PROJECT REPORT OF MANAGEMENT INFORMATION SYSTEM

TOLANI INSTITUTE OF MANAGEMENT STUDIES, ADIPUR TMS-1, PGDM

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 theoretical knowledge 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 me throughout 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, In charge 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 ...................................................... 15 MEDIUM 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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INTRODUCTION
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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VALUES

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 a culture of service before self.

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GENERAL INFORMATION
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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Market Competitors

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 and communication 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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GEOGRAPHICAL STRUCTURE OF POST OFFICES IN INDIA

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ORGANIZATION STRUCTURE
STRUCTURE OF INDIAN POST DEPARTMENT

MINISTRY OF COMMUNICATIONS

PERSONNEL

OPERATIONS

PLANNING

TECHNOLOGY

HUMAN RESOURCES DEVELOPMENT

POSTAL LIFE INSURANCE

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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

SAVING BANK DEPARTMENT

TREASURY BILL DEPARTMENT

MAILING DEPARTMENT

MULTIPURPOSE 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 of job 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 semi rural 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 and delivery 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 lift only if prepaid with air surcharge. These four stages of mail operation have a single aim Delivery of mail to its addressee.

COLLECTING

PROCESSING

TRANSMISSION DELIVERY OF MAILS

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.

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INFORMATION FLOW
(DISTRICT WISE& DOWNWARD)

Collecting data from the all the branches all over India.

DEPARTMENT OF COMMUNICATION
CHIEF POST MASTER GENERAL

MYSORE

Follows rules and regulations.

REGIONAL OFFICER
Receiving all the post, parcel,draft etc from the branch and then sent it their destination.

SUB POST OFFICER ( BHUJ )

POST MASTER
Colleting all the data from the other department and sent it to the main office at Mysore.

(BRANCH) POST MANS

Sorting and Deliver the post.

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MEDIUM OF INFORMATION

E-MAIL

CELL PHONES

COMMUNICATION MEANS

REGISTER

INTERNET

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POST OFFICE SERVICES

Services

Postal

Non-postal

Logistic post Speed post Internation al registered post Parcel

Business post Media post Direct post

I-mo

Collectin g bills

Postal lifeinsuran E- ce payment

Financial Services

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MIS SYSTEM
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 INFORMATION SYSTEM

Search Pincode
Tracking device Consignmen ts

Postage Calculator

TOOLS OF MIS
Interest Calculator Sms status reporting for speed post & eMO

BARCO DE READE R

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
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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 Speed Post (EMS) Domestic International EMS Articles to be delivered in India Electronic Money Order (e MO) Registered Mail Express Parcel Post

Format EE123456789IN EE123456789XX

No. of digits 13 13

000000000000000000 18 RX123456789IN XX000000000XX 13 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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 Interest Calculator In the post office interest calculator are use for the calculate interest of monthly home scheme, recurring deposit, time deposit, and saving bank interest. SMS status reporting for speed post & e MO 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: SP<space>Speed Post number OR EMS<space>Speed Post number For e MO: MO<space>eMO PNR No OR EMO<space>eMO 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. BAR CODE READER 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 (TPS) & MANAGEMENT INFORMATION SYSTEM (MIS):

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 the post 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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SECURITY SYSTEM
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.

SUGGESTIONS TO REDUCE THE INFORMATION GAP:

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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CONCLUSION
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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