Campus Automation System - IISER Bhopal

Overview: Maintain double-entry accrual accounting with fund/project tagging, budget control and generation of statutory financial statements as per MHRD/C&AG & ICAI standards.

Core capabilities

• Chart of Accounts with Groups and Account Heads; opening balances for assets/liabilities.
• Define restricted/unrestricted funds, fund categories, groups and sub-funds.
• Ledgers, sub-ledgers, cost centers and multi-dimensional tagging (Fund/Project/Department/Programme).
• Bulk allocation of expenditure to fund/project heads.
• Master records for Staff, Students and Parties (PAN, IFSC, bank details) integrated across modules.
• Three-layer budgeting (Grant & Fund wise / Project wise / Department-Individual wise) with dynamic control and warnings.

Voucher management

Creation of voucher's types supported with approval workflows and integration to other modules:

• Payment and Multi-Bank Payment Voucher — multi-head debits/credits; payments including PO-linked payments.
• Bank Receipt and Multi Bank Receipt Voucher — multi-head receipts.
• Journal Voucher and Multi Journal Voucher — adjustments and inter-head transfers.
• Contra Voucher — bank-cash transfers.
• Deferred Payment Voucher — foreign currency booking, later conversion to INR.

Voucher features & controls

• Edit/forward after competent authority approval; approval freezes entries.
• Cash/Bank selection with payment instrument types (Cheque/NEFT/RTGS/TSA).
• Tagging of every voucher to fund/grant/department/project/programme.
• Department/section level voucher creation with final saving by Finance & Accounts.
• Asset details capture in vouchers for Asset Register.
• Document Flow and trail.
• Manual and auto bank reconciliation via import of bank statements.

Advanced modules

• Advance management (staff/party), EMD/SD/BG management, Endowment fund management, Imprest accounting.
• Depreciation engine supporting SLM and WDV methods per configured rates.
• Letter of Credit (LC) management with full LC lifecycle, amendment log, exchange rates and LC register.
• Project accounting: Project master, PI mapping, overheads capture, fund transfer between projects, PI portal to view live financial/physical status.

Reports & statutory outputs

• Balance Sheet, Income & Expenditure, Cash Flow / Fund Flow, Receipt & Payment, Schedules as per MHRD & C&AG.
• Fund/Project/Programme-wise budgets, UCs, grant-in-aid register, asset & investment registers.
• Project financial & physical registers, bank reconciliation, cheque register, TDS/VAT/Tax registers and more (see Reports Index).

II. Human Resource Management & Payroll (Institute & R&D)

Integrated HR + Payroll covering recruitment to retirement, leaves, attendance, claims and payroll linked to FBA.

HR core features

• Sanctioned posts, post types, pay scales, roster, qualification and Experience masters.
• Online recruitment workflow — application, screening, interview schedules & orders.
• Employee master and dynamic online service book (personal, qualification, employment, training, publications, nominees , family details).
• Service record, increments, promotions, LTC, foreign tours, disciplinary actions, retirement processing.

Leave & attendance

• Comprehensive leave master (CL/EL/HPL/maternity/paternity/study) and online leave approvals.
• leave of absense.
• EL encashment, compensatory offs, and compensatory leave calculations.

LTC/TA & Claims

• Online submission and approval of TA/LTC, personal claims (medical, telephone, conveyance, children education allowance etc.).
• Advance for TA/LTC with integration to Advance Management in FBA.

Payroll

• Payhead/allowance/recovery masters, salary stop/release.
• Month-end payment voucher auto-generation into FBA once paybill is frozen.
• Arrears calculation, deputation contributions, recovery scheduling from salary and salary tagged to funds/projects/fellowship.

HR Reports

• Sanctioned/filled/vacant post statements, candidate registers, appointment and increment orders, service book printouts.
• Leave/attendance registers, LTC/TA/medical/children education registers and payroll reports (fund-wise and employee-wise).

III. Stores & Purchase and Asset Management (Institute & R&D)

End-to-end procurement and asset lifecycle tied to FBA: vendor registration to payment to asset disposal.

Procurement flow

• Vendor registration by category, vendor master, item master and PO generation (indigenous/import).
• Online indent submission with HOD recommendation and approval paths per hierarchy.
• based on the Purchase Mode Type system will allow to create Tender workflows (limited/open/single), e-procurement (GEM),Proprietary Purchase. Local/Departmental Purchase Committee
• Technical & financial bid evaluation with comparative statements and committee recommendations.

Purchase & import controls

• Sanction sheet, PO editing, CDEC generation, LC support docuemnts, custom clearing details , FEPA and payment import tracking.
• Rate contract management, service contracts/AMC.
• Alerts for delivery, BG expiry, EMD expiry, LC amendments and payment schedules.
• Blaocking of 35 % amount in the case of the import to secure amount for the currency rate change or custom charges.

Stores & asset features

• Receipt of material as per PO, acceptance by indenter, stock register and barcode marking.
• Stock & issue registers, installation reports, AMC scheduling and inspection workflows.
• Asset register with possession holder, location, value-addition tracking, depreciation and disposal workflows.
• Physical verification with barcode readers and reconciliations.

Payment & integration

• Payment to suppliers, adjustment flow and payment voucher generation integrated with FBA.
• With hold abount release and Tracking.
• Forward and backward document traceability for audit.

Key reports

• Indent, tender, registered vendor, PO registers, FEPA document, stock & AMC registers and asset register (grant/project-wise).

IV. General Administration and other Facility

Estate, health, file tracking.

Estate & facility

• Estate master: hostels, guest houses, shops and classified spaces invoices and fee/billing (license/rent/water/electricity) and recovery management.
• Online Electricity Bill Generation.

Health Centre Management and Medical Facility

• Online registration, IPD/OPD admission management, panel of doctors for various examinations, doctor’s visit schedules, and maintenance of medical case history for staff and community members.
• Record of patients consulted per doctor, referrals to approved hospitals, and online referral application and approval system for IPD treatment at empanelled or non-empanelled hospitals.
• Online availability of investigation reports with laboratory tests reports.
• Comprehensive store and inventory management of medicines and consumables within the Health Centre.
• Processing of medical claims for eligible employees and management of Group Medical Insurance policies and claim settlements for students.
• Automatic generation of doctors’ prescriptions for treatment, tests, and medicines.
• Integration with HR & Payroll, Finance & Accounts, and Academic modules for seamless data flow and reporting.

QR code-based File/Dak & Document Management

• QR code-based document (hard copy) tracking feature in CAS. This innovative solution uses QR codes to streamline the management of hard-copy documents, enabling real-time tracking, easy access to information, and a more organized workflow. This initiative aims to simplify daily operations while improving accountability and efficiency.
• Dak inward/outward tracking, inter-section circulation and archival with search.
• This module shall provide online record of documents & tracking of various documents / files moving through the Institute and dak received or dispatched from Institute.
• Dak Inward–Entry of all dak received in Institute whether received in central dak section or directly at department level. Date of dak receipt, sender’s name & address, name of concerned department, mode of dak receipt i.e speed post/ registered post/ courier/ ordinary post/ by hand etc., subject and reference (if any), distribution of dak to concerned section.
• Outward / Dispatch of Dak – Entry of all dak dispatch from Institute. Date of dispatch, recipient name and address, subject and reference (if any), mode of dispatch speed post/ registered post/ courier/ ordinary post/ by hand etc., date of receipt / acknowledgement etc. Inter Section/ Departmental movement – Online record maintenance of inter section/ departmental file / document movement. Circulation of Office Orders / Circulars. Within Section – The movement can be from any person to any person.

Academic & Students Affairs Management

Academic & Students Affairs Management solution should be comprehensive in all respects. It shall cover the complete student lifecycle, academic programs, research activities, scheduling, attendance, fees, scholarships, student facilities. Faculty and students must have appropriate access. ASAM must be integrated with the Fund-Based (FB) Accounting module for receipts and payments.

Detailed Specification / Features

i. Academic Programs

• Create Program Master: program name, respective date, course, course timetable.
• Academic session & calendar.
• Fee structure, scholarship & contingency per program.

ii. Admission and Registration

The module should cover the entire admission lifecycle from announcement/advertisement to final admission and registration. Core validations include:

• Online application processing, entrance exam / GD / interview workflows.
• Student application data capture and verification of admission criteria.
• Admission/offer letter generation, student master/profile creation (photo & signature), registration number allocation.

ii. Class & Practical Scheduling (comming soon...)

• Create/edit theory and practical timetables per semester based on program & course, and faculty availability (including visiting faculty).
• Online allotment of classrooms/lecture halls according to student strength.
• Change class/practical assignments without affecting other classes; transfer/substitute faculty during term.
• Provision to create/edit slotting patterns.

iii. Attendance (comming soon...)

• Capture daily attendance using biometric / smart card integration as well as manual entry.
• Online leave application and approval workflow.
• Alert generation for short attendance as per rule; maintain academic year-wise, course-wise, student-wise leave records.

iv. Examination, Assessment & Evaluation (comming soon...)

This sub-module should support pre-conduct, conduct and post-conduct activities of examinations and assessment including secure result processing and publishing.

• Exam schedule and hall ticket generation.
• Appointment of vigilance squad and external examiners; integration with OMR/ICR systems.
• Porting of internal & external marks, marks moderation, and grade sheet printing with security features.
• Revaluation, hall attendance/absentee reporting, spot evaluation center management.
• System-secured online entry of grades by faculty with Dean's approval; event-based dual marks entry.
• Result processing: percentile, CGPA/SGPA calculations, tabulation, transcripts and MIS reports.
• Publishing results on the institute website after approval; handling re-admission, unfair means record, and re-checking.
• Integration with course registration, online submission and course evaluation modules.
• Payment workflows for invigilators, examiners and coordinators (honorarium/remuneration).

v. Fees

• Fee structure masters; support Bank Challan, Net Banking, NEFT/RTGS, drafts, etc.
• Fee exemption, adjustments, fines and refunds; automated pre-due payment alerts to students. (comming soon...)
• Multiple currency support, academic year fee structure, fee waiver and approvals for delayed payments. (comming soon...)
• Integration with FB Accounting module for receipt generation and posting.
• Head-wise fee reports, fine collection, caution money & excess fee refunds, settlements, dues lists and MIS reports.

vi. Student Affairs & Facilities

• Manage student services: counselling, enquiries, co-/extra-curricular activity tracking. (comming soon...)
• Hostel room allotment, mess facilities and online mess fee deposits to mess committee accounts, transport facility management. (comming soon...)
• Record Handle complaints, fines, disciplinary actions (suspension, expulsion, semester withdrawal).
• Track seminars/workshops, research papers, awards; provide online report submission for wardens and resident wardens. (comming soon...)
• Maintain student medical records, health insurance, and counselling records.

vii. Scholarship & Contingency

• Create scholarship/contingency masters by funding agency, program and course (monthly & yearly amounts).
• Generate Receipt Advice and Master of the sanction other supporting letters for Scholarship & Contingency; compute academic-year-wise total scholarship obligations.
• Record sanction letter details, amounts received and balances receivable.
• Generate monthly scholarship payments based on attendance; define monthly deductions and auto stop/start based on CPI/eligibility.
• Allow online contingency bill submission, approval workflow and display payment status online.
• Generate monthly scholarship bills even if fund not yet sanctioned; enable transfer of student funding agency and HRA adjustments based on accommodation.
• Fully integrate with FB Accounting module for approvals and transaction recording.
• Option to start/stop HRA for fellows based on institute accommodation.
• Create scholarship/fellowship & contingency structures linked to courses, duration, funding agency and eligibility rules.
• Student master creation with bulk upload option from Academic Affairs data.
• Demand letter generation, recording sanction letters, and tracking amounts received vs. balance receivable.
• Monthly scholarship bill generation by attendance rules; monthly deduction upload facility (single bulk upload format).
• Auto stop/start of scholarship by CPI/eligibility; provision to generate bills even if fund not sanctioned; transfer of students between funding agencies.

viii. Reports (Online & Hard Copy)

• Admission application data and verification charts.
• Admission & Registration registers (academic year-wise, program-wise, category-wise).
• Dynamic Student Page: personal details, photo, admission channel, attendance, semester-wise grades, fees, scholarships, seminars, awards, publications, final grade sheet and placement status.
• Fees deposit & dues registers (program-wise, head-wise, academic year-wise) and scholarship/contingency registers (funding agency & student-wise).

Additional features: option to stop scholarship, semester-wise report of students with stopped scholarships, and monthly deduction detail uploads.

Other Portal (Faculty Recruitment, Non-Teaching Recruitment, Supplier registration, Exam and Ph.D. Admission)

Our institution offers an integrated portal ecosystem that covers recruitment of faculty roles, appointments for non-teaching staff, supplier registration, conduct of examinations, and Ph.D. admissions—all via one unified system. Applicants create a single profile, apply for multiple opportunities, upload required documents, and track their progress in real time. Administrators access configured workflows, dashboards and audit trails for each module, promoting transparency, efficiency and consistency. The same portal supports supplier registration and exam management, thereby reducing fragmentation and paperwork..

Detailed Specification / Features

i. Faculty Recruitment Portal

• Faculty Recruitment Portal is a secure, web-based platform developed by IISER Bhopal to manage the complete recruitment process for academic positions. It offers a one-time, profile-based registration, enabling applicants to create a single verified profile that can be used to apply for multiple faculty positions across departments and advertisements.
• Once registered, users can log in anytime to fill, edit, and save their applications in stages without losing progress. The application process is divided into well-structured sections such as Personal Details, Educational Qualifications, Professional Experience, Academic and Research Profile, Referee Details, and Mandatory Annexures. The system allows uploading of documents like photographs, signatures, certificates, and publications in a secure and authenticated environment.
• Applicants can review their entries, preview the final form, and submit applications digitally. After submission, a unique application number is generated, and a PDF copy of the form is automatically emailed to both the applicant and the concerned office. The portal ensures transparency, data integrity, and real-time communication through email notifications. Overall, it streamlines recruitment, reduces paperwork, and enhances institutional efficiency.
• The portal ensures data security, transparency, and real-time communication through automated email notifications. Overall, it offers a paperless, efficient, and user-friendly digital solution that enhances institutional efficiency and recruitment transparency.

ii. Non-Teaching Recruitment Portal

• The Non-Teaching Recruitment Portal is a secure and comprehensive online system designed to manage the entire recruitment process for administrative, technical, and support staff positions at IISER Bhopal. It ensures a transparent, paperless, and efficient workflow — from vacancy announcement to final appointment..
• Applicants begin with a simple online registration, creating a reusable profile that can be used to apply for multiple positions under different advertisements. The portal allows candidates to fill in personal, educational, and professional details, upload required documents such as certificates, experience letters, and identification proofs, and track their application status through a dedicated Dashboard..
• Recruitment administrators can easily view, verify, and shortlist applications using configurable criteria. The system supports automated eligibility validation, dynamic admit card generation, and exam or skill test scheduling when required. Real-time email notifications keep applicants informed about every stage of the recruitment cycle.
• Comprehensive reporting tools, such as application count dashboards, comparison reports, and candidate tracking, provide valuable insights for decision-making. The Non-Teaching Recruitment Portal ensures data integrity, transparency, and seamless communication, promoting a fully digital and accountable recruitment process aligned with institutional standards.

ii. Supplier Registration Portal

• The Supplier Registration Portal is a digital platform developed to streamline the vendor registration and procurement process at IISER Bhopal. It enables suppliers, manufacturers, and service providers to register online, submit credentials, and participate in institutional procurement activities through a transparent and standardized system..
• Suppliers can create a secure profile by providing organization details, GST and PAN information, product categories, certifications, and contact details. The portal allows uploading of necessary documents such as company registration certificates, catalogues, and bank details in a verified and authenticated environment.
• Once registered, suppliers receive a unique registration ID and can update their information or apply for new tenders as notified. The system supports automated email acknowledgments, approval workflows, and renewal reminders, ensuring smooth communication between vendors and the procurement office.
• Administrative users can easily review, verify, and approve registrations through a centralized dashboard with search and reporting features. This online process promotes efficiency, accountability, and transparency in vendor management, reducing paperwork and ensuring compliance with institutional and government procurement guidelines.

iii. Ph.D. Admission Portal

• The Ph.D. Admission Portal is a comprehensive online platform designed to handle the entire doctoral admission process at IISER Bhopal — from application submission to final offer issuance. It offers a profile-based registration system, allowing candidates to apply for multiple departments or research areas under a single account.
• Applicants can fill in academic qualifications, research interests, and valid fellowship details (such as GATE, NET, or JRF), upload supporting documents, and track their status online. The system automatically validates eligibility based on input data and displays department-specific options.
• Departmental committees can review applications digitally, shortlist candidates, and schedule interviews through the same platform. Dynamic admit cards, interview notifications, and offer letters are generated automatically, ensuring complete transparency and timely communication.
• Administrators can monitor the progress of admissions using real-time dashboards, generate reports, and manage communications efficiently. The system also maintains a digital archive of all submitted applications for recordkeeping and auditing.
• With features such as automated email alerts, status tracking, and secure data management, the Ph.D. Admission Portal provides a streamlined, paperless, and transparent solution that strengthens the integrity and efficiency of the admission process.

iv. Exam Portal

• The Exam Portal is an integrated and secure digital platform developed by IISER Bhopal integrated with recruitment pprocess — from pre-conduct planning and scheduling to exam conduct, evaluation, and result publication — all in one system.
• Authorized administrators can create and schedule examinations quickly, even within 30 minutes before the start time, providing flexibility for urgent or rescheduled tests. The portal supports real-time candidate registration, allowing eligible /candidate to be enrolled instantly for specific exams.
• After completion, the system allows upfront result generation, immediate result display, . The evaluation module supports both online and offline assessments.