New Delhi dated the 10th October, 2014
The Chief Commissioners/Directors General(ALL),
The Commissioners of Central Excise/Service Tax/Customs(ALL)
DDM/Logistics/Legal Affairs/Publicity & Public Relations
Joint Secretaries/Commissioners, CBEC
At present there are more than 100 reports that are being sent by the field formations on a monthly basis to various Directorates and sections of the Board. Also, the present reporting system within the Department suffers from the problem of unreliability and susceptibility to error as it involves manual compilation at various stages. Consequently, no two reports ever tally. Further, the information so laboriously collected is not readily available for performance evaluation or informed decision making. Taking the above into cognizance, the Board has approved development of MIS which over a period of time, would eliminate unreasonable and overburdened reporting. The Working Group set up for this purpose has held detailed consultations with all stakeholders and laid down the strategic roadmap for the development of the MIS. The MIS will be implemented in a phased manner, which is briefly stated below:-
1.1 First Stage: Online / Web-uploading of information in predefined formats: In the First Stage, a set of predefined formats, being called as the Monthly Performance Reports (MPR), has been prescribed, which would be filled online or uploaded through a web-based up-loadable utility by the concerned formations on a common platform hosted by Directorate of Data Management (DDM)
1.2 Second Stage:Digital recording of critical events: The Second Stage addresses the limitations of First stage by replacing manual registers with digital registers.
1.3 Third Stage:Integration of modules and process automation: In the Third Stage, the focus would be on digitizing more and more events which are considered important for monitoring. In addition, where a business process is sufficiently simplified to be amenable to automation, such process would also be automated. Integration of such digitized events and processes would be carried out in the Third Stage.
2. The current FMR, MMR, MTRs and other adhoc reports prescribed from time to time would be replaced by the Monthly Performance Reports (MPRs). The MPRs have been designed in consultation with each functional owners, which are the line Directorates/Sections of Board who are in-charge of monitoring and managing performance in different areas on behalf of Board by collating reports. The MPRs are divided into six parts, as mentioned below, and each part contains various Annexures.
Part - 1 - Revenue / Drawback / Refunds / Rebates
Part - 2 - Anti - Evasion (CE & ST) / Anti-Smuggling (Customs)
Part - 3 - Audit (Central Excise / Service Tax / OSPCA / PCA)
Part - 4 - Adjudication, Provisional Assessment, Pendency of Refunds Rebates, Bonds/ BG etc.
Part - 5 - Litigation (Court Cases and Appeals)
Part - 6 - Arrears Recovery
3. The following instructions may be noted:-
(i). All reports in the new formats would have to be uploaded by the 15th of the following month. The new formats of MPRs will be effective from December, 2014 and the first report in new format would have to be sent by 15th January 2015.
(ii). Web-based utilities are being developed by Directorate of Data Management (DDM) for uploading of reports. Until then, the MPRs(w.e.f. 01.12.2014) are to be prepared in formatted excel sheets by the respective field formations and Directorates and sent by e-mail to an exclusive and dedicated mail address which would be communicated by DDM.
(iii). MPR formats would be available to all Customs, Central Excise and Service Tax Zones and all Directorates on CBEC website.
(iv). Each functional owner would subsequently send the aggregated report/summary to the Board by 20th of every month.
(v). An application would be developed to aggregate the reports and build requisite MPRs database to make information accessible to all users simultaneously.
(vi). DDM would provide requisite NIC e-mail IDs and authentication details for all Zones / Directorates, wherever required, for the purpose of reporting.
(vii).Each Zone should identify and designate a post for reporting purposes. The Nodal Officer from the zone, who will be responsible for uploading of the MPRs, may be assigned the said designated post.
(ix). The functional owners of each report shall be responsible for receipt of information from field formations and sending the respective aggregated report to the Board. Each functional owner should finalize executive monthly summary reports meant for Board Members.
(x). Each functional owner should identify and designate a Nodal Officer who would be responsible for receipt of the MPRs and preparing an Executive Summary for the Board.
(xi). Wherever feasible, the functional owners would have to generate required information from the available reports for answering Parliament Questions.
(xii). Only in exceptional cases, when the requisite information is not available in the MPRs, the information may be called from the field formations. It is reiterated that the practice of calling of information as a routine from the field formations should be curbed. The information that is not available in MPRs and which is being repeatedly asked may be brought to the notice of MIS Committee for review. The proposals would be put up to MIS Committee for decision on inclusion of new requirements/modification of existing MPRs.
(xiii). In order to ensure that officers from all the field formations necessarily upload requisite information in the MIS, Board has decided that uploading/e-mailing of information would be the only manner of reporting by the field formations. Failure to upload information / send e-mail by due date as prescribed would tantamount to no reporting.
(xiv). The functional owners are advised not to accept any report other than in the prescribed digital format.
(xv). As information furnished after the cutoff date would not be part of aggregated information, which would be furnished to Board, any delay in furnishing information may lead to wrong reporting. This would entail a close monitoring and supervision by Chief Commissioners at their level and by the MIS Committee at Centre.
(xvi). Apart from the information received through MPRs, the Board, Directorates and field formations may also require information from existing software applications such as ACES, EASIEST, ICES, EDW. In this context, it has been decided that EDW would be the nodal point and responsible for furnishing information to Board, Directorates, field formations and other Agencies / Ministries, as and when it is called for. EDW will develop customized reports to meet specific and repetitive requirements of each functional owner. Wherever necessary customized MIS reports can also be built into ICES and ACES applications. In this regard, ICES may incorporate the requirements of Directorate of Drawback into the NMIS module.
(xvii). EDW / DDM will provide requisite commodity wise or budget head wise reports to TRU after retrieving the information from ICES / ACES / EDW.
(xviii). No reports would be called from field formations if information sought is available and it can be retrieved from the existing applications.
4. The object of the proposed MIS System is to provide most of the information relating to technical activities being dealt within the CBEC to all the levels of senior officers including Chairperson on their desktop. The proposed MIS system is, intended to provide reliable, accurate and up-to-date information so as to help the policy makers in taking accurate and fast decisions as well as free large manpower for more productive activities.