After remaining under test for more than a year at regions of Nazimabad and Karimabad, the software for issuance of Demand & Show-Cause Notices and recovery of demands/arrears through the same, is now being released for use at all regional offices of EOBI.

 

The software is developed after detailed discussions were held with the Zonal Heads of Karachi zonal offices and users at regional offices located in Karachi. The earlier version of the software was based on the previously laid down procedure for issuance of Demand & Show-Cause Notices. After major improvements were introduced lately, it was mandatory to revise the software version accordingly. The current release includes these improvements and additional reports have been added to improve the monitoring and management aspect.

 The Circular also delineates the procedure for handling source data, responsibilities of all concerned, security of data/information besides the usual instructions for using the software. The following paragraphs detail the above-mentioned issues.

 1.      Cut-off Date for updating current data:

 All regions would be required to enter data for DSC notices issued since July 2003 by April 30, 2004. As regards previous data pertaining to DSC notices, zones may set specific targets for regions under their jurisdiction keeping in view the volume of work and availability of DEO/DPO.

 2.      Preparing source data for entry:

       2.1.  Demand Notice (SL-004) will serve as the source document for data entry

2.2.  Prepare SL-004 after completing all other formalities as per prescribed procedure laid down in Operations Manual

2.3.  Fields of ‘Default Period’, ‘Type’ of demand notice (Verified, Assessed, Defaulter) and ‘employer registration number’ are incorporated on SL-004 to make it compatible with the data entry screen.

3.      About the DSC software version 2.00

The current release of the DSC software (ver 2.00) is, as usual, a menu-driven software with options for ENTRY, QUERIES, REPORTS, and EXIT. Details of each option are given in the following paragraphs.

 3.1.  ENTRY:       

The most important aspect of any computer system is its capability to capture and store the relevant data. Data inappropriately collected would be of no importance when it comes to decision making. The option of ENTRY is, therefore, carefully designed to ensure that only relevant data is collected and is most efficiently stored. Following TWO options are available in ENTRY mode.

3.1.1.     The Stock Register:

3.1.1.1.    DSC notices are issued in quadruplicate as pads of 50 notices each.

3.1.1.2.    All notices are provided unique serial numbers. GS Wing arranges supply of notice pads

                to Regional offices via respective zonal offices.

3.1.1.3.    The Stock Register option keeps track of the number of pads received and serial numbers

                allotted to a regional office.

3.1.1.4.    The entry requires date of receipt and starting serial number only. The ending number is

                automatically generated using the fact that a notice pad contain 50 DSC notices only. For

                example, if starting serial number is 005001, the program automatically calculates the

                ending serial number as 005050. 

3.1.1.5.   As the serial number of individual notice is included in the ‘key’, please exercise utmost

              caution to provide correct serial numbers while entering information.

 3.1.2.     The Demand Notice (SL-004) u/s 12(3) of EOB Act:

3.1.2.1.    This data entry screen is self-explanatory and is designed to capture information available on SL-004 issued u/s 12(3) of the EOB Act.

 

3.1.2.2.    Provision for recording other notices issued to defaulting employers is not available in the software but would be included at a later stage. Regional offices are however, required to maintain complete manual files of defaulting employers as per instructions and guidelines issued from time to time through various circulars. This is to ensure that the prescribed procedure for issuing SL-004 is completely followed and all pre-requisites for issuance of SL-004 are duly completed. Keeping proper physical record is also necessary because the later versions of this software would be designed in a fashion that the data entry would not be possible if physical files are not kept in order. You are, therefore, advised to keep defaulter’s file in order with each page properly numbered.

3.1.2.3.          The data entry screen carries option of selecting the ‘type’ of demand notice issued.

3.1.2.4.          Three types of Demand notices are available; Verification of books, Assessed and

                       Defaulter(s).

I.                    TYPE-I is for employers who totally agrees with the assessment made by the authorized officer or for employers who initially objected but later agreed with the assessment made.

II.                   TYPE-II is issued to employers who fail to show books of accounts and an ex-parte decision is made by the Institution.

III.                  TYPE-III is for employers who default in payment of current contribution.

3.1.2.5.          The field/column of ‘Total Demand’ is automatically calculated.

3.1.2.6.          In case of Type-III, Statutory Increase is automatically calculated at prevailing rate for Defaulter type of demand only. 

3.1.2.7.          It is imperative that no column/field is left blank and is filled with incorrect data. Incomplete or incorrect information may lead to inappropriate decisions. The following two examples would illustrate as to why complete and correct information is necessary:

A.     For instance, if type of demand were not selected, it would be impossible to ascertain how many demand notices of a certain type were issued during a certain period.

B.     The date of issue is also important, as it would be used to convert the ‘current demand’ into ‘arrears’ once the current financial year is over.

 3.2.  QUERIES: 

3.2.1.     In the current release, only one query is available which is based on Employer registration number. This query give details of demand issued and payments received for a given period

 

3.3.  REPORTS:

 3.3.1.     Current version of the DSC software carries 11 reports based on the data entered. To take maximum benefits from these reports, users are encouraged to view all reports (specimen enclosed).  Following are the titles of the reports:

¨      Demands issued (details of all demand notices issued by a region)

¨      Paid entire amount (list of employers who completely settled the raised demand)

¨      No payment at all (List of employers who failed to make any payment against demand raised)

¨      Paid partial amount (List of employers who made partial payments with certain balance recoverable)

¨      Unsettled Demands is available in two orders; the order of ‘Beat and Demand Type’ or ‘Employer Registration Number’

¨      DSC Ledger is available for FIVE categories:

·                    Beat code

·                    Demand type

·                    Beat and Demand Type

·                    Demand Serial Number

·                    Employer Registration Number 

 4.      DATA SECURITY AND ITS BACKUP:

 4.1.1.     The security of source data, data available on computers and backup stored on magnetic media, is the joint responsibility of DEO and Regional Head concerned.

4.1.2.     Specific physical requirements of data storage, like almirahs, lock and keys, fire extinguishers, etc. are supposed to be arranged by concerned Regional Head.

4.1.3.     Computer must have standard security measures like ‘User Password’ in case of more than one user. Latest ‘Anti Virus’ software (regularly updated through Web) must be on the computers.

4.1.4.     DEO/DPO is required to send a monthly data backup not later than 7^th of each month. Failure to meet this deadline should suitably be explained to avoid any reminders or explanation letters.

 

Feedback from users may please be given to the Software Development team at EDP to further improve the software.

 

                                                                                     (Muhammad Zamir Ahmed)

                                                                                 Deputy Director General (EDP)