Preparatory Steps for ACES roll-out

PREPARATORY STEPS FOR NATIONAL ROLL-OUT OF ACES 
  1. Formation of ACES Task Force in the Commissionerates comprising the Commissioner, an ADC/JC level officer, one DC/AC level officer, four Superintendent/Inspector level officers. Their contact details i.e. Name, Designation, e-mail ID, Mobile No, Office Tel No should be sent to ADG Systems (ACES Project), New Delhi by e-mail debi.dash@icegate.gov.in.
  2. Verification of Status of Implementation of WAN/LAN in the Commissionerate – Commissioners to send status report to DGS on the status of implementation of LAN/WAN in their offices, send a list of offices (Building-wise) with addresses; and inform whether broadband facility has been provided to their outlying Ranges.  
  3. Details of Staff for Single Sign-On (SSO) IDs – Each staff member will be given a systems-generated ID by DGS (valid till retirement/resignation/removal from service) to work on Central Excise/Service Tax/Customs applications (depending on his/her posting and user rights) and also to carry out work using CBEC e-mails (shortly, all staff members of CBEC will be given e-mail IDs from ICEGATE). Till then Commissioners have to ensure that all the staff members have alternate e-mail IDs and they should send the details of their staff to DGS in a prescribed format to be sent by DGS for allotment of SSO IDs.
  4. Getting Details of Staff and Computers for Virtual Private Network (VPN), if required – Although Thin Clients (computers without local storage) will be provided by DGS, some of the PCs (thick/flat clients with local storage) may be required to be redeployed in the offices/ranges. For working through VPN, these PCs should have licensed version of Windows XP or Vista and latest anti-virus software installed with internet connections. DGS has made special arrangement with BSNL for providing VPN over Internet (details of which will be sent separately).
  5. Training of Staff - Overview Sessions on ACES in Commissionerates by DGS – Chief Commissioners may make arrangements for joint sessions of officers and trade. DGS staff can visit these locations to make presentations on ACES. Reading material on ACES will also be provided by DGS in advance for familiarization with ACES. It is suggested that such overview sessions may be arranged at the Zonal Head Quarters under the CCs so that senior officers from different Commissionerates can also attend.
  6. Identification of officers to work as Comm. Administrators (Systems Managers) – Commissioners should identify computer-savvy officers and intimate their names to DGS, Chennai (HQ. Admin).
  7. Training of Comm. Administrators – DGS will arrange training of these officers in Chennai after getting nominations from the Commissioners (three persons from each Commissionerate).
  8. Creating awareness programmes amongst the Assessees about ACES application - DGS will supply printed Brochures on ACES to the Commissioners and host online tutorials (Self-earning Management Software - LMS) and User Manuals and FAQs on ACES on the CBEC website for open access.
    9.  Updation / Cleaning of contact details of assessees in the SACER / SAPS Database, particularly the e-mail IDs of the Assessees – Updating SACER and SAPS registration data bases - As the first step in the implementation of ACES, the registration databases of Central Excise and Service Tax registrants will have to be migrated from SACER/SAPS. It is important that the databases are cleaned up before migration. For this purpose, Commissioners have to launch a serious campaign, to start with major assessees, for updating the database of the assessees. In particular, the following details must be updated.
  • Currently valid e-mail address-   A scrutiny of this data shows that in very large number of cases this registration does not contain contact details, particularly e-mail IDs of the authorized persons of Assessee. The ACES application is totally dependent upon the e-mail id of the Assessee and without these critical details the application will not allow Assessee to interact or carry out business on ACES. Since communications concerning ACES will be sent to the assessees by e-mails it is essential that the correct and current e-mail IDs of the authorized persons of the assessees are updated in the SACER/SAPS database.
  • The correct Division and Range codes - A major discrepancy noticed in the SACER/ SAPS database is that in many cases, particularly in respect of Service Tax Assessees, the Division and Ranges codes are not given or given as XX or 99 or 00. It appears that such location codes have been given mostly in cases where centralized registration of Service Tax Assessees has been issued at Commissionerate headquarters or Divisional headquarters level. Since the ACES application is workflow based, it will pose major challenges in carrying out work in ACES if the location codes are not correctly mapped with the correct Division and Range.
  • Weeding out/de-registration of non-existing units- Units which are no longer in existence need to be removed from the databases. This Directorate has been writing to the Commissionerates form time to time asking them to complete this exercise. It is extremely important to complete this activity before the migration of the database of ACES.
  1. Setting up of Facilitation Centres – Commissioners may consider setting up of Facilitation Centres in the Commissionerate Hqrs.
  1. Creation of Com. Admin by HQ Admin – DGS will create Comm. Admins for each Commissionerate and send communications to them along with instructions from time to time.
  2. Creation of Users by Comm. Admins – The designated Comm. Admins have to create Users in each Commissionerate/Division/Ranges by assigning staff members to a role, jurisdiction and activities so that the officers can work on ACES.
  3. Pest and Rodent Control: Appropriate steps should be taken to ensure safety and security of equipments and network including measures for pest and rodent control.
  4. Issuance of Trade Notice – DGS will send draft Trade Notices to the Commissioners.
  5. Publicity: DGS will approach the Directorate of Publicity and Public Relations to provide nation-wide publicity through electronic and print media. At the local level, commissioners can take initiatives to sensitise the users about the benefits of ACES and encourage them to use it.

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