Presentation on Review of the MIS for various Services and effective use of the Tools 14/02/2014

Management Information System A Management Information System (MIS) is a tool which provides information that is needed to manage the operations efficiently and effectively MIS are distinct from other information systems MIS are designed to be used to analyze and facilitate strategic and operational activities 14/02/2014

Objective To help the organisation to achieve its goal - vision , mission “Indiapost products and services will be customers first choice" Increase sale Retain the market Improves customer satisfaction 14/02/2014

List of MIS available Speed Net Rnet Parcel Net UID E-MO E-Payment Accounts Project Arrow NREGS e-IOD MNOP 14/02/2014

Communication modules used in PO SpeedNet Communication Rnet Communication ePayment Communication eMO Communication Accounts MIS Communication Note : All the Communication Modules have to be run daily without fail for uploading the office information and correctness of the data uploaded has to be checked by logging into the MIS web site 14/02/2014

Ensure following points Communication Module to be installed in a isolated computer as far as possible System should have a updated antivirus Communication modules can be scheduled for connecting to central server There should not be any Interruptions during transmission of files System date and time should be current date & time Server should not be shut down during transmission Communication path should be configured properly in concerned application In case of any problem, concerned error log should be checked and necessary corrective steps to be taken Last called status should be confirmed in MIS reports 14/02/2014

PA’s Duties Every Post office has to update its transactions on the Central Server Concerned branch PA is responsible to update the information by calling central server through respective communication module It is the duty of the PA to ensure the correctness of the data uploaded by checking the respective MIS web sites Any discrepancy noticed is to be brought to the notice of Supervisor and System Administrator 14/02/2014

Speed Post After the submission of account in Point of Sale, booking information has to be uploaded Ensure standard remarks while taking speed returns Ensure scan compliance Update name of recipient and time of delivery while taking returns After the completion of delivery work in speed net module, delivery data has to be uploaded Uploading delivery information of Speed articles of attached offices 14/02/2014

General Login User ID : dop Password : india SpeedNet MIS URL https://services.cept.gov.in/Speednet/ Alternatively Go to India Post web site http://indiapost.gov.in Click on Employee Corner Click on Speed Net General Login User ID : dop Password : india 14/02/2014

Monitoring 14/02/2014

Monitoring & Review Monitoring the booked data Select the menu MIS - Division-wise MIS Observe the performance of your offices for the previous working day and for the previous month. The data of articles booked have to be compared with actuals Discrepancy may be due to manual booking or collection of articles Handling speedpost articles outside software has to be avoided. Monitoring delivered data In the speednet MIS site, trace the MIS of articles delivered The data of articles delivered have to be compared with actuals Discrepancy may be due to Delivery data has not been updated in speednet (returns not taken) 14/02/2014

Lab Exercise 14/02/2014

MNOP 14/02/2014

General Login User ID : ptcmysore Password : ptcmys123* Speed MNOP URL http://mnopdashboard.cept.gov.in/speedpostkpi/ All the concerned offices are provided with user ids and password The following user ID may be used at the training centres General Login User ID : ptcmysore Password : ptcmys123* 14/02/2014

Performance monitoring through KPI analysis What does it do? 1a Transit analysis within city Measures speed and reliability of processing of Speed Post articles from booking to delivery 1 D+X reports 1b Transit analysis across city 1c Time per leg of transit within city 1d Time per leg of transit across city 2a Scans compliance in the entire network Measures for each processing step whether articles got scanned as prescribed 2 Scan com-pliance reports 2b Scan analysis per leg of transit within city 2c Scan analysis per leg of transit across city 3a Percent of F-scans in SpeedNet vs. F-scans in IPS1 Measures for international inbound article the efficiency of movement at every step before merger with Speed Post 3 Inter-national reports 3b Percent of F-scans in IPS vs. D-scans in IPS 3c Share of SpeedNet Delivery scans vs. IPS F-scans (TBD) 4a Articles processed per hour per FTE Supports achieving better D+x and scan performance 4b Staff absenteeism 4c Share of bags without bag labels 4 Support-ing KPIs 4d Share of articles not processed in SpeedNet 4e Share of articles closed after cut-off time 4f Share of missorted articles 4g Share of articles with missing pin codes 14/02/2014 4h Share of articles not dispatched same set

Registered Post On completion of booking and despatch, article data is uploaded through Rnet communication Invoice eVP articles only after receipt of electronic data Ensure standard remarks while taking Regd. returns After the completion of delivery work in Postman module, do submit account Upload delivery information by calling central server through Rnet communication Uploading delivery information of Registered articles of Branch Post offices 14/02/2014

General Login User ID : dop Password : india RNet MIS URL https://services.cept.gov.in/RNet/ Alternatively Go to India Post web site http://indiapost.gov.in Click on Employee Corner Click on RNet General Login User ID : dop Password : india 14/02/2014

Monitoring 14/02/2014

Monitoring & Review Monitoring the booked data Select the menu MIS - Division-wise MIS Observe the performance of your offices for the previous working day and for the previous month. The data of articles booked have to be compared with actuals Discrepancy may be due to manual booking and despatch of RLs Handling Regd. articles outside software has to be avoided. Monitoring delivered data In the RNet MIS site, trace the MIS of articles delivered The data of articles delivered have to be compared with actuals Discrepancy may be due to returns not taken properly or submit account not performed properly in postman module Handling Regd. articles outside software has to be avoided. 14/02/2014

Lab Exercise 14/02/2014

ePayment ePayment mechanism involves certain administrative tasks by various levels starting with divisional administrator and routine transactions activities by the POs. Before start of the work, give a call to central server This will update Biller information, if any ePayment communication also deals with the transactions related to eVP, RMFS & NPS In case of Cheque transaction, follow the prescribed procedure for submission of counter Cheques to treasury and updation of cheque clearance After the submit account in point of sale, update epayment transactions of your office. If your office is designated payment office, ensure proper payment and updation of paid data 14/02/2014

General Login User ID : dop Password : ePmt ePayment MIS URL https://services.cept.gov.in/ePayment/ Alternatively Go to India Post web site http://indiapost.gov.in Click on Employee Corner Click on ePayment General Login User ID : dop Password : ePmt 14/02/2014

Monitoring 14/02/2014

Monitoring & Review Access the tool MIS – General MIS. In the General MIS page, select the previous working day, select your circle – region -division, select the transaction type as epayment collection and call the MIS for all billers. Study the collection pattern in your office with other offices. ePayment collection & payments should tally with the actuals In case of Cheque transactions, check the pendency Update the clearance status of cheque, if any Report on NPS collection, pending, refund can be generated Update the booking & delivery of eVP transaction Biller-wise pending commission details can also be generated Check the eVP booking and payments Take corrective steps w.r.t. eVP not received and delivered report 14/02/2014

Lab Exercise 14/02/2014

eMO Booking information can be uploaded, as and when authorization take place in eMO application Check the address details of eMOs received, if any eMO is received missent, redirect the eMO immediately without taking print out Ensure printing of all the eMO deliverable under your office Update the status of printing and redirected eMOs by giving call to central server Ensure standard remarks while taking eMO returns After the completion of delivery work in Postman module, do submit account Upload delivery information by calling central server through eMO communication Uploading delivery information of eMO of Branch Post offices 14/02/2014

General Login User ID : dop Password : eMO eMO MIS URL https://services.cept.gov.in/eMO/ Alternatively Go to India Post web site http://indiapost.gov.in Click on Employee Corner Click on eMO General Login User ID : dop Password : eMO 14/02/2014

Monitoring 14/02/2014

Monitoring & Review Monitoring the booked data Select the menu MIS - Division-wise MIS Observe the performance of your offices for the previous working day and for the previous month. The data of eMO booked have to be compared with actuals This MIS shows the amount accounted in HO summary/daily account under eMO head; This figure should be agreeing with the booked figure(except commission) which is an indicator of the fact that in the office selected for review Point of sale is integrated with treasury If the two figures do not tally, enquiries should be made to ascertain whether the account is properly settled on the date of review Monitoring delivered data Remaining in the eMO MIS page, generate the MIS of eMOs paid in your office Compare this with other offices in your division, other divisions in the region and circle Using the Reports menu, view the eMO Paid Analysis – This report shows the number of eMOs paid within the specified number of days of booking 14/02/2014

Follow up of reasons for non payment Now access the reports site of eMO for enhanced MIS by entering the following web link https://services.cept.gov.in/eMOMIS/ or click the hyperlink at the bottom of the eMO site Using the eMO MIS link, first view the list of eMOs not received for all the offices in your division; This shows the eMOs struck up at central server for one of the following reasons The office concerned is deactivated for a possible multiple attempt to register another eMO client for the same office The office eMO client is not working (normally SOs) due to various failures and the divisional administrator has not disabled the SO temporarily for diversion of messages to HO The office is registered only in the web but the eMO client is not registered from the PO View the eMOs not printed MIS to find out pendency in printing eMOs; The reason may be non working of the printer or other office specific reasons; In these cases, the eMO message has reached the office but had not been printed Now view the analysis report of eMOs not paid to trace the eMOs received over a period of time pending for payment – the possible reason may be either returns are not taken in Postman module or SO eMO paid data is not entered in eMO application; Another reason may also be that the Postman module is not at all linked to eMO 14/02/2014

Lab Exercise 14/02/2014

Parcel Net On completion of booking and despatch, article data is uploaded through Rnet communication Ensure standard remarks while taking Regd. returns After the completion of delivery work in Postman module, do submit account for all beats Upload delivery information by calling central server through Rnet communication Uploading delivery information of Registered articles of Branch Post offices 14/02/2014

General Login User ID : dop Password : india Parcel Net MIS URL https://services.cept.gov.in/ParcelNet/ Alternatively Go to India Post web site http://indiapost.gov.in Click on Employee Corner Click on ParcelNet General Login User ID : dop Password : india 14/02/2014

Monitoring 14/02/2014

Monitoring & Review Monitoring the booked data Select the menu MIS - Division-wise MIS Observe the performance of your offices for the previous working day and for the previous month. The data of articles booked have to be compared with actuals Discrepancy may be due to manual booking and despatch of RLs Handling Regd. articles outside software has to be avoided. Monitoring delivered data In the RNet MIS site, trace the MIS of articles delivered The data of articles delivered have to be compared with actuals Discrepancy may be due to returns not taken properly or submit account not performed properly in postman module Handling Regd. articles outside software has to be avoided. 14/02/2014

Lab Exercise 14/02/2014

Accounts MIS All Project Arrow offices have to submit daily data on two aspects – Office service level and core operations level. The information on core operations is now captured through the Accounts MIS application. This application currently generates MIS on 95 items from the day-to-day operations and updates the program office. Run the accounts MIS client upon day end and generate data Upon successful generation server is called to update Reasons for failure can be ascertained from the log file 14/02/2014

Prerequisites for successful data generation Speednet also to be working apart from all Meghdoot and Sanchay Post modules End of the day transaction sequence to be followed correctly Returns with Standard remarks in speed net to be taken and flush data performed if BNPL exists before shift end Returns in Postman with Standard remarks module to be taken and submit account done for all beats Day end to be done in a particular order Speed net ,Point of sale, despatch, Postman, sub accounts, treasury and Sanchay Post before Accounts MIS client is run for data generation 14/02/2014

Project Arrow Data extraction Project Arrow Data file is created after fetching the daily transaction data in r/o 96 fields spread across Point of Sale, Postman, Despatch, Speednet, Treasury modules (functioning applications) Once File is received at CEPT Server, list of Files received/not received is displayed in AccountsMIS Website at url : https://services.cept.gov.in/accountsmis Then the Project Arrow Data file will be transmitted to NIC Server and the reports can be viewed at http://IndiaPostmail.gov.in/projectarrow 14/02/2014

General Login User ID : dop Password : accts Accounts MIS URL https://services.cept.gov.in/AccountsMIS/ Alternatively Go to India Post web site http://indiapost.gov.in Click on Employee Corner Click on Accounts General Login User ID : dop Password : accts 14/02/2014

Monitoring 14/02/2014

Monitoring & Review AccountsMIS Website provides reports based on the following files generated by DET AccountsMIS File – Fetched from All Head Post Offices containing HO/SO/BO Summary Data. Project Arrow (DET) File – Fetched from all Project Arrow Post Offices. Western Union Transaction Reports fetched from all Project Arrow offices application path before running DET. 14/02/2014

Monitoring & Review All the Post Offices should daily check up the following reports: AccountsMIS-->Delinquency Report (to ensure that AccountsMIS Data file is transmitted successfully) AccountsMIS-->HO Level Transactions Report (to ensure that HO/SO/BO Summary data is correctly accounted for) AccountsMIS-->Closing Balance Details (to ensure that their office Closing Balance is correctly reflected at HO records) Project Arrow-->Office Wise Files Received (to ensure that their Project Arrow(DET)file transmitted successfully) 14/02/2014

Lab Exercise 14/02/2014

Project Arrow KPI 14/02/2014

KPI Overview Performance is measured over 19 KPIs Measurement of each Post office/circle is on a scale of 0 to 100 Each item of the KPI is assigned a weightage based on the importance of the related activity Tolerance value is prescribed for a percentage of non achievement due to known constraints Weightage is reduced for each KPI by the prescribed percentage, if the performance falls below the target value Shortfall will be subject to the maximum assigned for KPI; Tolerance is not considered in calculation 14/02/2014

KPI Over all Circle scores are affected for the following reasons In the reporting week, office is reported for less than 3 days Postman module is not operational in the reporting week Speednet module is not operational in the reporting week 14/02/2014

Project Arrow Monitoring Process Program office at the central head quarters follows up the overall performance Program office at each circle headquarters follows up circle performance to reduce delinquencies Login available for each Postal Division and PO to monitor status The web address is: http://IndiaPostmail.gov.in/projectarrow 14/02/2014

Web based monitoring tool’s dashboard 14/02/2014

Monitoring Process-Reports available Daily PO KPI sheet Circle KPI sheet PO extracted data Circle extracted data Periodical (weekly, fortnightly, date to date) Summary reports KPI reports-Mail delivery, mail dispatched and SB Delinquency Reports 14/02/2014

Sample Score Card 14/02/2014

Lab Exercise 14/02/2014

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