READINESS FOR KHAJANE 2 - Karnataka

1 READINESS FOR KHAJANE 2 The Finance Department (Government of Karnataka ) has embarked upon the `Project KHAJANE -II` with a vision to integrate and automate all Financial Operations of the Government of Karnataka . KHAJANE -II will provide a common platform for all the internal and external stakeholders namely state government departments, RBI, AG Office, Banks, Post offices, CPSMS, HRMS, DSSP, etc to integrate. DDOs are internal stakeholders and play a major role in K II. DDO has to undertake certain preparatory activities and register himself to be able to operate.

2 The preparatory activities to be taken up by the DDO are: 1. Identify and furnish information to register Maker, Checker, Approver and Messenger DDO and his staff who perform various financial transaction related activities pertaining to bills, receipts, deposits, reports, etc need to be registered users of K II. Each registered user is assigned a role based on his post. All the activities in K II flow through a hierarchical pattern of three levels - Maker (creator), Checker (scrutinizer) and Approver.

3 The staff who assist the DDO in various K II activities are known as supporting staff. The Supporting staff are Maker, Checker and two messengers. Users should primarily register themselves against their original posts where they hold their lien. This is the primary registration of an employee. The DDO activities to register the User and assign roles are: a. Treasury will issue a Field Office-Post Role mapping data sheet to the DDO of the Field Office to collect the details of the users b. Identify the users to performed the roles of Maker (creator) of the bill, Checker (scrutinizer), and two messengers c.

4 Provide the details for Field Office-Post Role mapping. d. DDO will provide personal information of each user in Form R1 and Form R2 with his/her photograph. 2. Registration on K II The registration of K II Users is done by the Treasury Officer at District Treasury/Sub Treasury. The DDO, his supporting staff and the messengers should be physically present at the treasury for registration process. The Field Office-Post Role mapping data sheet, R1 and R2 forms of the DDO and supporting staff should be submitted to the Treasury Officer.

5 The registration is done in the following steps a. Treasury officer will fetch the employee and post details from HRMS for registration of each user b. He will also capture the details as furnished in R1 and R2 format and approve the details in K II. c. On successful registration of an employee, KGID will be the username and default password will be provided to the employee. d. The registered user will receive the password on their registered mobile of e-mail. e. The user has to change the password thereafter.

6 3. Field Office Post Role mapping The Treasury Officer will map the roles to the registered users. This is based on the details furnished by the DDO in the Field Office-Post Role mapping data sheet. a. Employees with DSC only should be assigned roles b. If the DDO does not have sufficient number of employees in his office he can request for mapping of multiple roles to a user. c. The DDO can be mapped with the roles of Approver and Checker. d. A checker can be assigned additional mapping as a maker.

7 E. The Maker and Checker mapping to the same employee is not admissible. f. If the establishments are very big DDOs can request for provision of additional Makers and Checkers. g. If the DDO is the only employee in the office he can be mapped all the roles- Maker, Checker, Approver and Messenger. h. The messenger has to be a regular employee and can be of any cadre. 3. Biometric Registration Users on K II are registered with biometric as a security feature. Treasury officer will take finger impressions of the users for biometric enrollment and map it to the KGID of the employee after the users are registered.

8 4. DSC Procurement It is mandatory for all users to use DSC for the various activities performed on K II. The process of procurement of DSC is : a. Each DDO user should raise a DSC application using his login and password in K II system. b. The supporting documents for application are an address proof and an ID proof of the employee. c. Details should be entered in K II as per the supporting documents furnished. d. A print out is taken of the completed application. e. The application has to be signed in blue ink only by the DSC applicant.

9 F. Black, green and red ink pens should not be used. g. The photograph of the applicant is pasted on the application. h. The photograph should be self-attested across the photograph by the applicant. i. Care should be taken to see that the signature of the applicant tallies with the signature in the ID proof provided. j. The application is submitted to the Treasury officer along with the supporting documents. k. The application has to be attested by the Treasury officer under his seal and signature.

10 L. The soft copy of the application will be forwarded to DMC cell by the Treasury Officer. m. The application will be sent to DMC for DSC procurement. 5. DSC enrollment DSC enrollment is a process of mapping the DSC to the KGID of the user. DSC once issued can be used by the users wherever he is transferred. a. After procurement of DSC the DDO users will be notified by the treasury. b. DSC of the DDO users will be mapped to the KGID of the respective employees in K II at the Treasury c. DSC will be issued at the Treasury after the process of enrollment.