Mayank Post Report

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TOLANI INSTITUTE OF MANAGEMENT STUDIES, ADIPURTMS-1, PGDM

PROJECT REPORT OF

MANAGEMENT INFORMATION SYSTEM


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TOLANI INSTITUTE OF MANAGEMENT STUDIES Page 1

PROJECT REPORT

OF

MANAGEMENT INFORMATION SYSTEM

ON

POST OFFICE

SUBMITTED TO:-

PROF. HITENDRA LACHHWANI

On

28thAug, 2012

By GROUP No.6

Mayank Kholiya(12025)

Bhumika Modhiya(12032)

Nirmal Ramchandani(12039)Pooja Singaria(12045)

Aastha Solanki(12046)

Pooja Thakker(12056)

Tolani Institute of Management Studies, Adipur

TMS-1, PGDM


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PREFACE

It has been strongly observe that theoreticalknowledge alone cannot succeed. Rather its practical

use is of immense significance forth survival of

human beings. Let it has been well aspect that

government organisation play an indispensable role

in providing services to the society.

In view of significant role played by an

entrepreneur in the market, TOLANI INSTITUTE OF

MANAGMENT STUDIES has given the report to PGDM

programme students. Which provide an excellent

opportunity to the students to understand how to

work with information system?

To visit sector helps a student to increase his or

her knowledge and skills about managing information

in an organization with the help of newer information

system. Hence, a project report has to prepare which

will enhance the skill of PGDM students.


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ACKNOWLEDGEMENT

The progress of human being in every field is

because they pass on their heritage from one

generation to another. Generation dies but their

knowledge is passed on to next. Witch after

confirming the old facts & adding its own experience

in turn passes all these to next generation.

I would like to express my deep sense of gratitude

towards few people who have supported & helped me

to be whatever I am & to achieve whatever I have.

First of all I want to acknowledge the key persons

behind this effort Prof. Hitendra Lachhwani. They

have been guiding, encouraging & motivation methroughout the project. They have quenched my

thirst of knowledge. They gave guidance to us how to

get information from the government sector? how to

communicate with the superior level.

More aver I would like to mention my sense of

respect & thanking gesture for Mr.Rajubhai Jadeja, Incharge of the Post Office of Adipur, Gujarat Branch

for allowing me to do my project report.


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TABLE OF CONTENTS

INTRODUCTION .................................................................. 5

GENERAL INFORMATION ................................................. 8

ORGANIZATION STRUCTURE ........Error! Bookmark not

defined.

INFORMATION FLOW ...................................................... 15MEDIUM OF INFORMATION ........................................... 16

POST OFFICE SERVICES .................................................. 17

MIS SYSTEM ...................................................................... 18

TRANSACTION PROCESSING SYSTEM (TPS) &

MANAGEMENT INFORMATION SYSTEM (MIS): ........ 23

SECURITY SYSTEM .......................................................... 24

SUGGESTIONS TO REDUCE THE INFORMATION GAP:

.............................................................................................. 25

CONCLUSION .................................................................... 26


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The Indian Postal Services were established in the current

format largely under the East India Company. It was first

established under the name "Company Mail" in 1688. The first post

office of the Company Post was established at Kolkata in the Dancing

House Haveli of Navab Siraju Daula situated in Tank Squire of

Kolkata on 1774.

For more than 150 years, the Department of Posts (DoP) has

been the backbone of the countrys communication and has played a

crucial role in the countrys socio-economic development. It touches

the lives of Indian citizens in many ways: delivering mails, accepting

deposits under Small Savings Schemes, providing life insurance

cover under Postal Life Insurance (PLI) and Rural Postal Life

Insurance (RPLI) and providing retail services like bill collection,

sale of forms, etc. The DoP also acts as an agent for Government of

India in discharging other services for citizens such as Mahatma

Gandhi National Rural Employment Guarantee Scheme

(MGNREGS) wage disbursement and old age pension payments. The

DoP has the most widely distributed postal network in the world.

India has the largest Postal Network in the world with over 1,

55,015 Post Offices (as on 31.03.2009) of which 1, 39,144 (89.76%) are


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in the rural areas. At the time of independence, there were 23,344

Post Offices, which were primarily in urban areas. Thus, the network

has registered a seven-fold growth since Independence, with the

focus of this expansion primarily in rural areas. On an average, a

Post Office serves an area of 21.21 Sq. Km and a population of 7175

people.

VISION

The vision of Post Office is that customer expects Posts

products and service quality.

MISSION

To sustain its position as the largest network all over the

world touching the life of each and every person.

To provide mail parcel, money transfer, banking,insurance and retail services with speed and reliability.

To provide services to customers in exchange of money.

To ensure that the employees are proud to be its main

strength and serve its customers with a human touch.

To provide social security services to customers.

OBJECTIVE

Modernise and consolidate the network

Provide best in class customer service

Develop financial Services

Grow in existing businesses

Develop professional workforce.


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Always providing the human touch in all our

interactions with society.Being responsive and reliable.

Demonstrating the highest order of integrity, honesty,

transparency and professionalism.

Discharging our responsibilities towards the society in

an environment of deep trust, mutual respect and aculture of service before self.


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Indian postal service is the government operated postal system

in India. The general public refers to the Indian postal service as the

post office. With post offices in almost every corner of the country, it

helps people stay in touch irrespective of the length and breadth of

the country.

The letter boxes in India are colour coded like- green coloured

boxes are meant for local letters, and for metropolitan and other

cities as well as international mails can be dropped in red coloured

boxes. Quick Mail Service (QMS) has yellow colour boxes.

Post offices are open 6 days a week, Monday to Friday 10am to

5 pm and on Saturdays until noon. Parcels sent overseas cannot

exceed 20kgs. Book post is a cheaper option for books, documents and

printed materials and in this the maximum weight allowed is 5kgs.

A person should always attach a stamp and then post the letters and

postcards.


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There are so many of local, national and international

competitors for Indian Post that day by day it is getting very hard for

the organization to survive in this though market. Indian post had

almost a monopoly in the Indian market since 1999, after the launch

and widespread use of mobile network and internet services market

has been flooded with much cheap and easy to use services andcommunication methods. Other than that local scale courier services,

national scale couriers and international courier services are taking

u over Indian market and Indian Posts share. The major competitors

of Indian Post are:


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STRUCTURE OF INDIAN POST DEPARTMENT

MINISTRY OF

COMMUNICATIONS


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The Department of Posts comes under the Ministry

of Communications and Information Technology. The Postal Service

Board, the apex management body of the Department, comprises the

Chairman and six Members. The six members of the Board hold

portfolios of Personnel, Operations, Technology, Postal Life

Insurance, Human Resources Development, Planning respectively.

The Joint Secretary and Financial Advisor to the Department is a

permanent invitee to the Board. The Board is assisted by a senior

staff officer of the Directorate as Secretary to the Board. Deputy

Directors General, Directors and Assistant Directors General provide

the necessary functional support for the Board at the Headquarters.

DEPARTMENTS OF BRANCH

HEAD POST

MASTER OFFICE

TREASURY BILL

DEPARTMENT

MULTIPURPOSE

DEPARTMENT

SAVING BANK

DEPARTMENT

MAILING

DEPARTMENT


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HEAD POST MASTER

A Post master is the head official at an individual post office or

postal distribution facility. As such that individual maintains a variety ofjob functions and responsibilities. These duties include everything from

overseeing mail distribution to personnel matters. In the United States

the postal service represents one of the first agencies or business in

which women held management position women have been postmaster

since the revolutionary war.

SAVING BANK

Post office saving account is similar to a saving account in a bank post

office saving account are specially suited for those living rural and semirural area where the reach of bank is very limited. Here clerk of post

office collect the forms from who want to open the account. And then

give to the head post master of the branch then its sends to its head

office at Bhuj.

TREASURY BILL DEPARTMENT

Treasury bills are impotent money market instruments.

These are issued by government of India in regular basis. These bills

are not carrying any fixed interest rate. These bills are issued at

discount value and redeemed at par value returns depend on

maturity period and discount rate.


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MAILING DEPARTMENT

Mailing department is collection, processing, transmission anddelivery of mails. All postal articles whose contents are in the nature

of message can be classified as Mails which includes Letters,

Postcard, Inland letter card, packets, Ordinary, registered, insured,

Value payable articles, speed post. These are classified as first class

and second class mails. First class mails get free Air mail

transmission within India; whereas second class mails get air liftonly if prepaid with air surcharge. These four stages of mail

operation have a single aim Delivery of mail to its addressee.

MULTIPURPOSE DEPARTMENT

Multipurpose department is the collecting registered postal from

the customers, tracing the registered post and give direction to the

postmans. It is also receiving electricity bills, telephone bills and gives

stamps papers to the customers etc. By accepting the bills they get 5%

commission on each bill.

COLLECTING

TRANSMISSION

DELIVERY OF

MAILS

PROCESSING


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(DISTRICT WISE& DOWNWARD)

DEPARTMENT OF

COMMUNICATION

CHIEF POST MASTER

GENERAL

REGIONAL OFFICER

SUB POST OFFICER

( BHUJ )

POST MASTER

(BRANCH)

Follows rules and

regulations.

Collecting data from the

all the branches all over

India.

Colleting all the data from

the other department and

sent it to the main office

at Mysore.

Receiving all the post,

parcel,draft etc from

the branch and then

sent it their

POST MANS

Sorting and

Deliver the

post.


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COMMUNICATIONMEANS

E-MAIL

REGISTER

INTERNET

CELLPHONES


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Services

Postal Non-postal

Internation

al

Speed

Logistic

Parcel

Direct post

Media post

Business

E-

Financial

Services

Collectin

gbills

Postal

I-mo


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Management Information System is a process that serves the

function of planning, controlling, organizing and decision making by

providing routine summary and exception reports.

The purpose of information system is to help manager provide

inside to the activity managed by them and to aid the decision making

process and thereby improve efficiency and effectiveness of activity

managed by them.

It is difficult to manage any organization without knowledge of

information system. It is also essential to know how this system can

make business more efficient.

Business can appear, old ones decline, and successful

organization are those who learn how to use the new technologies as

new system had taken place. India Post office tries to adopt new

technologies they use many tools like barcode reader, telephone,

internet, fax and mails etc.


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TOOLS OF MANAGEMENT INFORMATIONSYSTEM

TRACKING CONSIGNMENTS

India Posts online tracking allows you to access tracking

information and confirm the delivery of your item by using the

tracking number assigned to you at the time of Booking. You can find

the tracking number on the Postal receipt handed over to you at the

Post office Counter at the time of booking. They are tracking Speed

post (Domestic EMS), International EMS, Electronic Money Order (e

TOOLSOF MIS

SearchPincode

PostageCalculator

Smsstatus

reportingfor speed

post &eMOBARCO

DEREADE

R

InterestCalculator

Trackingdevice

Consignments


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MO), Registered Mail, Express Parcel, Electronic Value Payable

Parcel (e VPP). The tracking system is updated periodically to

provide you with the most current information available about the

location and status of your item.

Tracking Number Formats

Category Format No. of digits

Speed Post (EMS) Domestic EE123456789IN 13

International EMS Articles to be delivered in India EE123456789XX 13

Electronic Money Order (e MO) 000000000000000000 18

Registered Mail RX123456789IN 13

Express Parcel Post XX000000000XX 13

Procedure of tracking consignments

1 Enter the postal articles number in the tracking number box,

2. Select the GO button to view your results.


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In the post office interest calculator are use for the calculate

interest of monthly home scheme, recurring deposit, time deposit,

and saving bank interest.

Launch SMS tracking facility as an initiative to provide better

service to their customers. Initially, the service is available for Speed

Post and e MO (electronic money order).

The steps involved:

1) You need to send SMS to 55352 in the following format:


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For Speed Post:

SPSpeed Post number

OR

EMSSpeed Post number

For e MO:

MOeMO PNR No

OR

EMOeMO PNR No.

2) 'IN' at the end of Speed Post number need not be given.

E.g. if the Speed Post number is EE123456789in;

you need to send the message as: SP EE123456789

The service is not case sensitive - you may use capitals or lower case

or a mix of both.

3) The data will be retained up to 3 months from the date of booking

for the purpose of SMS tracking.

4) The service is available across all service providers in the country.

Rates charged by the service provider are applicable.

In the post office bar code reader are use full for the recording ,

tracking and identify the parcel post, draft etc. when any person

want to send consignment to their destination firstly the post officer

collecting the parcel and then stick the barcode stick on it. Then after

make an entry in to the computer that time this device is use in the

post office. And when any parcel come in the post office then also use

these barcode reader.


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Transaction Processing System is a system which keeps track of

elementary activities & transactions of the organization, records the

daily routine transactions necessary for all the organization. In thepost office all the details are recorded in the their own software in

this software all the information are send to the head post office at

Bhuj and then after this details daily sent to the main post office at

Mysore.


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In the post office maintain the security of information, parcel,

draft, money order and lockers are most important. The information

of the employees, system and the all the consignment and daily

activities of the branch has been recorded in server of the branch and

the one person has right to operate this system. Further these

information sent to the main Indian post office at Mysore.

If we talk about the branch securities in the branches fire

extinguisher, generator is also available in the branches if there is

cut off in the electricity then this generator is use full for keeping the

information in the system.

Security systems are following:

There is fire alarm

For avoiding any mal practices, post office provides unique ID

and password to every employee for accessing the software.


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Employee has to enter it and also logout while leaving. If there

is no moment for 10 minutes computer ask for password again.

In the post office main problem was as there is more work of

sorting and delivering the post but there is lack of postman staff. They

should give the sufficient staff in the branch. The head office is not

aware about this problem none of the top level officers was not

listening their problems.


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It was concluded that in earlier days people use post-office as a

medium of communication to the nearest one. But in this new

generation people are using electronic networking and saving their time

by sending mail through electronic devices rather than sending through

post office.

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