Effective use of MIS in routine operations

1. Effective use of MIS in routine operations

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

3. Objective • To help the organisation to achieve its goal - vision , mission • “Indiapostproducts and services will be customers first choice" • Increase sale • Retain the market • Improves customer satisfaction

4. List of MIS available • Speed Net • Rnet • Parcel Net • UID • E-MO • E-Payment • Accounts • Project Arrow • NREGS • e-IOD • MNOP

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

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

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

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

9. SpeedNet MIS • URL https://services.ptcmysore.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:dopPassword :india

10. Monitoring

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) • Handling speedpost articles outside software has to be avoided.

12. Lab Exercise

13. MNOP

14. Speed MNOP • URL http://mnopdashboard.cept.gov.in/speedpostkpi/ • All the concerned offices are provided with user ids and password • For training login use the following • Username: ptcmysore • Poassword: ptcmys123*

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

16. MNOP KPI for first class mail • URL: http://mnopdashboard.cept.gov.in/regdkpi/Account/login.aspx • Credentials Username: ptcmysore Password: ptcmysore12345*

17. 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

18. RNet MIS • URL https://services.ptcmysore.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:dopPassword :india

19. Monitoring

20. 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 RNetMIS 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 takenproperly or submit account not performed properly in postman module • Handling Regd. articles outside software has to be avoided.

21. Lab Exercise

22. ePayment • ePaymentmechanism 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

23. ePayment MIS • URL https://services.ptcmysore.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:dopPassword :ePmt

24. Monitoring

25. 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

26. Lab Exercise

27. 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

28. eMO MIS • URL https://services.ptcmysore.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:dopPassword :eMO

29. Monitoring

30. 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 eMObooked 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 • 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 • 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

31. 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.ptcmysore.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

32. Lab Exercise

33. 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

34. Parcel Net MIS • URL https://services.ptcmysore.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:dopPassword :india

35. Monitoring

36. 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 RNetMIS 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 takenproperly or submit account not performed properly in postman module • Handling Regd. articles outside software has to be avoided.

37. Lab Exercise

38. Accounts MIS • Once the Project Arrow becomes operational in an office, the office has 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

39. 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

40. 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.ptcmysore.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

41. Accounts MIS • URL https://services.ptcmysore.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:dopPassword : accts

42. Monitoring

43. 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.

44. 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)

45. Lab Exercise

46. Project Arrow KPI

47. 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

48. 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

49. 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

50. Web based monitoring tool’s dashboard