CBEC Consolidate
Reporting thru Monthly Report from New Year
[Ref: CBEC Instruction F.No. 296/127/2013-CX-9
dated 10th October 2014]
Subject: Monthly
Performance Reports – Instructions.
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.
(viii) List of reports merged and stopped and list of
revised reports is at Annexures A
and B.
(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.
Encl:
Monthly Performance Reports (MPRs):
Part - 1 -
Revenue [Central Excise / Service Tax / Customs]
Part - 2 - Anti - Evasion [Central Excise / Service Tax] Anti-Smuggling
(Customs)
Part - 3 - Audit [Central Excise / Service Tax / Customs ]
Part - 4 - Adjudication [Central Excise / Service Tax / Customs ]
Part - 5 - Legal [Central Excise / Service Tax / Customs ]
Part - 6 - TAR [Central Excise / Service Tax / Customs ]