1. Presentation on Review of the MIS for various Services and effective use of the Tools
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2. 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
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3. 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
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4. List of MIS available Speed Net Rnet Parcel Net UID E-MO E-Payment
Accounts
Project Arrow
NREGS
e-IOD
MNOP
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5. 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
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6. 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
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7. 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
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8. 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
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9. General Login User ID : dop Password : india
SpeedNet MIS
URL
Alternatively
Go to India Post web site
Click on Employee Corner
Click on Speed Net
General Login User ID : dop Password : india
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10. Monitoring
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11. 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)
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12. Lab Exercise
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13. MNOP
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14. General Login User ID : ptcmysore Password : ptcmys123*
Speed MNOP
URL
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*
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15. 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
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Share of articles not dispatched same set

16. 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
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17. General Login User ID : dop Password : india
RNet MIS
URL
Alternatively
Go to India Post web site
Click on Employee Corner
Click on RNet
General Login User ID : dop Password : india
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18. Monitoring
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19. 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.
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20. Lab Exercise
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21. 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
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22. General Login User ID : dop Password : ePmt
ePayment MIS
URL
Alternatively
Go to India Post web site
Click on Employee Corner
Click on ePayment
General Login User ID : dop Password : ePmt
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23. Monitoring
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24. 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
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25. Lab Exercise
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26. 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
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27. General Login User ID : dop Password : eMO
eMO MIS
URL
Alternatively
Go to India Post web site
Click on Employee Corner
Click on eMO
General Login User ID : dop Password : eMO
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28. Monitoring
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29. 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
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30. Follow up of reasons for non payment
Now access the reports site of eMO for enhanced MIS by entering the following web link 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
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31. Lab Exercise
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32. 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
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33. General Login User ID : dop Password : india
Parcel Net MIS
URL
Alternatively
Go to India Post web site
Click on Employee Corner
Click on ParcelNet
General Login User ID : dop Password : india
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34. Monitoring
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35. 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.
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36. Lab Exercise
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37. 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
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38. 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
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39. 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 :
Then the Project Arrow Data file will be transmitted to NIC Server and the reports can be viewed at
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40. General Login User ID : dop Password : accts
Accounts MIS
URL
Alternatively
Go to India Post web site
Click on Employee Corner
Click on Accounts
General Login User ID : dop Password : accts
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41. Monitoring
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42. 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.
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43. 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)
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44. Lab Exercise
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45. Project Arrow KPI
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46. 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
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47. 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
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48. 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:
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49. Web based monitoring tool’s dashboard
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50. 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
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51. Sample Score Card
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52. Lab Exercise
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