scale, thereby the spillage can
be reduced and accountability can be enhanced.
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86
NTPC Limited
Online Quarter Allotment Management System: NIKETAN
NTPC has townships within the premises of its plants located in many parts of the country.
The houses (Quarters) in the NTPC townships are allotted to the eligible employees.
NIKETAN is an IT-enabled online quarter management system of NTPC. It has been
developed with an intention of maximum transparency and convenience to the users. It is
an integrated and centralized system that covers the management of more than 43000
quarters spread across 44 projects & 71 townships of NTPC. The system covers all
aspects of quarter management including inventory management, occupancy status,
administrative notifications inviting allotment requests from employees, occupation and
vacation orders, and a completely transparent system of quarter allotment. The system
also provides administrative dashboards and several analytical reports.
The system was conceptualized in Mar 2021 and has been developed in-house within a
record time of three months. This required the momentous task of tapping such a huge
inventory and covering all townships managed by NTPC. The system was inaugurated on
31st May 2021 and is operational since then. Till date, more than 32 locations have
completed quarter allotment cycles through this system itself.
Key features of NIKETAN include real-time dashboards, online notifications, auto

emails/intimations, online quarter allotment request submission and processing,
automated seniority lists as per House Allotment Rules & several utility reports. All Heads
of Human Resources (HOHR's) have access to the system and the system is interlinked
with existing SAP, so it does not need any separate login.
The scale of operation is a Pan-NTPC i.e. all townships and quarters are covered in the
system as on date.
2. BACKGROUND
The earlier Quarter Management systems were varying from location to location
depending on the local management and several methods and processes were being
used across various plants of NTPC. While few selected locations were using local
IT-enabled systems, others were working manually using paper records. As such there
was neither any universal system nor any common format. There was also no mechanism
to get quick access to data and it was a big task to manually map and consolidate the data.
Mode of issuing notification and receiving employee requests was also mostly manual.
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A need was felt to have a centralized system which could enhance transparency, increase
processing speed, standardize and automate procedures, ensure policy compliance, and
maintain a centralized repository pan NTPC. NIKETAN – the centralized quarter
management system was developed in-house by HR-tech Wing of NTPC using internal
resources.
3. IMPLEMENTATION
It is an online web application developed on Oracle APEX platform and Oracle database.
The system is integrated with the SAP system at the back end for auto-update of
employee records and their movements and transfers.
Training on the module has been provided to all township administrators and HR users.
Further, a query-based FAQ has been made a part of the system to address the user
issues in a user interactive mode.
NIKETAN has greatly enhanced the transparency and policy compliance of all processes
of the quarter management system (house allotment) in NTPC. The system has led to
manpower optimization as earlier many employees were involved in inventory
maintenance, mapping, and consolidation of allotment requests, occupancy records, and
reports. It has also led to a reduction in expenditure on the maintenance of local IT
systems. Internal customer satisfaction has greatly improved. Features of auto
communication between HR, Township Maintenance, and employees have led to faster
exchange of information leading to speeding up of quarter readiness post allocation or
vacation. Regular processes like issuance of notification, employee requests, allocation
information, vacation report, etc. have been completely automated.
As a major benefit, employees who have been transferred to a new location can also view
and submit their requests for allotment of the quarter at the new location in advance.
Employees can now view the status of quarters in the townships, vacant quarters, and
occupancy lists online. All occupancies whether within NTPC or outside NTPC like
external agencies etc. are now recorded and maintained in the system. There is
standardization of processes pan NTPC. As such vigilance risk has been reduced to a
great extent.
NIKETAN is a system that is easily replicable and can be used for organizations which
have townships/ departmental colonies where house allotment is done as per defined
policy. This will help in making systems transparent, increasing user satisfaction and
grievance redressal.
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Indian Railways
Human Resource Management System: HRMS
Ministry of Railways is the largest employer in India with more than 13 lakh employees on
the roll and around 15 lakh pensioners. Catering to the administrative needs and ensuring
timely grant of privileges of these personnel is a humongous task and till recently was
being processed through physical means necessitating large scale use of paper and
maintenance of physical records in addition to frequent delays and inadvertent human
errors. However, keeping up with the spirit of Digital India and to ensure complete
transparency and time-bound accountability, Human Resource Management System
(HRMS) has been introduced as a revolutionary project ushering in an era of digitization of
all the HR related services to the employees and pensioners.
2. BACKGROUND
The HRMS project rests on the twin principles of ensuring transparency and ease of
access and processing to the employee as well as administration. In a nutshell, the HRMS
project aims to internalize all the existing digital platforms like NIVARAN, IPAS, AIMS, etc.
and completely digitize all the Human Resource and Administrative aspects in Indian
Railways like availing Privilege Pass/PTO, PF Loan applications, maintenance of Service
and Leave Records, disciplinary Cases, promotions and transfers, final settlement on
retirement, etc.
3. IMPLEMENTATION
HRMS is intended to be achieved through 22 inter-linked modules. Out of which, the

following 8 modules have already been launched successfully and are in use for the last
one year:
· Employee Master and e-Service Record: HR data of more than 12 lakh
employees have been captured in HRMS.
· E-passes and PTOs: Up to August, 2021, more than 17.5 lakh e-Passes have
been issued. Use of e–passes in place of physical passes will bring transparency
as well as convenience for employees.
· Settlement module: More than 8500 settlement cases of retiring employees have
been processed through HRMS electronically.
· PF loans: PF Applications can be submitted online without the need to visit office.
The amount is credited directly into their bank accounts. Nearly 1.73 lakh PF cases
have been processed through HRMS.
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· Office orders: Nearly 40 thousand office orders have been issued through HRMS.
The office orders are sent to the concerned employees electronically by HRMS
system.
Ensuring complete transparency and accountability as the touchstone of the project, each
module associated with the grant of privileges to the employee like e-Pass/PTO, PF Loan,
etc. requires the employee to apply for the same online through the HRMS webpage or
Mobile Application using a unique HRMS ID. The online application is immediately
submitted to the concerned dealing branch which is then required to be processed in a
time-bound manner. During the complete process, the employee can view the progress of
his application and is also apprised of the same through SMS alerts when any action is
taken on his application. Further, HRMS has also been integrated with IRCTC web portal
so that tickets can be booked online through e-Pass without visiting the PRS counter.
These features make HRMS highly accessible to the employees at all times and are
especially significant to the pensioners who were previously required to visit the Zonal
Office to get their pass issued. Now, they can avail the relevant services from their
residence itself.
In addition to ensuring transparency and accountability, providing state-of-the-art cyber

security is an outstanding feature of the HRMS. A two-level authentication system of
Password and OTP has been provided to log into the HRMS account. Further, in order to
submit sensitive applications or documents like PF Loan application or Pension Booklet,
the system requires an additional OTP to be entered. On the administrative side,
processing of such documents necessarily requires the use of a digital signature device
and associated password to prevent unauthorized access and to ensure accountability.
Benefits:-HRMS system is highly beneficial to the administration as the applications

regarding routine matters are far easier and faster to process in digital mode than in
physical mode as most of the entries are pre-filled from the Service records of employees
and pensioners which were completely digitized in a record time by Railway
administration braving the COVID-19 related restrictions. The entitlements of the
employees and their present status are also integrated into the system and are updated
automatically. The administrative branches are therefore not required to undertake all
such verifications repeatedly and can swiftly process the employees' applications digitally.
Further, the respective pass, PF withdrawal order, etc. are also issued digitally. This, on
the one hand, has tremendously increased the efficiency of disposal of such applications
and on the other hand, has reduced the Carbon footprint of Indian Railways by drastically
reducing the number of pages required to process these applications. As a matter of fact,
till August, 2021 more than 17 lakh Passes have been issued and around 1.75 lakh PF
Advance cases have been processed through HRMS thus saving at least 40 lakh sheets
of paper.
Education and training:- Considering the significance of HRMS project, Railway Board
ensured that extensive training programs are organized across all the field units to
acquaint the employees as well as administrative sections with the working modalities of
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the system. The relevant training videos for each module have also been uploaded on
internet for easy access. Further, HRMS help desks were set up in all the Divisions to
provide assistance to employees in availing benefits through HRMS and learning the use
of various modules. Pamphlets in English and regional languages were also distributed
elucidating the procedure to use the HRMS facilities. It is due to these efforts that
acceptance and use of HRMS modules have increased manifold since its launch.
HRMS is a quantum shift in the administrative functioning of India's largest employer i.e.
Indian Railways and is aimed at ushering an era of complete digitization and
transformation in methods of HR Management to significantly improve staff satisfaction
and at the same time enable the administration to swiftly and smoothly process the cases
while enabling complete transparency and ease of access. Human Resource
Management System (HRMS) is the backbone of any organization and may be suitably
designed to suit organizational requirements.
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IMPROVING INTERFACE WITH

STAKE-HOLDERS (CUSTOMERS & VENDORS)
Bharat Earth Movers Limited
Vendor Payment Tracking System
BEML used to send payment details to vendors through mail to provide the information of
payment made to the vendor w.r.t their bills. Usually, mail is sent to the vendor only after
the release of payment. But before payment, no information is sent to the vendors about
the status of their bills.
2. BACKGROUND
In the 'Vigilance Vendor Meet' several vendors complained that they are not able to get the
information about the status of the bill for the material/services supplied/rendered .To
overcome the issue faced by the vendors Vigilance has given a proposal to develop a
system where any vendor can track the status of the bill online. As per the Vigilance
recommendation, BEML IT team has developed Vendor Bill/Payment Tracking System.
Through this system, BEML has provided a facility to the vendor to track the status of their
bill i.e. Bill processed, Payment Released, Rejected, etc., by using their BEML e-tender
login.
3. IMPLEMENTATION
As per the recommendation of Vigilance, BEML IT department has developed the Vendor
Payment Tracking system. The same has been reviewed by Vigilance & Vendor Payment
Tracking system is working effectively on BEML SRM (Supplier Relations Management)
Portal. The salient features of the system are as below:
· The present system has been interlinked with SAP and SRM which gives real-time
status without any interference of updating data by any executive.
· Vendor needs to log in with their User ID to the SRM Portal.
o After clicking on 'Vendor Payment Tracking' menu, vendor needs to enter

the Purchase Order number. By clicking on execute, it shows the current
status of all the Invoices against the Purchase Order.
o Invoice Number field is optional. Entering any particular Invoice number
along with the Purchase Order number shows the current status of that
particular Invoice. Invoices pertaining to the user id only can be seen.
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· Real-time status update by the system.

· No separate registration is required, with e-tendering. The vendor can view the
status.
· No intervention of executives is required for providing the information which leads
to reduce the need for manpower.
· Increased transparency in bill processing.
· Vendors need not follow up with BEML regarding the status of their submitted bills.
· Since deduction details are provided, vendors are able to understand the reason
for deduction and this enables them to take corrective action for future bills.
· The system can be used in any organization where ERP is implemented for
accounting, material, etc.
· Very useful for every organization as it makes it easier to track the bill status with
real -time scenario. This will also reduce the requirement of manpower work and
manual interventions.
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Bharat Electronics Limited
Enhanced Security and Encryption through Virtual Private

Network using Secure Sockets Layer Protocol
Bharat Electronics Ltd (BEL) has used state of the Art technology for secure hosting of its e
mail services by using Secure Sockets Layer Virtual Private Network (SSL VPN). It is a
Virtual Private Network (VPN) created using the Secure Sockets Layer (SSL) protocol to
create a secure and encrypted connection over a less-secure network such as the
Internet.
BEL is hosting email services that are accessed by its employees across all BEL Units,
BEL CO, RO's, Sales offices, Overseas Offices, etc.
Apart from BEL offices, email applications are accessed by BEL users from outside BEL
campus like from their house, cyber cafe or from customer premises, etc.
The usage of the internet apart from the offices has increased due to work from home in
the pandemic. The secured data is being transmitted and received through the internet. In
order to secure the data, SSL-VPN project was taken up during 2020-21 and it is
operational since 01.01.2021.
Scale of operation- This system is being operational in all the nine BEL units, Regional
Offices, and Overseas offices.
2. BACKGROUND
Due to continuously evolving cyber warfare programs developed and launched by various
APT(Advanced Persistent Threat) groups across the Globe, 100% protection of Internet
exposed IT Infrastructure is always under threat. Because of this very reason, MOD has
advised having an air gap policy to secure critical IT infrastructure from Cyber Attacks.
Complaints were received regarding receipt of false/spam emails to deposit a certain

amount as a security fee for interview /other charges through the BEL senior officials
email ID's. This resulted in defaming the image of BEL.
As part of preventive vigilance, the initiative of implementation of SSL VPN with Two-factor
authentication was taken up to strengthen the security of email access and to protect user
credentials.
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The e-mail applications accessed from outside BEL premises was always prone to a
range of attacks such as:
· Key-Logging
· Brute Force & Dictionary
· Sniffing
· Interception
· Stored Browser Passwords
· Cross Site Scripting
· Man-in-the-Middle
By any one of these attack methods, the hacker will be able to steal the user password
and can access the e-mail application.
3. IMPLEMENTATION
BEL implemented SSL VPN & Two-factor authentication solution to access BEL webmail
(https://mail.bel.co.in) from outside BEL premises.
SSL VPN:
An SSL VPN is a type of virtual private network (VPN) that uses the Secure Sockets Layer
(SSL) protocol -- or, more often, its successor, the Transport Layer Security (TLS) protocol
-- in standard web browsers to provide secure, remote-access VPN capability. SSL VPN
enables devices with an internet connection to establish a secure remote-access VPN
connection with a web browser.
SSL VPNs enable users to access restricted network resources remotely via a secure and
authenticated pathway by encrypting all network traffic and making it look as if the user is
on the local network, regardless of geographic location.
The primary reason to use an SSL VPN product is to prevent unauthorized parties from
eavesdropping on network communications including transmitted secure data and
extracting or modifying sensitive data. SSL VPN systems offer secure and flexible options
for enterprise employees, tele-commuters, and contractors to remotely connect to private
enterprise networks.
Two-factor authentication
Software-based two-factor/multi-factor authentication solutions provide the next

generation One-Time Passwords/PINs (OTPs) for secure access to computers,
networks, and the Internet. This solution comprises of a system using device-less OTPs
that provide users with a simple, more secure way to access information leveraging their
existing passwords.
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It delivers unparalleled flexibility through a range of solutions to address diverse and

evolving authentication needs. Zero footprint aspect provides device-less, One-Time
Password/PIN generation without any additional client-side hardware or software, and
without any dependency on a cell phone like SMS text-based solutions. It also allows the
creation of a layered approach to current authentication processes: stand alone, or used
in conjunction with other factors.
The two-factor and multi-factor authentication solution has enabled the organization to
comply with authentication mandates imposed by HIPAA, CJIS, FedRAMP, FERC, PCI,
SOX, FFIEC, BASEL, and GDPR, among others.
• Browser-based secure remote access of BEL webmail (mail.bel.co.in)
• Secure mobile access for individual native and Web applications for supporting
secure access from managed smart phones and tablets.
• High-performance 2048-bit SSL encryption.
• The device is integrated with a two-factor authentication scheme (onetime

software-based token & existing LDAP password).
• This solution will avoid compromise of email user credentials from outside the BEL
premises.
• Enhances endpoint security, by enabling device-based identification. Only

registered devices will be able to use the active sync feature in mobile devices.
• It supports cross-platform range of operating systems and browsers.
• 5394 officers across BEL are registered and using this facility. No spam mails
reported till date.
This technology can be deployed across all other industries and service sectors which has
potential risk in data handling with respect to cyber security attacks.
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Cochin Shipyard Limited
Vendor Invoice Management System.
Transparency alone can only be a starting point for addressing corruption. Therefore, to
leverage technology, a Bill Tracking System and for making an online submission of bills
by the contractors, a PERT chart was devised, based on other organizations
implementations was devised by the Vigilance Department. It was forwarded to
management on 28.12.2018 for implementation to improve transparency in the payment
system, reduce manpower, and in turn reducing unnecessary delays.
2. BACKGROUND
CSL- was not having an online Payment Tracking system for Vendors.
3. IMPLEMENTATION
At first, a Payment Tracking System was introduced in CSL- for vendors in March, 2019.
An improvised version of the same including suggestions from the Vigilance Department
called the "Vendor Invoice Management" System was launched on 13.08.2020 which
facilitates the vendors to upload their invoices and track the payment status online. It
allows the supplier to log into the application by entering his CSL registered vendor code
and an OTP that will be triggered to his registered mobile number. On logging in, the
vendor can upload his invoice along with necessary supporting documents and CSL
Order details against which the item was supplied. An invoice tracking number is
generated against the entry which the Vendor can use to track the status of his invoice.
The vendor can also re-upload the invoices if found incomplete and granted permission to
do so and necessary intimations via email and SMS are also received in real-time by the
vendor at the different stages of the invoice processing.
· Streamlining and automating the billing processes in CSL, reducing interactions

between officers and vendors, and brought down opportunities for the
development of corrupt networks.
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· Increasing the transparency of transactions with public officials, making them

auditable to deter corrupt behavior.
· Timely payment and real-time follow-up of their bills by the vendors.
The system is expected to highly optimize invoice management and fasten the invoice
processing. The System can be adopted in all organizations and it helps to bring
transparency, real-time monitoring and reduce human intervention and unnecessary
delays.
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Engineers India Limited
Online Rate Card Module through Media Publication Portal
Rate Card module of Media Publication Portal (MPP) is an online portal for allocating Rate
Card jobs to empanelled advertising agencies. The Portal was made operational on
08.12.2020. It has been implemented in Corporate Office of Engineers India Limited
2. BACKGROUND
Earlier requests from various departments for undertaking these activities were received
through e-mails. The requests are now received through the portal. Routine
communication/branding activities are undertaken as per rates fixed in the Rate Card with
empanelled Advertising Agencies and the same is available to all the users/employee.
Previously, allocation of jobs to agencies was done locally and maintained in excel format
and monitoring of allocation of jobs was a difficult task. After implementation of this portal,
work distribution among the various empanelled agencies rationalized.
3. IMPLEMENTATION
The portal has been developed by the IT Department (In-house) of the organization (i.e.
Engineers India Limited).
The Rate Card module of MPP not only helps users to monitor the status of their present
request but also enables them to refer to past requests made through the portal. It also
enables the Administrator to check the quantum of jobs allocated to the advertising
agencies within a date range. The same has brought transparency in the developed
system.
Being a web-based system, the portal enables monitoring, allocation, and record-keeping
of jobs in a convenient manner (Online). The same has led to a reduction in man-hour
efforts and the possibility of human error. Further, MPP ensures near-equal allocation of
value and magnitude of work(s) to all empanelled agencies at any time.
This has the potential for implementation/replication in other organizations as well.
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HP Buddy: Mobile Application for Complete Indent

Tracking for Dealers
This system is developed to provide all the information regarding various interaction
points of retail outlet dealers with HPCL loading location at a single place i.e. a mobile
application “HP Buddy”.
2. BACKGROUND
Previously, the retail outlet dealers used to contact the supply location for various details
regarding their indent, tank truck loading status, and other information related to the
supply of product. This manual information collection and dissemination is used to create
various miscommunications and in turn cause dissatisfaction and grievance among the
stakeholders. Thus, in order to bring transparency in the process and to make all the
relevant information regarding the supply of products available to the customer, “HP
Buddy” mobile application was developed.
3. IMPLEMENTATION
“HP Buddy” provides a gamut of information to the retail outlet dealership viz. Complete
Indent Tracking from placement to dispatch, Account dashboard, Live Tracking of tank
trucks from dispatch location to retail outlet, Complaint Management, Sales & Stock
analysis, Retail outlet tank ullage through Automation system, other information from
Retail Outlet Automation System, etc. The system also provides the retail outlet dealers
various transactional facilities such as Indent placement /modification and cancellation,
Shortage booking, Online delivery confirmation, etc.
This system had brought a significant amount of accountability, traceability, and

transparency in the entire process of supplying products to retail outlets and the
customers are now able to monitor their business from anywhere without any hassle. This
has also helped reduce grievances and chances of deviation from the process.
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· Availability of all information at a single place.
· Increased transparency.
· Enhanced customer experience.
It can be replicated in all organizations dealing with a network of Dealers/Suppliers and

complex supply chain management systems.
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Online System for Reconstitution of Retail Outlet Dealers

1. BRIEF DESCRIPTION OF THE MEASURE/ INITIATIVE:
Reconstitution of Retail Outlets & SKO agencies is a complex business process which
requires a complex procedure to be followed and is also prone to legal complexities.
Initially in 2019, an online reconstitution module was developed for existing RO dealers.
Subsequently, in February' 2020 the online module was also enabled for SKO-LDO
Dealers and LOI holders as well for reconstitution of their Dealerships/ LOIs.
Further, the process improvement/facilitation was introduced during the lockdown period
looking into the difficulty faced in the field offices and dealers regarding physical meetings
wherein Video Conferencing (VC) as an alternative method of conducting reconstitution
meetings was introduced and guidelines issued. The initiative is a pan-India initiative
covering a network of 32480 Retail Outlets & 3871 SKO Agencies. Possibilities to replicate
it for LPG distributors and other channel partners of Indian Oil including petrochemicals
are being explored.
2. BACKGROUND:
Earlier, the reconstitution application and processing were being done in manual mode.
There were instances of lapses in the monitoring of the pendency of reconstitution
proposals. Manual registers were maintained for records and issuing docket numbers,
etc. for requests/ applications for reconstitution. Meetings were held with all the proprietor/
partner(s) including legal heirs of deceased proprietor / partner(s) if any, and with
incoming proprietor / partner(s) by the Divisional Retail Sales Head (DRSH) as an integral
part of the reconstitution process for authenticating the submission of the proposal by the
signatories / legal heir(s) of the signatories of the Dealership Agreement.
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3. PROBLEMS/ VIGILANCE RISKS ADDRESSED
As reconstitution proposals can now only be submitted online and docket nos. of such
proposals get created with date & time through the system, monitoring of pendency of
proposals is being done now through the portal itself. The portal has also been enabled to
send periodic alerts regarding pendency of action so that the monitoring is more effective,
and reminders are received by concerned officers for pending action at their end. Dealers
can also check the status of their cases.
While, RO/SKO-LDO Dealers can now apply for reconstitution through an online process
available under e-Ledger, LOI holders of RO/SKO-LDO dealerships can login to the web
portal h ps://spandan.indianoil.co.in/mdho/ and apply for reconstitution of their LOI. Both
Dealers & LOI holders are now required to submit reconstitution proposals only on the
online portal including uploading all relevant documents. Based on the online proposal
submitted by the dealer/ LOI holder, the concerned Divisional Office generates e-proposal
through Retail Dashboard (RDB), and approval is given by competent authority as per
guidelines and the same can be processed through RDB by the Field Officer/ Divisional
Office/ State Office.
Implementation of the guidelines regarding conducting virtual meetings not only aided in
continuing with the reconstitution process by maintaining Covid protocols but also helped
in conducting meetings of such existing proprietor/ partner(s) who are ailing and are not
able to travel to Divisional Offices for attending the physical meetings. This has
considerably increased the ease of doing business with our channel partners.
4. IMPACT & BENEFITS

· Increased transparency being completely an online system.
· Simplified process leading to efficiency and cut down on red tape.
· Ease of doing business for the channel partners as most part of the application is
menu-driven.
· Avoiding delay/ holding up of reconstitution process due to pandemic lockdowns.
· Better monitoring with the generation of alerts to concerned officers and approving
authorities.
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· Reduction in manual efforts.

· Reduction in health risks for all the participants due to provision of meeting thru
Virtual Mode (Video Conferencing).
· Faceless process leading to enhanced probity in the system.
5. POTENTIAL OF REPLICABILITY
Can be replicated in other similar areas across organizations.
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NTPC Limited
Portal for Vendor Payment and Tracking of Clearances
Payment to contractors and vendors is an area where there is a lot of scope for
improvement using IT-enabled tools. Timely payment to vendors in a transparent
manner with real-time monitoring of the payment status can go a long way in ensuring
transparency and reducing discretion and the scope of corruption. NTPC has taken up a
digital initiative for the online submission of digitally signed invoices by its vendors and
associates. This initiative is a part of Project PRADIP (PRo Active and Digital Initiative to
become Paperless) and is termed as Vendor Payment Portal. The first Phase of this
Vendor payment Portal was launched on 15.10.2019 with the view that the vendors can
see their payment status against Purchase Order. It was fully launched on 22.01.2020
with the complete digitalization of the payment process starting from submission of the
invoice by vendors to crediting of payment in their bank accounts.
2. BACKGROUND
Earlier vendors used to submit their bills to the Engineer in Charge (EIC) of the project in
physical form and EIC examined them for completeness of documents before
forwarding it to Human Resources (HR) for checking statutory compliances and then the
bills were forwarded to finance for processing of payment. Vendors were unaware of the
status of their bill payment and they would have to move from table to table to know it.
The need was felt to digitize the payment process so as to make it more transparent and
keeping the vendors apprised about their bill status. Reduction in time for processing of
bills was also a key objective.
3. IMPLEMENTATION
NTPC Vendor payment portal is an in-house developed portal by NTPC PRADIP team.
With PRADIP and its Vendor Payment Portal, Vendors can now submit their invoices
online to NTPC from anywhere across the globe. As soon as the digitized invoice is
uploaded, it kicks starts the real-time payment status tracking. The details of payment
made etc. can be seen from the web portal. In addition, a mobile app can also be
downloaded from where the vendor can track the status of bill processing as well as the
details of the payment made. This is available free of cost to all vendors who have to log
in using their vendor id.
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Once uploaded, the invoice is routed to the concern EIC directly. An email is also sent at
every stage (Acceptance/ Rejection/ Clarification) at the registered email id of vendors
so that the vendor can upload the required pending documents for payments. Once
payment is done, a system-generated email goes to the vendor with a complete breakup
of payments details. This has ensured both faceless & paperless modes of processing of
vendor payments starting from receipt of invoice to crediting payment to their bank
account. Video/Pdf Help manual/tutorial for submitting the invoice online has also been
provided on the portal. A Toll-Free Number 1800-180-5970 with a dedicated Helpdesk
team to help the associates in submitting their invoices and other issues related to
invoice submission has also been provided.
This digital initiative has benefited all the stakeholders:

· NTPC employees – receiving digitally submitted invoices promptly.
· Vendors & Associates- Vendors and Associates of NTPC are benefitted
from this with timely submission of invoice without any time delay directly
to EIC on click of a button.
This has turned into a great boon & help to vendors during the Covid-19 pandemic as
they have raised bills online without the need for physical movement of both Invoices
and supporting documents resulting in timely payments.
Transparency & Accountability has been one of the biggest advantages brought by the
Vendor Payment Portal. The exact status of the processing of file is available at any
point of time to all required employees, which made file tracing a lot simpler and easier.
The files can be received within seconds which previously used to take several days.
Simplification and standardization of processes and elimination of delay points and
reduction in paperwork have been other advantages. Real-time Tracking of Invoices
resulting in Elimination of Delay is the defining feature of the Vendor Payment Portal.
The real-time payment status of invoices is monitored at various levels through
dashboards. Several Internal MIS & dashboards are also available for Payment Lead
Time analysis and real-time monitoring of Payments at different stages. A separate
MSME Dashboard for real-time monitoring of MSME Vendor / Associate related
payments has also been created and made available.

Launched across all NTPC projects. It is easily replicable in similar organizations where
there are many vendors/ contractors for various works and payment is processed
based on their invoices.
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Vendor Invoice Management System
SAP VIM (Vendor Invoice Management), an end-to-end scan-to-post invoicing

automation system is being implemented in ONGC. Its main feature is OCR, which reads
and captures data from the vendor invoices automatically and submits them for further
processing in our system to the desired location/concerned user in ONGC. The system is
expected to highly optimize the invoices management at ONGC and fasten their
processing in the future.
Salient features of VIMS
There are three input channels for invoices to ONGC's VIM system integrated with SAP:
a. VIMS Portal (https://vims.ongc.co.in/) Vendors to continue to raise the invoices and

supporting documents as per the existing process.
b. EMAIL channel: A designated email ID [email protected] is provided for sending

the invoices and supporting documents.
c. Submission in Physical form at IMS (Invoice Monitoring System) Desk for scanning: The
existing IMS desks at all locations are equipped with scanners to scan the invoices and
supporting documents.
The order of priority for the said input channels would be "VIM portal" > "Email" > “Scanner
at IMS Desk”. The vendor has to use only one input channel for uploading/submitting the
particular invoice to avoid the rejection of duplicate invoices. Only one mail per invoice
needs to be sent by the vendor and wait for Registration ID which will come to the vendor
by return mail after ingestion.
Generation of a DP Number (Document Processing Number) and will be informed to the

vendor for tracking purpose through registered E-mail ID against Vendor Code in ONGC.
As soon as an invoice is ingested, the VIM system reads the invoices through OCR and
extracts the relevant data without any human intervention, such as vendor code, GSTIN,
invoice date, invoice amount, tax details, PO number, etc.
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Data validation by a designated person in ONGC, if it has been correctly read and stored
by OCR system and then VIM process will start for payment. The validator also trains the
system to read missing data and enable machine learning (ML) capability for future OCR.
ONGC has rolled out VIM System at Mumbai (including Uran, Panvel, and Nhava) on a
pilot basis w.e.f. 09.04.2021, the system was rolled out at Hazira, Goa, and Delhi on
09.07.2021 and Chennai, Karaikkal, Rajahmundry & Kakinada on 09.08.2021. It is being
eventually rolled out at all locations soon.
2. BACKGROUND
Before implementing SAP-OT-VIMS, ONGC developed a custom solution in SAP, called

“Invoice Monitoring System” (IMS) and with time it has evolved to an acceptable level.
However, there were the following shortcomings in the IMS system:
· The invoices were required in physical form and were moved back and forth between
departments for verification/approval. There was no workflow involved.
· It was not possible to pinpoint with whom invoices were pending at any stage.
· Digitization of invoice and the supporting document was missing.
3. IMPLEMENTATION
The system is based on SAP–Open Text solution delivered as a new initiative under HANA
implementation project with built-in work flow for complete digitization and paperless.
Work flow gets determined based on a set of business rules applied sequentially, so that
b a c k a n d f o r t h m o v e m e n t o f i n v o i c e s a r e m i n i m i s e d f o r p r o c e s s i n g .
It is being implemented by SAP India and ONGC ICE Core team. Thousands of vendors
and ONGC users have been trained using virtual meetings. Training videos have been
recorded and made available to respective stake-holders at a common place for easy
access. Lots of information dissemination have been done so that change management
is smooth and acceptable to all stake-holders. Details available at:
https://www.ongcindia.com/wps/wcm/connect/en/media/topstories/implementation-
vendor-invoice-management-ongc
In addition to implementing VIMS as brought out above, segregation of responsibility for

review of documents to enable timely payment to contractors/suppliers/service providers
has also been implemented vide introducing Amendment in IMM Manual 2015 vide
detailed circular dated 20.08.2021 to further streamline the payment process by defining
the responsibility of different departments in reviewing payment related documents which
shall complement VIMS in timely payments to vendors.
This implementation will pave the way for location agnostic processing of business
operations.
110
This will further provide an opportunity for centralization and sharing of resources and will
help ONGC to shift the resource pool to the Shared Service concept.
Challenge of Record keeping of accounting documents and supporting documents will get
minimized with this digitization process due to the elimination of physical copies entirely
and fetching old data after years together will be just a click away.
Software also connects all SAP metadata to invoice documents and audit trail and work
process history is adequately maintained.
Introduction of Responsibility matrix defining the responsibility of different departments in

reviewing payment related documents enhances role clarity, avoids overlapping & will
help in arresting any delays leading to better efficiency in the payment process to
contractors/suppliers/service providers & shall complement VIMS in timely payments to
vendors.
VIMS is delivered as a standard “add-on” for the existing SAP systems. The existing
SAP system can easily adapt to SAP – VIMS.
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112
Rashtriya Ispat Nigam Limited
Online System for Retail Sale of RINL Products: e-Suvidha

An online platform has been provided in intranet to all officers (nearly 6000) to submit
Annual Property Return (APR). All officers have to submit APR as of 31st Dec for the
calendar year. The final testing of the online APR submission system was completed in
Nov 2020 and the same is in operation from Dec 2020 with all reporting and analysis
modules. All officers of RINL used this online platform to submit their APRs for the year
2020.
2. BACKGROUND
As per the Conduct Discipline and Appeal Rules (CDA rules) of RINL, all employees have to
submit APRs every year. In that APR, the details of Immovable assets against the name of
the employee and dependents are to be declared.
Hard copies of APRs (8 Pages) were submitted to the Vigilance department. Collection of
formats and storing is time consuming and laborious job. These physical formats were
being filed in APR file of respective employees and all the files are maintained in a record
room. After receiving the APRs, the submission status was recorded manually before filing
the same in respective files.
For processing vigilance clearance request, submission of APRs is mandatory. APR

status used to be checked by verifying physical files manually before processing vigilance
clearance of the employee. The verification process involves manual checking and
preparation of a report based on the information available in the submitted papers.
Interpretation of information was prone to error and delay in completing the process. The
initiative taken to implement online submission of APRs and availability of software
application for scrutiny and generation of reports has enabled the organization to
overcome above stated difficulties.
3. IMPLEMENTATION
IT department of RINL developed an Online APR system where data is stored in existing
Oracle database. The system is further integrated with the employee login system where
113
all officers were having access to their personal information and resources. This has been
developed in-house with the help of IT & ERP department without relying on or adding any
external hardware or software.

st
· Since 1 Jan 2021 the daily status of submission was monitored on real-time basis.
This data was made available to respective department heads to further follow up and
to encourage timely submission of APRs. Due to the availability of real-time
submission status of each employee and continuous follow-up, 99.8% submission of
APRs has been achieved.
· Due to this online module, the APR status of the employee is now available on real-
time basis for processing vigilance clearance quickly.
· Optimum utilization of time and manpower.
· Elimination of human error and mishandling/ loss of data.
· Checking process has become efficient and fast. The process of online scrutinizing is
further improved and integrated by adding a report module where the vigilance officer
submits his/her report in the system. This helps in maintaining the integrity of
scrutinizing process.
· Different queries can be applied to generate exception reports to filter and flag reports
which are to be taken up for scrutiny on priority.
· Reports submission to MoS: Now, the reports are generated through the system.
Further, it has been taken up with HR and IT department to implement online
submission of acquisition and disposal forms and statement of liabilities, other
assets, etc.
· Presently, development of an online vigilance clearance system in ERP is in
progress. With the completion of the online APR submission module, the status of
APR submission, which is an input for vigilance clearance is available in the system.
This input is being captured in ERP for processing online vigilance clearance.
Based on the available hardware & software, the same application and process can be
implemented in any organization.
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114
Online Bill Tracking System for Service Contracts
Bills for service contracts are submitted by the contractor to the executing authority for the
processing of payment. Between submissions of bills at the office of executing authority to
final payment to the contractor, a number of steps are involved.
The objective of the project was to capture all the milestones in the life cycle of a bill from
submission of bills at the office of Head of Department to payment to the vendor in a
centralized computer system.
The study was undertaken in April-May 2019 and a report was submitted in November
2019 after elaborate discussion with various departments. A team was then deputed for
the implementation of the recommendations of the report. In line with the
recommendation, in-house team was assigned the job to develop an online system. After
software development, testing, and imparting training to vendors as well as own
employees, the Bill Tracking System went live on 10.12.2020. Implementation is done on
large scale covering all departments of the Durgapur Steel Plant.
2. BACKGROUND
Before implementation of the project, most of the records like date of submission of the bill
at the department office, date of forwarding the bills to EA, date of sending of bills to
finance were kept in the hard copy / register. Any query of the vendor, in the event of a
discrepancy, used to be communicated by using personal mail or over the phone.
After implementation of the project, all the milestone in the lifecycle of the bill has become
completely online and status of the bills are available at the click of a button. Delay in
payments, which is a concern for vigilance as well as administration, can be monitored
and corrective action can be taken immediately. Chances of omission shall also be
minimized by the processing agencies. Correspondences to vendors for the
incompleteness of bills are also captured in the system.
Delay in payments may have a vigilance angle and hence all delays are potential
complaints. By implementing this system, all such potential complaints can be avoided
and due to the availability of online status chances of delay shall be greatly minimized and
the bill tracking process will become person-independent.
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3. IMPLEMENTATION
Customized development has been done at ERP- SAP platform for back-end processing
and front-end i.e. vendor interface development has been carried out at SRM. The
complete package has been developed in-house, 3-4 sessions of training (1 hour each)
for DSP employees and 2 training sessions for vendors were carried out. Training has also
been imparted in virtual mode (online) during the recent past.
· Vendor gets an instant tracking number without physically visiting to the office of the
executing authority.
· Vendor is able to view the status of bills on SRM website (through the internet).
There is no need for keeping the registration of bills in hard copy / register.
· In the event of non-acknowledgement of bills within 7 days by DSP, auto e-mail alert to
the vendor to enable them for necessary action.
· Monitoring of bills along with lead time for processing the bill is available in the system.
This will enable DSP to take necessary corrective action so that the delay does not
translate into a complaint.
· System has become more transparent and chances of omission have practically
become zero thereby reduction in risk from the vigilance perspective.
Before After
Activity
Implementation implementation
Unique ID for all Not available Generated by the
service bills at the point vendor themselves
of bill submission and tracking number
is instantly available
to vendor.
Bill submission at the Record kept in hard copy Record available
office of Head of Online
Department
Marking of bills to EA Not available / available Record available
in hard copy Online
Communication to Using individual mail / Record available
Vendors in case of over phone line
discrepancy
Service Entry is raised Online Online
for checked Bills
Bill is forwarded to Records kept in hard Record available
Finance copy Online
Receipt of Bills by Online Online
Finance
Payment voucher Online Online
generation
Transfer of payment to Online Online
Vendor
This module can act as a prototype for tracking and monitoring any type of bill. This bill
tracking module is running trouble-free since its implementation in December 2020.
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116
Online Supplier/Contractor Grievance Portal : Suvidha
Suvidha - Supplier/ Contractor Grievance portal, introduced at a large scale in BHEL in

October, 2020
2. BACKGROUND
BHEL Units/ Regions/ Divisions receive complaints from suppliers/ contractors on

concerns related to tenders, delay in payments, material rejections, registration delays
etc. Unresolved complaints reflect as grievances and are to be addressed in a timely
manner.
Lately, many suppliers/ contractors have been raising disputes related to contractual/ non-
contractual matters by directly approaching BHEL. Though efforts were being put in so as
to resolve all such grievances, however, a specific portal was required to address and
monitor such supplier concerns in an organized manner.
3. IMPLEMENTATION
An online centralized pan BHEL portal named 'Suvidha' has been developed wherein any
registered/ unregistered supplier or contractor can lodge a dispute and it gets marked to
the concerned BHEL Unit/ Region/ Division. The concerned Nodal Officer (MM Head) of
the Unit/ Region/ Division can login and address the grievance online.
To facilitate Suppliers/ Contractors for:

· Lodging grievances online.
· Viewing status and keeping track of the grievance(s) lodged.
To facilitate Nodal Officer of the Unit for:

· Disposal of the grievance online by way of feeding in the comments/ uploading of
supporting documents, if any.
· Monitoring of pending grievances at the Unit level.
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· Copy of grievance also gets marked to Independent External Monitors (IEMs) in

case the supplier/ contractor selects that the grievance pertains to a contract
covered under Integrity Pact (IP).
· Dashboard for viewing past grievances, types of grievances, and their resolutions.
· Efficient & Speedy redressal of supplier/ contractor grievances.
· Access to Corporate Office for monitoring purposes.
· Till 08.09.2021, 94 numbers of grievances have been received through the
System.
The online system is applicable for addressing grievances of vendors in all the functional
areas of the Company.
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118
Indian Railways
Mobile Application for Assistance During Travel: RailMadad
The expanding outreach of information technology has transformed many aspects of life
in the 21stcentury, including the way citizens express their grievances and how the
government addresses them using the same tool. In this endeavour, the Ministry of
Railways has started an online Grievance Portal System, which helps citizens to lodge
complaints from anywhere using any device (like laptop, mobile phones etc.) in a way that
is convenient and saves time, effort, and the traditional paper work.
RailMadad – The Complete Grievance Redressal Dashboard for Indian Railways
RailMadad Application is a unified digital platform that facilitates Railway users to register
their complaints and grievances through seven different channels viz. Web, Mobile Apps
(Android and iOS ), SMS, IVRS Helpline 139, Twitter, Manual Dak Complaints (Complaint
Books) & e-mail, enables them to check real-time feedback on the status of redressal of
their complaints. The complaints range from corruption related matters, to security, and
various amenities/cleanliness, etc.
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The automated process with pointed responsibility and an auto-escalation system has brought
about a quantum improvement in swiftness and quality of redressal of public complaints. It has
been recognized as a major citizen centric initiative of Indian Railways leading to the
accountability of the department towards the citizens.
The application developed by CRIS converges multiple channels to enable passengers to

register their complaints and suggestions. The work flow & the business logic has been designed
meticulously. A RailMadad reference number (RRN) is registered and with the RRN the entire
tracking of redressal is done. The system is completely automated and a very stringent timeline
has been laid down for field staff for redressing the grievances lodged by the users. In case of
breaches in response time specified for redressing a grievance, higher officials are informed and
updated through an automatic escalation system. The system also obtains feedback from the
complainant on the redressal.
The comprehensive MIS (Management Information System) reports Dashboard helps the
administration to monitor the entire process of grievance redressal by analysing various types of
management reports which gives a micro to the macro picture.
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The entire paradigm shift has brought about a considerable and significant improvement in the
swiftness and quality of redressal of passenger complaints & their satisfaction, and enhanced
accountability of the public authority and transparency in the system.
The application has received appreciation and kudos from various reputed agencies. The
application for its efforts in achieving good governance goals has been conferred with:
1. Silver Award by National e-Governance in “Excellence in providing Citizen-centric

rd
Delivery”. This award was conferred during the 23 National Conference held in Mumbai in
the year 2020.
th
2. Gold Award (highest award) in Governance category at 68 SKOCH Award.
Conclusion
A comprehensive Complaint Portal of Indian Railways, RailMadad has assisted the Railway
Management to identify areas of grievance and those needing system improvement. It has
increased transparency and accessibility for the common citizens. This is a scalable application
with infinite potential to reach out to the citizens in the hour of need.
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121
STRENGTHENING
VIGILANCE ADMINISTRATION
Portal for Software-based Property Returns
In accordance with CVC and DPE guidelines, Vigilance departments of CPSUs are
required to conduct scrutiny of the immovable property returns (IPR) of about 20% of
employees every year on a random basis, so that the total scrutiny cycle gets completed
over five years.
Although an online system for declaration of property by employees was implemented in

POWERGRID a few years back, yet manual scrutiny of declared returns still remained a
cumbersome task involving a lot of time and effort of Vigilance officials at Corporate and
Regional offices.
Software-based scrutiny of IPRs has been introduced in 2021 in POWERGRID for the first
time for facilitating quick scrutiny of employees' property returns and effective utilization of
available manpower for Vigilance functions and activities.
The software-based scrutiny required the development of a New Property Declaration

Portal as various anomalies were noticed during trials with the old online property
declaration system and database. During the process, CDA Rules were also required to be
amended for incorporating missing definition of moveable property in line with DPE
guidelines.
123
The New Portal for Property Declaration has been launched on 24.02.2021 and software-
based scrutiny of IPRs has commenced from 01.04.2021
2. BACKGROUND
Earlier scrutiny of declared assets of employees and other moveable/immovable property

transactions was carried out by Vigilance officials manually. It was a cumbersome & time-
consuming task to manually keep & retrieve the records for scrutiny.
It was also observed that the previous system of online declaration of assets and liabilities
had also become obsolete and inconsistent in many respects. Further, anomalies were
noticed during scrutinizing the Immovable Property Return (IPR) of the employees using
software developed for the purpose. It was noticed that due to incorrect formatting of the
earlier online portal, employees reported multiple Immovable Property related movable
properties transactions, such as EMIs, down payments, borrowings, etc. resulting in the
rise of artificially inflated number of Immovable Property transactions, thus, making the
whole process cumbersome for the employees on the one hand and less amenable to
scrutiny by Vigilance on the other hand.
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3. IMPLEMENTATION
The entire Property Declaration/Intimation procedure has been re-engineered. CDA Rules
have been suitably amended with the approval of POWERGRID's Board of Directors and
definition of “Movable Properties” and explanation of Items covered under 'Movable
Properties' has been introduced in the Amended CDA Rules in line with DPE guidelines.
The new portal for Property Declaration and Software for Scrutiny of IPRs has been
developed in-house by using ASP.NET with MS SQL Server database.
Earlier, IPR was required to be filed once in every two years for each calendar year. Since
the filing of IPR has been greatly simplified and made user-friendly with the introduction of
the new portal, CDA Rules have been amended for filing of IPR on an Annual basis. This
has made scrutiny easier and closer in time to actual events, thus serving the objective
better.

Simplification of the property declaration/ intimation process has resulted in easy user-
friendly filing of annual IPRs and movable property intimations. It has also eliminated the
possibility of superfluous/wrong entries.
The new portal helps in effective management of property declaration/ intimation data of
the employees by the administrative department and improved quick scrutiny by Vigilance
officials, as various reports can now be generated covering different aspects/queries, as
required.
It has helped in optimum utilization of available manpower and effective handling of one of
the important Vigilance functions.
The New Property Declaration Portal & Software-based scrutiny system can be replicated
in other PSUs with suitable modifications as per their specific IT systems.
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125
Creating Opportunity for Development of New Indigenous

Vendors: Development Order Policy
A new development order policy has been implemented by ONGC, wherein the
development order process is without linking to a regular tender. In the new Development
Order Process vendors are not required to fulfill any BEC/past supply experience criteria.
Development Order Policy has been implemented w.e.f. 02.12.2020.
Salient Provisions to promote manufacturers/service providers:
WORK FLOW
· Development Order Process for Information to vendors has been published on the
ONGC tender site www.tenders.ongc.co.in.
· List of items (Goods) for development order published on ONGC tender site
www.tenders.ongc.co.in and e-tender portal for Information to vendors. The list may
be reviewed periodically as per requirement.
· Besides publishing a list of items identified by ONGC for placement of development

orders, vendors may also suggest the items in use by ONGC which they can develop
and supply.
· Processing of development order for oil field services allowed, wherever it is feasible to
award a development order for smaller quantities/period and low risk is involved in the
execution of development order.
· ONGC may also periodically publish EOI on ONGC Tender website to make efforts in
identifying the probable vendors through industry insight reports/contacts.
· ONGC after being prima facie satisfied that such domestic vendor
(manufacturer/service provider) has Basic Capability to develop the item/provide the
service, inspection of the factory/facilities will be carried out.
· After satisfactory inspection of factory/facilities and ascertaining capability to

manufacture the item/provide the service, formal enquiry to be issued and
subsequently Development Order is placed.
126
· ONGC to provide all technical assistance to vendors, wherever required.
· No requirement to fulfill any BEC/past supply experience criteria.
· No EMD, No Performance Bank Guarantee / Security Deposit.
· Rates for Order placement: Rates quoted by the vendor or the rates at which ONGC
has placed the latest order for the same item/service of the same technical
specifications/scope of work, whichever is lower.
· If any item/service being offered is not exactly the same as that of LPR, the contract
may be awarded after ascertaining the reasonability of rates.
· Payment (Goods): 50% payment after receipt of material at work center after prior
satisfactory inspection. Balance 50% payment to be made against the satisfactory
performance certificate issued by ONGC after field trial testing.
· Payment (Services): Decided on case to case basis. ONGC to decide payment

terms on a milestone basis.
· Delivery/Completion Period: As quoted by the bidder and mutually agreed between

bidder and ONGC.
· A development order shall be considered as executed and the respective bidder shall
be considered as developed / proven source only after satisfactory inspection and
field trial testing and issuance of a certificate by ONGC.
· The extension may be granted by the Competent Purchase Authority without Tender
Committee. Any extension beyond 6 months shall only be considered if there are
rational / compelling reasons for the same.
· Action like initiating the banning process or putting the vendor on Holiday for regular
tenders will not be taken for non-execution of the development order. However, such
vendors will not be considered for any other development order for a period of one
year. Only one development order is placed on a vendor at a time.
· On its successful development, the vendor may be considered for development order
for other items (but one at a time) in case it applies for the same.
· Any exception to this can be allowed in case manageable by the vendor concerned,
with the approval of the Director - I/c INDEG.
· Not more than 3 Development Orders on different manufacturers/service providers for

the same item/service at a time (including development orders under execution).
· Guidelines on Inspection and Field Trial Testing has also been prescribed.
127
· In case the bidder has satisfactorily executed a development order (i.e. including
satisfactory inspection and Field Trial Testing) for similar items/services in the past in
ONGC/OIL , then the bidder does not have to satisfy the experience criteria of BEC in
ONGC. However, ONGC will reserve the right to change this policy anytime in the
future.
· For time being, not undertaken for works contracts / LSTK contracts.
2. BACKGROUND
In pursuance to promote self-reliance, Make in India, and to promote MSMEs (Micro,

Small and Medium Enterprises), Govt. issued guidelines that no Global Tender Enquiry
(GTE) shall be invited for tenders up to Rs. 200 Crores or such limit as may be prescribed
by the DoE from time to time.
Standing Committee on DMI&SP [Domestically Manufactured Iron and Steel Product]

Policy mentioned not to link placement of development order with tender action.
Erstwhile Development Order Policy had provisions that Domestic bidders, who
participate in the tender and fulfil all the criteria of BEC, excluding past supply experience
criteria, would be considered for placement of development order after satisfactory
inspection of their plant and facilities and provided no development order is pending with
such parties.
3. IMPLEMENTATION
In order to have better management, reporting, and smooth development order process,
the development orders are being processed in a centralized manner by INDEG
(Indigenization) group with the support of Corporate Technical Services and Corporate
MM in ONGC. Development Orders under the new policy are already placed for six items
to date namely Chrome Casing Pipes, Chrome Tubing Pipes, Drill pipes, Sucker Rod
Pumps, XC Polymer, NIFA & three development orders being processed for other items.
The implementation of the new Development Order Policy is likely to develop indigenous
vendors. This is in line with the intent of the Government under Atmanirbhar Bharat.
The development Order process being implemented in ONGC may develop indigenous
vendors capable of manufacturing goods / providing services, and also shall lead to more
competition in tenders.
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129
Power Finance Corporation Limited
Revision of Financial & Administrative Procedures and

Processes: Policy Initiative to Check Fraudulent Transactions
Overhaul of financial & administrative procedures and processes in the light of suspected
transactions identified in the books of accounts, in a subsidiary company of Power sector
CPSE
Measures:
· The Financial & administrative powers of the Chief Executive Officer (CEO) were
curtailed by prescribing specified limits.
· Accountability is ensured by mandating the CEO to report to the Board of Directors of
the Company for certain expenditures and powers.
· Administrative powers relating to personnel matters were withdrawn and placed with
the parent company.
· System of Financial Concurrence was put in place.
· The power of re-appropriation within the budget head more than the amount of 25% of
the allocation was given to the Board of Directors of the company.
· Any relaxation allowed in TA claims, local conveyances, programmes related to
business activities, & the purchase of items through GeM portal/Kendriya bhandar/
Govt. department/PSU is to be reported to the Board of Directors of the Company on a
bi-annual basis.
· The Distinct & separate functional wings for Billing, Banking, and Accounts have been
created.
· Detailed work allocation order was issued for all the executives.
· Company had been directed to ensure due diligence & prudence while procuring
gifts/mementoes and to maintain a stock register for receipt/issuing of Mementoes.
· To ensure proper scrutiny, scanning of Vouchers, recording its narration in ERP/IT
system.
· Internal Audit system was improved.
· Sensitisation workshops were conducted for employees.
· Procurement through GeM was introduced.
· Long tenure employees were transferred.
The aforementioned measures were suggested to the management of the company

during FY 2020-21. The management adopted the systemic improvements as
recommended by Vigilance in the whole organization.
130
2. BACKGROUND
The Statutory Auditors of the company reported certain suspected fraudulent transactions
in the Books of Accounts of the company. Investigation resulted in highlighting the
shortcomings of the system.
The existing system which was replaced:
· The Financial Powers were concentrated at the level of the CEO.

· Absence of Distinct Financial Concurrence.
· Billing, Banking, and Accounts were headed by the same person.
· Record Maintenance system was absent.
· Lack of Financial Prudence and violation of financial principles.
· Ineffective Internal controls/Audit System.
Problems/Vigilance Risk addressed:

· Absolute powers, discretion.
· Lack of Accountability and Transparency.
· Non-procurement through GeM.
· Ineffective internal controls.
3. IMPLEMENTATION
Required/Used Resources:
· Technology: To ensure proper scrutiny, scanning of Vouchers, recording its

narration in ERP/IT system and procurement process.
· Human Resource: To streamline processes, procedures, internal controls, and
record maintenance.
· Training: To create awareness and sensitization for financial prudence.
· Time: To study the drawbacks and streamline the procedures.
Whether sourced from abroad or source locally:

· Sourced locally, referred to GOI, CVC, DPE guidelines, trainers, and general
financial principles.
· Used ERP system of the company.
131
Preventive Measures Impact Benefits

Administrative and Financial Increased Prevent Mis -use of
Powers curtailed and mandating Accountability, power and Financial
report to BoD for certain Transparency and Prudence
expenditures and powers Reduced discretion
Financial Concurrence System Effective evaluation of Reduction in cost

financial proposals.
Separate billing, banking and Maker-checker system has Prevention of financial
accounts units been established frauds.
Maintenance of stock register Transparent record Increased
and vouchers updating in ERP maintenance Accountability
Internal controls and Improved systems Increased efficiency
e-procurement
Rotation and training of staff Transparency and Sensitisation and

Awareness prevention of collusion
Impact on other functions:
· The above preventive measures would promote good governance practices in the
company. The employees will efficiently discharge their functional responsibilities.
This will lead to a reduction in operation costs and improving the revenues
accordingly.
How and to what extent the prevailing business processes have been re-engineered:
· The Management Information system has become more robust giving the
opportunity to look into the business activities.
· The Management would be able to utilize Human Resources effectively.
· Since the financial business processes have been streamlined, the chances of
fraudulent practices will be prevented.
How the vigilance risk has been reduced:
· By limiting powers, reducing discretion, increasing transparency and

accountability, using technology, streamlining systems, and increasing internal
controls.
132
Estimated benefits envisaged in long run for the organization:
· Prevention of Mis-use of authority and Mis-utilisation of the funds.

· Financial Prudence and Reduction in cost.
· Increased Accountability, transparency and efficiency.
· Improved feedback mechanism to management.
Can be implemented in any organization for improved accountability, transparency,

efficiency, and effectiveness.
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133
AUTOMATION OF OPERATIONS
Online Reporting of Shortage in Delivery of POL Products and

Integration with ERP System
This system converts the manual reporting of shortage in delivered product to online and
integrates it with HPCL ERP system without manual intervention.
2. BACKGROUND
The delivery of POL products is done on a delivered basis through tank trucks. In the event
of any shortage in the tank truck, the Retail outlet dealers mention the shortage quantity in
the delivery confirmation copy of the invoice of the tank truck after following the SOP for
ascertaining the quantity of shortage quantity. This shortage quantity also needs to be
acknowledged by the transporter representative/ TT crew available at the retail outlet.
Later, on reaching the loading location the TT crew submits the delivery confirmation copy
of the invoice to the loading location and on this basis, the acknowledgment of the delivery
confirmation is done at the location. In case any shortage in delivered quantity is reported
by the retail outlet dealer, then the same is booked manually in the ERP system to the
account of the transporter and the equivalent amount is credited to the account of the retail
outlet dealer and then delivery confirmation is processed. Only after delivery confirmation
of the previous trip, any new trip can be assigned to the tank truck.
In this process, there are chances that the delivery confirmation of the tank truck is done
without debiting the shortage to the transporter. Thus, to eliminate this human
intervention, the system of online booking of shortage was introduced by HPCL.
135
3. IMPLEMENTATION
The in-house module has been developed by ERP team which enables the retail outlet
dealer to enter the shortage in quantity received in the online portal / Mobile application
against the trip and the same is then transferred to the transporter for his acknowledgment
and comments in the online portal. After the acknowledgment of shortage by the
transporter, the details of shortage automatically flows from the online portal to HPCL ERP
system, and accordingly, the applicable debit from transporter and credit to retail outlet
dealer is processed in the system after approval of dispatch location. Any
correction/modification in the shortage quantity booked can only be done through the
maker-checker mechanism.
· Elimination of human intervention and chances of willful manipulation to obtain

benefit.
· Increased transparency, tracking, and traceability.
· Swift processing of credit and debit.
It can be replicated at all Organizations for reporting of shortages in the delivered product
and connected activities.
XXX
136
Introduction of Digital Signature on Invoices
Digital Signatures were introduced on invoices being printed at POL locations in May
2020. Later, it was rolled out for LPG, Lubes, Petrochemicals, BD Gas, etc.
2. BACKGROUND:
Invoices were used to be ink signed manually on pre-printed stationery at our locations
with the involvement of an officer in this job. There was always a possibility of duplicity /
forgery of invoices and pre-printed stationery by the errant elements of the society. In fact,
some complaints of forgery and manipulation had been reported. There was no
technology-driven and fast method to get these invoices verified by government
authorities as well as customers. Also, there were delays in the release of TTs from the
location as they needed to wait for signed invoices. This led to mistrust and unnecessary
human intervention in this process and undue delay in some cases.
3. IMPLEMENTATION:
In coordination with CO IS, the supplies group in Marketing Division Head Office (MKHO)
took the initiative of removing this manual activity and introduced digital signatures of
officer on duty along with Unique QR codes, on invoices. Invoices, which were used to be
printed on pre-printed stationery through dot matrix printers were replaced by A4 size laser
printing, and the number of prints now stands reduced to three instead of six earlier.
This not only reduced the cost of printing invoices substantially but also solved the
problem of managing the pre-printed stationery. With the introduction of digital signatures
and unique QR codes on invoices, digital copy of invoices in the form of a PDF file is now
being sent to the customers on their registered e-mail IDs which enhanced customer
satisfaction & secured delivery. This has become a deterrent towards the duplicity /
forgery of the invoices as they can be checked for authenticity just by scanning the QR
code and clicking on the Digital Signature.
137
A technology driven, fast method is now available to check the authenticity of any invoice,
which has become a big deterrent towards any possibility of malpractices due to duplicity
and forgery. Improvement in turnaround time of vehicles is due to a reduction of waiting
time at locations. Removal of a human touch point has resulted in enhanced satisfaction to
internal as well as external customers. Manpower optimization has resulted due to
automation. Digital copy through e-mails to customers and transporters has reduced their
documentation burden and has also increased transparency & security as they now
receive the digital invoice before the consignment reaches them.
5. POTENTIAL FOR REPLICABILITY:
Though the initiative was initially from Marketing Division Supplies Group, it has been
successfully replicated in LPG, Lubes, BD Gas, Petro-chemicals, etc. It has the potential
to be replicated for all similar activities.
138
XXX
139
National Electronic Toll Collection System: FASTag
National Electronic Toll Collection (NETC) is a program that uses a FASTag device that
employs Radio Frequency Identification (RFID) technology, for making toll payments
directly from the Wallet/saving bank account linked to it. Whenever a FASTag vehicle
having sufficient balance enters the fee plaza, an RFID reader installed at the toll plaza
checks the authenticity of the same FASTag and allows the user to cross the fee plaza
without actually stopping.
NETC Programme was started in 2013-14 at some fee plazas. However, from midnight of
15th/16th Feb 2021, all lanes are declared as FASTag lane at the fee plazas and vehicles
not affixed with FASTag entering into FASTag lanes are disincentivized to pay double of
the applicable user fee. Moreover, provision is made in Motor Vehicle Act, wherein having
FASTag on the vehicle is made mandatory.
Scale of Operation
NETC Programme has been introduced and implemented on a large scale universally.
Presently, there are more than 880 Toll/fee plazas under NETC Programme.
2. BACKGROUND
Before the inception of FASTag programme, toll fee was paid manually (Cash/plastic
card) at the fee plazas. FASTag programme has facilitated road users to pay toll fees
through RFID based FASTag which is linked to wallet/saving account without actually
stopping at the fee plaza.
Problems/Vigilance /risk that was addressed.
Fee collection through FASTag at the toll plaza has created transparency among
stakeholders. Now, no more risk of handling cash flow at the toll plaza and malpractices
related to it has been minimized.
140
3. IMPLEMENTATION
Technology: FASTag is a passive device and it works on the principle of Radio Frequency
Identification (RFID) technology which enables automatic deduction of the toll fee directly
from the prepaid or savings account linked to it. FASTag is also vehicle specific and once it
is affixed to a vehicle, it cannot be transferred to another vehicle.
Human Resource: Following are the stakeholders under NETC Programme:
· IHMCL · NPCI
· User · System Integrator
· Acquirer Bank · Issuer Bank
· Concessionaire/Toll Operating Agency
The functional and technical document has been prepared locally. The component under
FASTag technology like RFID tags, RFID reader and other equipments are procured
locally as well as from abroad.
Customers can travel without stopping at the toll plaza by using the FASTag thus reducing
congestion at plazas and, saves fuel, reduce air pollution, and reduces travel time.
Customers can recharge FASTag accounts online through issuing member banks portal
using UPI/ Credit Card/ Debit Card/ NEFT/ RTGS /Net Banking.
With the inception of FASTag technology (interoperable solution not plaza specific), now
users have the facility to pay the toll fee amount without stopping at the fee plaza. Earlier,
they only had the option to pay through Cash/Card by stopping at the fee plaza.
· It increases transparency in transactions. Reduce cash handling.

· Provides an interoperable secure framework capable of use across the country.
· Enhance audit control by centralizing user account.
· Reduce air pollution by reducing the congestion around the toll plaza.
· City Toll Plazas

· Parking System
· Fuel Payments
· Enforcement vehicle linked fines
· Vehicle Tracking System
XXX
141
Dredging Corporation of India Limited
Paperless Movement of Files: e-Office Application
Implementation of E-Office Software application for paperless movement of files in

Dredging Corporation of India Limited has been achieved. The application was on the trial
st
run till the end of June 2021 and went on live from 1 July 2021. The system was initially
made available to users at Head Office Visakhapatnam for a short duration on a trial run,
familiarize employees with the new system, and receive suggestions for improvements.
Once the cyber security audit was completed, it has been extended to all shore-based
employees in Regional Offices, project offices spread all over India.
The system is going to be extended to Dredgers (ships) for various communications, filing
returns pertaining to ISM and IMS systems, and to make available the latest revised
Manuals/ Policies/ Circulars/ Office Memorandums to the Vessels.
2. BACKGROUND
The system replaces the current Manual movement of files with the electronic movement
of files. The system tries to address the delay in the movement of files. As per 1.4.3 of
Vigilance Manual 2017 “any undue / unjustified delay in the disposal of a case, perceived
after considering all relevant factors, would reinforce a conclusion as to the presence of
vigilance angle in a case.” In the new system, whenever a file is received by the user, he
receives an alert. If a file is pending for more than 3 days at any level, it automatically
moves to the next person in the workflow.
The system was initiated to address the pandemic situation such as COVID 19, to enable
employees to work from home and to make requisite information/files/documents
available to users from anywhere, anytime. The documents/Note sheets can be signed
using Digital Signature Certificate or e-signed where the employee receives an OTP to his
mobile/e-mail.
3. IMPLEMENTATION
The e-Office software runs on a high-end HP DL580 rack-based two sockets 20 cores 32
GB RAM and 1.2 TB Disk space server with Cent OS 7 Operating System which is a Linux
Variant OS. The Network Perimeter side was also strengthened with a high end and highly
142
available Firewall. The e-Office software was procured from M/s Net Prophet Cyber
works, New Delhi, who is NICSI empanelled Vendor. The application was customised as
per the DCIL requirements. Along with e-Office, the digitization of files activity was also
taken up by the company so that all the information is available in digital form to the stake-
holders.
Some more employees at HO and Regional Offices were provided Laptop Computers with
Dongle so that the system can be accessed from anywhere. The employees after being
given a free hand to experiment with e-Office software were provided online training by the
software provider.
Most of the implementation and roll out work along with customization was carried out
online/ remotely due to Covid Pandemic.
· The manual physical movement of files is replaced by a highly available system

where files move electronically and are signed electronically. Due to this, the
employees can continue to work from anywhere and anytime. Earlier, only ERP
software was available to a few departmental (Material/Finance/HR) users for
working from anywhere. Now, with the introduction of e-Office, it is extended to all
departments, and important timely business decisions can be taken by the
Management.
· No paper movement or paper printouts contributing to the environment. It is

expected to reduce stationery usage drastically.
· The executive can monitor the movement of file status continuously till the file is
approved or rejected. Pendency reports also can be generated in the system.
· The software application can be used where a document is signed by more than
one employee with their comments such as tender committee proceedings, note
sheets.
· The new initiative encourages transparency.
The e-Office software implemented in Dredging Corporation of India Limited can certainly
be used by any organizations.
XXX
143
Real-Time Transfer of Pricing Data from Central Marketing

Organization to Plants
This System Improvement initiative was taken up by CMO Vigilance based on the
outcome of random Preventive Vigilance Checks carried out in 2019 wherein under-
invoicing was noted in several Direct Dispatch Invoices leading to the issuance of Debit
Notes. The route-cause analysis was done through examination and scrutiny of a large
volume of data on invoicing. Large group interactions were done through VC involving
C&IT, Finance, Marketing, and Vigilance of CMO and Integrated Steel Plants (ISPs)
wherein results were shared and strategies were made. This was followed by CMO-Plant
level interaction, visit Plants, etc. Recovery of the under invoiced differential prices was
done at CMO and a decision was taken for a systemic improvement at CMO and Plant
level (ISPs).
Considering the sensitiveness of the issue, the initiative was taken for System
Improvement taking on board the plant Units (ISPs). The initiative was taken on
24.06.2019 and the same stands implemented by 19.11.2020.
2. BACKGROUND
Price Circulars are the communication issued by the Pricing Manager/CMO/HQ

periodically, affecting the changes in the price structure of the steel items. These are
based on change/revision approved by Revenue Maximising Team (RMT) / Director
(Commercial) at the corporate level.
The Pricing Circular mainly consists of:

· Base prices of Steel Items,
· Quality Extra of Steel Items,
· Size/Dimensional extra of Steel Items, and
· Other extra like special TDC, Tolerance, Special tests, restricted chemistry,
etc.
· The delivery of finished Prime Steel materials to Customers is either done through
CMO Warehouses (i.e stockyard dispatch) or directly from Plants (Direct
Dispatch).
· These Circulars when issued/revised are communicated to the invoicing sections
of different Plants/Units through email by the pricing manager CMO.
144
· Pricing Manager CMO feeds Price data into SAP/ERP system of CMO to
incorporate the changes. Though, the changes are effected instantly in CMO ERP
system, in the Plant's system the changes were not automatic.
· Plants incorporate these changes in their system through manual intervention into
Price Master Files maintained in their ERP system.
· Thus, in the case of direct Dispatches, for the Plant ERP system, there was a time
lag from the time-point of the Price effect and the time elapsed due to non-
seamless data exchange which involved the risk of incorrect pricing.
3. IMPLEMENTATION
This system of Seamless transfer of pricing data from CMO to Plants system through ERP
system of CMO on real-time basis has now been implemented in all SAIL Integrated
Steels Plants. All the system modifications/developments have been done in-house.
· Maintaining Pricing Data centrally at one place i.e. at CMO end since Pricing
Circulars etc. are issued by CMO only.
· Data feeding in SAP system only at CMO without duplication of subsequent
manual feeding at Plants ends.
· An intermediate, interfacing programming protocol devised at Plants’/ CMO such
that the changed/revised pricing data at the CMO end is automatically downloaded
(on a real-time basis) at the Plant level seamlessly
· Necessary programme development work at all ISPs
· Reduction of load on Executives at CMO Branches on Price checking and
eliminate the risk of unnoticed under-invoicing.
The system was first implemented at Durgapur Steel Plant and then the same was
subsequently replicated at Bhilai Steel Plant, Rourkela Steel Plant, Bokaro Steel Plant &
IISCO Steel Plant. To ensure error-free invoicing, a periodical IT system audit will be
organized at a periodical interval.
XXX
145
Implementation of Electronic Bank Guarantee System
To reduce the possibility of fraud related to Bank Guarantee (BG), the implementation of
an electronic Bank Guarantee has been suggested.
2. BACKGROUND
Bank Guarantee (BG) is widely accepted in GAIL against Earnest Money Deposit (EMD)
during tendering, Performance Bank Guarantee (PBG), and security deposit (SD) in
compliance to provisions of contracts.
As per existing procedure, vendors submit BG in hard copy to GAIL. On receipt of BG by

Procurement Deptt., it is forwarded to GAIL Finance for BG confirmation and safe custody.
The details of BG are entered into the SAP system along and an automatic message is
generated to issuing bank for verification of BG and hard copy of verification letter is also
sent by GAIL finance to issuing bank for verification of BG.
GAIL is using BGs in hard copies for which manual intervention is required for verification
and authentication. In a vigilance case, it was observed that the vendor had submitted
fake BG and it was observed that due to the manual process of verification, fraud in BG
could be carried out by the vendor.
To avoid BG related frauds, as per the suggestions of Vigilance, the following is under
implementation by GAIL:
● Implementation of electronic BG through SWIFT (Society for Worldwide Interbank

Financial Telecommunications) messaging system.
● Incorporation of necessary amendments in standard tender documents to facilitate

the use of electronic BG instruments against EMD, SD, etc. instead of physical
form.
146
3. IMPLEMENTATION
The suggestion has been agreed upon by management and the same is under the
advanced stage of implementation. With the implementation of the same, GAIL shall be
the 1st PSU of having implemented the electronic BG system through the SWIFT
messaging system.
With the implementation of electronic BG through SWIFT messaging services, BG frauds

can be reduced /addressed.
These can be replicated in various other departments/organizations and can be modified

as per the requirements.
XXX
147
PROJECT MANAGEMENT
Cloud-based Project Monitoring Tool: Data Lake
Launched in July 2020 as NHAI's project monitoring tool, a cloud-based portal, Data Lake,
has been implemented to track and monitor the progress of projects and act as the central
repository of documents across the project lifecycle. The platform is currently being
accessed by all key stake-holders on highway projects viz. Contractors /
Concessionaires, Authority Engineer/Independent Engineer (AE/IEs), Project Directors
(PDs), Regional Officers (ROs) & HQ Users with role-based access.
Since its implementation, Data Lake has served as a centralized project repository
supported with system generated MIS reports and a role-based dashboard for internal
and external users.
2. BACKGROUND
· It has integrated many prevailing standalone IT applications to provide one single

platform to fetch information.
· Cover all monitorable activities required to be performed by the stakeholder as per
his Terms of Reference (ToR).
· Communicate/manage project correspondence and documents facilitated by web
forms and workflows for the approval process.
· Integrated transaction and reporting system.
· Collaborate, aggregate & visualize project parameters on dashboards & project
monitoring reports.
· Monitor project progress through on-site real-time data gathering facilitating
improved visibility on projects.
· Automated alerts and escalations for proactive tracking and actioning on pendency
respectively.
3. IMPLEMENTATION
The product is developed in-house by outsourcing key IT skills for development and
maintenance. From facilitating communication and coordination to ascertaining
149
compliance of contractual obligations, quality control, and avoiding potential conflicts,

Data Lake has enabled NHAI to usher in a digital transformation and thereby ensure
enhanced transparency and efficiency in its functioning.
● Real-time tracking of construction progress, delayed projects, and project issues

have enabled faster resolution of bottlenecks and timely decision-making.
● Tracking and expediting closure of pending Extension of Time (EoT) and Change of
Scope (CoS) through increased visibility on Turn Around Time (TAT) and user level
pendency.
● Improved control over monitoring the Supervision Consultant (AE/IE's) obligation
and its fulfilment through payment linked to key performance metrics like attendance,
monthly progress reporting, and equipment-based surveys.
● System backed mechanism to capture Network survey Vehicle (NSV) data and
monitoring of road condition including tracking and closure of on-ground rectification
works.
● Remote visual inspection (incl. Right-of-Way (RoW), Encumbrances, road furniture,
and inventories) and project update through drone video reporting to flag project
issues and provide objective evidence against unrealistic claims and support counter
claims on Contractor/ Concessionaire defaults.
● Automatic Storage of all documents exchanged between the stakeholders in a digital
library, thereby helping in the resolution of disputes.
● Improved accountability and transparency in communication. System based
validations to help administer processing payments of the stakeholders as per
prescribed milestones achievement
The system architecture is open and scalable. This has helped NHAI to integrate /
subsume many smaller, standalone functional applications and has emerged as a robust
solution. The most important aspect is its work flow-based routing of information among
different role-based enabling system driven checks and balances as well as validations to
put various concurrent processes under overall control.
Thus, Data Lake can be useful for all the organizations as a tool for project monitoring and
especially those having lean and thin structure, where routine supervision by organization
officials is not feasible.
XXX
150
Monitoring of Plantation Activities through Geo-tagging:

Harit Path
The nation-wide plantation drive has been actively taken up by NHAI's field offices to
achieve the collective target of making greener national highways. In order to track the
growth, health, and mortality rate of plants, photographs along with data of the plants will
be captured using a GPS-based app 'Harit Path'. Monitoring of plantations is done
through geo-tagging and web-based GIS-enabled monitoring tools. The app helps to
monitor the location, species details, maintenance activities, targets, and achievements of
each of its field units for each and every plant under all plantation projects. Every plant is
assigned a unique ID that reflects the precise condition of the plant.
2. BACKGROUND
Earlier, there was no system to track the plantation on the project corridor. Reliance used
to be made upon the inputs from Contractor/ Concessionaire and AEs/ IEs/ Consultants in
the matter. To track the growth, health, and mortality rate of plants, photographs along with
data of the plants will be captured using a GPS based app 'Harit Path'. Monitoring of
plantations is done through geo-tagging and web-based GIS-enabled monitoring tools.
The app helps to monitor the location, species details, maintenance activities, targets, and
achievements of each of its field units for each and every plant under all plantation
projects. Every plant is assigned a unique ID which reflects the precise condition of the
plant.
151
Due to the implementation of the above, all the plants which are being planted on the
project corridor can be tracked and monitored at any point in time. The earlier system was
prone to manipulation in a way that the actual number of the tree planted or their location or
the condition of the planted tree could not be tracked and the contractor/ concessionaire
could easily state that he planted the appropriate number of plants but due to animals the
plants got damaged or removed etc.
3. IMPLEMENTATION
Application runs on login credentials which are provided at three levels viz., Regional
Officer (RO), Project Implementation Unit (PIU), and Agency. Agency Login can be
created by the PIU and credentials of the same are conveyed. Only after approval from the
PIU Login, the agency shall be able to run the application. Field surveillance and
geotagging are carried out by agencies and each agency has been granted an existing
limit of 15 users i.e. 15 field workers of the same agency may do the geotagging
simultaneously.
Through PIU login, Project Director (PD) can review the Geotagging process and grant
authorization to the agency to start the work through the application. Verification of the
geotagged trees also lies at the disposal of PD. However, if the data shows ambiguity,
verification can be withheld at PIU level which in turn is reflected in the 'verified' tab of the
portal. By default, auto verification is done within 7 days.
At the RO level, rigorous evaluation and analysis of the report are done and any ambiguity
in the data provided can be reported and dealt with. Also, any NHAI staff login approval at
the respective RO/PIU level is reflected in the RO/PIU login which can be accepted or
rejected.
Due to the implementation of the above app, an official need not visit the site to check the
status of the plantation. The initiative of Greener Highway will be strengthened. A greener
highway will result in a positive impact on the environment including a reduction in global
warming.
Any department which is obligated to comply with the Compensatory Afforestation

provision of Forest Department.
XXX
152
153
Inauguration of TMSAC Portal and unveiling ceremony of updated PNB Vigilance Manual 2020
by the Hon’ble Central Vigilance Commissioner, Shri Suresh N Patel at PNB, Corporate Office, New Delhi
Public Interest Disclosure and Protection
of Informers Resolution, 2004 (PIDPI)
UNCOVER THE CORRUPTION

AROUND YOU AND REMAIN UNDERCOVER
Lodge your complaints under PIDPI and your
identity shall be kept confidential.
(For Complaints against Central Government employees, including PSUs, PSBs, and UTs, etc.)
Send complaints in writing in a closed/secured envelope, clearly superscribing
"Complaint under the Public Interest Disclosure" or "PIDPI" to:
Secretary, Central Vigilance Commission
at the address given below:
CENTRAL VIGILANCE COMMISSION

Satarkata Bhavan, Block A, GPO Complex,
INA, New Delhi -110023
www.cvc.gov.in

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INITIATIVES ON

Vigilance Awareness Week 2021

New Delhi (P. Daniel)

Entry gate to Central Vigilance Commission [ 'Satarkata Bhavan' ]

MESSAGE FROM THE COMMISSION

The Central Vigilance Commission is observing Vigilance Awareness Week (VAW)

तं भारत @ 75: स िन ा से आ िनभरता

New Delhi (Suresh N. Patel)

Fountain at Central Vigilance Commission Premises [ 'Satarkata Bhavan' ]

MESSAGE FROM THE SECRETARY

It is a matter of great pleasure that the Central Vigilance Commission is publishing a

BANKING, FINANCIAL SERVICES & INSURANCE SECTOR (BFSI)

1 End-to-End Automation for Underwriting and Claim

2 Training on Preventive Vigilance.

3 'Centralised' Credit Guarantee Scheme for Micro and

4 Generation of 'Alert' during withdrawal from NPA Linked

5 Automated Accounting of Cash Loaded in ATMs and

6 Checking of Revenue Leakage in MSME 'Jewel Loan' (JL)

Indian Overseas Bank

7 Online Portal for Eﬀective Surprise Vigilance Checks.

8 Portal for Claim Authentication in Motor Insurance.

Sl. No. Page No.

9 Portal for Preventive Vigilance Monitoring Committee

10 Portal for Tracking & Monitoring of Staﬀ Accountability Cases:

11 Use of Artiﬁcial Intelligence and Machine Learning for

State Bank of India

12 Strengthening of Security in Digital Transaction Platform:

13 Online Market Place for Agriculture Segment Customers:

State Bank of India

14 Automation of Bank Reconciliation System.

15 Alert System to Check Unusual Credit Transactions in Staﬀ

16 Fraud Prevention through Increased Awareness: ALERT UCOite.

17 System Based Identiﬁcation of Shell Companies to Prevent

Sl. No. Page No.

TRANSPORT & INFRASTRUCTURE MANAGEMENT SYSTEM

18 Vehicle Tracking System for LPG Transport.

19 Centralised Vehicle Tracking & Management System.

20 Online generation of Quarterly Progress Reports for

21 Real-Time Online Access for Veriﬁcation of Bitumen Invoices.

22 Standardization of Format of Concrete Mix Proportion for

23 Contractors' Labour Information and Management System:

24 Empanelment of Independent Inspection Agencies for

25 Objective Assessment of Capacity and Capability of Bidders.

26 Online System for Issuing Performance/Experience

Sl. No. Page No.

27 Indian Railways Works Contract Management System:

28 Online Gate Pass System for Material Entry.

29 Developing a Transaction Code for Slow Moving Items.

30 Issuance of IT Consumables through Online Portal.

31 Application for enabling utilisation of Surplus Material:

HUMAN RESOURCE MANAGEMENT

32 Streamlining of the Departmental Examination System.

33 Improvement in Recruitment Exam Process.

34 Performance Assessment through Activity-based

35 Certiﬁcation System for Invoices of Medical Claims by

36 Digitisation System of issue of Food Coupons for

Sl. No. Page No.

37 Online Quarter Allotment Management System: NIKETAN.

38 Human Resource Management System: HRMS.