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Presentation on Review of the MIS for various Services and effective use of the Tools

Presentation on Review of the MIS for various Services and effective use of the Tools. Management Information System. A Management Information System (MIS) is a tool which provides information that is needed to manage the operations efficiently and effectively

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Presentation on Review of the MIS for various Services and effective use of the Tools

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  1. Presentation on Review of the MIS for various Services and effective use of the Tools PTC, Mys-10, PA-SDP

  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 PTC, Mys-10, PA-SDP

  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 PTC, Mys-10, PA-SDP

  4. List of MIS available • Speed Net • Rnet • Parcel Net • UID • E-MO • E-Payment • Accounts • Project Arrow • NREGS • e-IOD • MNOP PTC, Mys-10, PA-SDP

  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 PTC, Mys-10, PA-SDP

  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 PTC, Mys-10, PA-SDP

  7. 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 PTC, Mys-10, PA-SDP

  8. 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:dopPassword :india PTC, Mys-10, PA-SDP

  9. Monitoring PTC, Mys-10, PA-SDP

  10. 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. PTC, Mys-10, PA-SDP

  11. Lab Exercise PTC, Mys-10, PA-SDP

  12. MNOP PTC, Mys-10, PA-SDP

  13. Speed KPI Monitoring system • URL http://mnopdashboard.cept.gov.in/speedpostkpi/ • User id: ptcmysore • Password: ptcmys123* PTC, Mys-10, PA-SDP

  14. 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 PTC, Mys-10, PA-SDP 4h Share of articles not dispatched same set

  15. Registered Post • After the submission of account in Point of Sale, booking information has to be uploaded • Use despatch module for despatch of registered articles • 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 PTC, Mys-10, PA-SDP

  16. 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:dopPassword :india PTC, Mys-10, PA-SDP

  17. Monitoring PTC, Mys-10, PA-SDP

  18. 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. PTC, Mys-10, PA-SDP

  19. Registered & Parcelnet KPI Monitoring system • URL http://mnopdashboard.cept.gov.in/regdkpi/Account/login.aspx • User id: ptcmysore • Password: ptcmysore12345* PTC, Mys-10, PA-SDP

  20. Lab Exercise PTC, Mys-10, PA-SDP

  21. 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 PTC, Mys-10, PA-SDP

  22. Lab Exercise PTC, Mys-10, PA-SDP

  23. Parcel Net • After the submission of account in Point of Sale, booking information has to be uploaded • Use despatch module for despatch of registered parcels • 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 PTC, Mys-10, PA-SDP

  24. 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:dopPassword :india PTC, Mys-10, PA-SDP

  25. Monitoring PTC, Mys-10, PA-SDP

  26. 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. PTC, Mys-10, PA-SDP

  27. Lab Exercise PTC, Mys-10, PA-SDP

  28. 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 PTC, Mys-10, PA-SDP

  29. 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:dopPassword : accts PTC, Mys-10, PA-SDP

  30. 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 PTC, Mys-10, PA-SDP

  31. 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 PTC, Mys-10, PA-SDP

  32. 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 PTC, Mys-10, PA-SDP

  33. PTC, Mys-10, PA-SDP

  34. PTC, Mys-10, PA-SDP

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