MIS and interpreting data

1. MIS and interpreting data

2. What is MIS?- • A management information system (MIS) provides information that is needed to manage an organization efficiently and effectively.

3. Why MIS?- • Management information systems are distinct from other information systems as they are designed to be used to analyze and facilitate strategic and operational activities in the organization. • As data relating to work done is on web so any officer at any level can view it and come to different conclusions. • Transparency is also maintained at all levels as well.

4. MIS in Department Of Posts • After implementation of Project Arrow in DOP it was felt that the department needs to have a monitoring system in place to know whether the services are being provided efficiently and effectively. • Later on the department introduced some e-enabled services like e-MO, e- Payment etc.,projects like MNOP and moved on to provide CBS to its banking customers which also required consistent monitoring at all levels. • So at present DOP broadly compiles the MIS in respect of following areas.

5. MIS in Department Of Posts • 1- Project arrow Data • 2- Mail monitoring under MNOP. • 3- e-enabled services • 4- CBS pre- migration • Every Post office is supposed to update all its MIS on the central server every day without fail through different communication modules, which are being monitored daily by officers from directorate to division.

6. Web addresses

8. 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

9. 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

10. Checking folders for Pending files for Transmission and Reporting to Divisional office or System Manager- • 1. Speednet • Go to My Computer Local Disk C:\ EMS Client FolderTXD • 2. e-MO • Go to My Computer Local Disk C:\ Program Files FolderEMOClientTXD • 3. e-Payment • Go to My Computer Local Disk C:\ Program Files Foldere-MO ClientTXD • 4. Account MIS Client • Go to My Computer Local Disk C:\ Program Files FolderPTCMysoreAccounts MIS Client SetupdataTXD • Note: -File for Transmission of data is created in above mentioned TXD folders. At the End of the day or Completion of all the work there should be no files pending for transmission in above mentioned TXD folders.

11. 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

12. 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

13. 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

14. Interpretation of data • The interpretations should include- • 1- The areas of concerns • 2- Reasons for concerns • 3- Actions to be taken to remove the same at office level • 4- Reporting of facts to higher authorities with relevant facts and figures. • 5- Personal monitoring of areas of concerns in office during working hours. • 6- Sensitizing the staff

15. Demo on MIS- • Speed Post • eMo • ePayment • R Net • Parcel Net • RMFS • MNOP • Project Arrow

16. Exercise • Trainees to access the live data using MIS and analyze the information.