1.Introduction 2. How to invoke LPO 3. Letters · 5.1.1 Letters 5.1.1.1 Search in the logged in department ... letters/files coming from various departments/ individuals/sections,

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1.Introduction

1.1 Features of LPO

1.2 Benefits

1.3 What can be achieved using LPO ?

1.4 Environment required for LPO

1.5 Software requirements

1.6 Hardware requirements

2. How to invoke LPO

2.1 User Authentication Screen

3. Letters

3.1 Receipts

3.2 Acknowledgement Within department:

3.2.1 Single Letter Acknowledge / Reject

3.2.2 Bulk Acknowledge / Reject

3.3 Acknowledgement Outside Department



3.4 Action within Department

3.4.1 Bulk Sending

3.4.2 Single letter sending

3.4.3 Find by Subject and Send

3.4.4 Find and Send

3.4.5 Letter Action

3.4.5.1 Send

3.4.5.2 File

3.4.5.3 Close

3.4.5.4 Forward

3.4.5.5 Pending Reason

3.5 Action Outside the Department

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3.6 Letter Dispatch

3.7 Letter Pending

. 4. Files

4.1 New File

4.1.1 Main File

4.1.2 Part File

4.1.3 Single File

4.2 Actions Within Department

4.2.1 Bulk Sending

4.2.2 Single File Send

4.2.3 Find & Send

4.2.4 Find by Subject & Send

4.2.5 Section wise Search

4.2.6 File Category wise Search

4.2.7 History

4.2.8 Action

4.3 File Actions

4.3.1 Send/Transfer File

4.3.2 Close file

4.3.3 Single file

4.3.4 Send to call book

4.3.5 Send to Dept When LAN is not up

4.3.6 Reason for Pending

4.4 File(s) for Acknowledgement

4.5 Transfer Files

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4.5 Closed and Record Room Files

4.6.1 Closed Files

4.6.2 Record Room File Status

4.7 Self acknowledgement

4.8 Miscellaneous

4.8.1 Merge/Part File

4.8.2 File Attach and Detach

4.8.2.1 File Attach

4.8.2.1.1 Closed File

4.8.2.1.2 Existing File

4.8.2.1.3 Others

4.8.2.2 File Detach

4.8.3 Recall Call Book Files

5. Queries

5.1 Files & Letters

5.1.1 Letters

5.1.1.1 Search in the logged in department

5.1.1.2 Search in Other department

5.1.1.2.1 By Letter Computer No

5.1.1.2 .2 By Letter No

5.1.1.2 .3 Section Wise

5.1.2 Files:


5.1.2.2 Search in Other Department

5.1.2.2.1 By FileCompNo

5.1.2.2.2 By FileNo

5.12.2.3 Section Wise

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5.2 Dispatch Letters

5.3 Sent File

5.3.1 Sent File

5.3.2 Acknowledged File

6. Reports

6.1 Alerts

6.2 Letters

6.2.1 Department Wise

6.2.2 Section Wise

6.2.2.1 Department Wise


6.2.2.3 Post Wise

6.3 Files


6.3.2 Section Wise

7. Letter Dispatch

7.1 Add dispatch Letter

7.2 Edit Dispatch Letter

7.3 Search Dispatch Letters

7.4 Report Generation for Dispatch Letters

8. Principal Secretary’s Login credential

8.1 Report generation for all departments

8.2 Secretary’s Menu

8.2.1 Files

8.2.2 Letters

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1. Introduction

LPO is a web-based package developed to help monitor the movement and pendency of

letters/files and in easy tracking of letters/files. The software is designed to work on a

Local Area Network (LAN). It can also be extended to Internet based usage. It is an

integrated package, which gives administrative support right from creation of inward

letters/files coming from various departments/ individuals/sections, sending them to other

sections of the departments/ other departments and monitoring movement of letter/file.

1.1 Features of LPO

� It has a Menu driven user friendly interface

� Has simple screen design for easy data entry.

� Provides context sensitive messages.

� User interface can be in any language.

� Provision for capturing complete details of posts, employees, service details

� Provision for indexing of letters and files

� Provision to manage files and correspondence based on posts

� Movement of letters and files with noting

� Provision to file the letters, send file to call book, recall etc

� Tracking of letters and files

� Generation of daily reports

� Provision to upload scanned copies of letters

� Monthly statistical reports showing pendency

1.2 Benefits

� Provides easy tracking of receipt and issue of Letters/Files

� Provides faster report preparation

� Monitoring Pendency across the organization is easy

� Increases efficiency and productivity by timely availability of standard and

� Uniform reports

� Helps in the timely disposal of letters/files

� Enforces uniform working procedure

� Details of the Letter/File can be recorded and letters can be stored electronically

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� By scanning the letters.

� Letters/Files can be moved electronically to other sections / departments

� Multiple Documents can be uploaded along with the File/ Letter during its

� Movement

� Letters/Files can be closed and sent to Record Room as a part of final action

� Letters can be Filed/Forwarded to field departments

� Letters/Files sent register can be prepared

� Letters/Files received register can be prepared

� Reports of pending letters/files can be prepared

� Search facility is available

� Complete movement history of a Letter/File can be known

� Letter Dispatch details can be stored and fetched on demand

� Queries provided for tracking Letters/Files within seconds

� Various Reports related to Letters/Files are available

1.3 What can be achieved using LPO ?

� Efficient management of all correspondences and files

� Quick retrieval of information about any file / correspondence

� Speedy disposal of files

� Tracking facility to public to trace letters and files

� Efficient Management Information System

� Monitoring and reducing Pendency of files

� Faster clearing of letters

� Improved quality of service to citizen

1.4 Environment required for LPO

� An IIS based Web Server system with Windows 2003 Enterprise Edition with latest

Service packs, RDBMS SQL Server 2005 standard edition with Reporting Services.

� A Client system with Windows XP pre-installed with latest updates along with a

LAN system and Internet Explorer version 6 and above

� This requires a local LAN System where the LAN switch can support upto 50 nodes

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1.5 Software requirements

Application software Web based software developed using Asp.NET

Client systems Win2000 Prof./Win XP Prof. Clients with IE6.0 SP1 and above

(as Tunga font is used). Scanner and drivers for scanner

Web/Antivirus

Server

Windows 2003 Enterprise Edition with required number of CAL

Licenses with latest service packs, IIS based web server, Network

Management software, Antivirus, Anti-spam

Database Server SQL Server 2005 Standard Edition with Reporting Services

1.6 Hardware requirements

Sl. No. Items

1. Server (Intel Xeon Dual Core 5060 (3.2 GHz) with 2X2 MB L2 cache, 2x1

GB RAM, 3x146 GB (10Krpm) HS SCSI HDD ,Single channel RAID 5

controller,17'' SVGA Color monitor, Gigabit ethernet,48x or higher

CDROM,Internal 36/72 GB SCSI DAT Drive,redundant power supply)-

2. Desktop (Intel core 2 Duo E4500 or higher processor ,2 x 256 MB DDR II

RAM 533MHz or higher,160 GB SATA I HDD ,17'' SVGA color monitor

MPR-II/TCO-03 Compliant, Combo Drive, FDD,External Speaker, PS2

Scroll Mouse ,Integrated PCI 10/100/1000 Mbps Gigabit ethernet,104 keys

OEM Keyboard, Preloaded Win XP Prof.,Antivirus S/w )-

3. Scanner A3

4. UPS for PCs and Server

5. LAN infrastructure

8. Leased lines and routers

9. Firewall

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2. How to invoke LPO

The LPO application requires a single login to perform all the activities. The organizational

structure of the department with all sections/officers information has to be stored using the

‘Administration’ option and PIMS module of this package, before starting with the application.

Once the structure is stored digitally, then every user of the application will be provided with a

login/password according to the post he holds. This login/password is a single sign in for using all

the modules of this application.

2.1 User Authentication Screen:

Login of LPO:

As shown in the left side of the screen, select Language as ENGLISH from the dropdown

list. Enter User-Id, and Password then click on the Login Button.

Fig (1)

After Login Fig (2) will appear. It shows the statistics of Transfer files, Files and Letters

Pending for acknowledged, and acknowledged, both from within Department as well as from Other

Departments.

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Fig (2)

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3. Letters

This menu allows a user to do the following actions:

� Receipts

� Acknowledge With in Department

� Acknowledge outside Department

� Action with in Department

� Action outside Department

� Letter Dispatch

� Letter Pending

3.1 Receipts

When user clicks on “Receipts”, Fig (3) will appear. This screen provides a page to

input index Details of a letter received. Also the letter can be scanned and the image can be

stored in the database for further reference and move the letter electronically. The screen looks

as Fig (3).

Fig (3)

The letter details of the letter received are entered using the above screen. All input fields are

mandatory. Whether Letter is from within Government: If the letter is from other department

then clicks “No”, the address of the sender should be entered.

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Fig (4)

If the Letter is from the Government then select “Yes”. Then select the department details on

the dropdown list from where the letter has come.

Fig (5)

Click on “Save” button to save this data. Once the entered data is saved successfully Action

detail will be added to the current screen. There is provision to upload a scanned copy of the letter

but its optional. To upload a letter click on the “Browse” button and select the scanned copy of this

letter, and click on “Upload Image” button. If the letter has multiple pages, then each page has to be

loaded one after the other.

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Fig (6)

The “Action Details” portion on the screen above is used to send letters to other

sections/departments by selecting the Major, Minor department, Section, Post, Remarks, No. of

days in which the letter has to be cleared and then click on Add button under the “To” list for

Action purposes or “Copy To” list for Copy purposes. Multiple Posts/Sections can be added to

either of the lists, and then click on Send button.

Fig (7)

For each persons in the list a Unique Computer No. Will be generated for the letter, which

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has to be noted down on the physical copy of the letter.

Fig (8)

Out Side Department: If a letter would be send to other department then click on Outside

Dept button.

Fig (9)

Then you will get other Minor Department with respect to the logged in. then select

Major Department, Minor Department, Section Name, Post, Remarks, No. of days in which

the letter has to be cleared and then click on Add button under the “To” list for Action purposes or

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“Copy To” list for Copy purposes. Multiple Posts/Sections can be added to either of the lists, and

then click on Inter Minor button.

Fig (10)

For each person in the list a Unique Computer No. Will be generated for the letter, which has

to be noted down on the letter.

Fig (11)

3.2 Acknowledgement Within department

This module gives the list of Letters pending for acknowledgement With in the

Department in which the user logged in. provisions are available to View the Image of the

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Letter, and Know the History of the Letter.

Files are highlighted in different colours, each colour denotes no of days the file is

pending in the department.

Green = less than 10 days.

Blue = between 10 and 20 Days.

Maroon = between 21 and 30 Days.

Red = Greater than 30 Days.

To see Letters separately depending on No of Days it is pending then click on those

respective Buttons.


To Acknowledge / Reject a Single Letter this option is used.

Fig-12


This option is used to acknowledge / Reject more than one Letter at a time. To

acknowledge / Reject a letter, click on those respective check boxes of the letters and click

on Acknowledge / Reject Button. To see the uploaded documents click on the Image Link

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button (Fig 14). If the image link button is not visible it means that there are no attached

documents for that letter.

Fig (13)

Fig (14)

To see the History of a letter click on the History Link button of the respective letter

(Fig 13).

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Fig (15)

3.3 Acknowledgement Outside Department

This module shows the list of Letters pending for acknowledge from other

department. Provisions are available to View the Image of the Letter, and to see the History

of the Letter.Letters are highlighted in different colours, each colour denotes no of days the

file is pending in the department.





To see letters separately depending on No of Days it is pending then click on those

respective Buttons.


To Acknowledge / Reject Single Letter this option is used.

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Fig (16)


More than one Letter can be acknowledged / Rejected by using this option. Letters

which has to be acknowledged / Rejected, click on those letters respective check boxes and

click on Acknowledge / Reject Button.

Fig (17)

As we can see in the right-hand side of the Fig (17), click on the History link

button to see respective history of the letter.

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Fig (18)

As we can see in the right-hand side of the Fig (18), click on the View button to see

respective Document (Fig 19).

Fig (19)

3.4 Action within Department

This module gives the list of Letters pending for action With in Department of the

officer logged in. Also provision is there to View the Image of the Letter, Know the

History of the Letter.

Letter can be send by 4 ways

1. Bulk Sending

2. Single Letter Sending

3. Find by Subject & Send.

4. Find & Send

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Fig (20)

3.4.1 Bulk Sending

As the name implies more than one letter can be send using this option. Click on the

check boxes of the Letters which has to be send, select Major department, Minor

Department, Section Name, Post, Remarks, enter the number of days in which the Letter

has to be cleared and then click on Send button.

Fig (21)

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3.4.2 Single Letter Sending

Single Letter Send can be send by using this option. Click on the action button of the

letter which has to be send (Fig 20), in the newly opened page select Major department,

Minor Department, Section Name, Post, Remarks, enter the number of days in which the

Letter has to be cleared and then click Send button (Fig 22).

Fig (22)

3.4.3 Find by Subject and Send

This option is used to search a letter by its subject and send. To search a letter put the

subject key word in the textbox and click on Search button. To see the uploaded documents

and history of the letter, click on Image link and history link button respectively (Fig 23).

To send the letter click on respective action button and in the newly opened page select

Major department, Minor Department, Section Name, Post, Remarks, enter the number of

days in which the Letter has to be cleared and then click Send button (Fig 22).

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Fig (23)

3.4.4 Find and Send

This option is used to search and send a letter by using its Computer No. Enter the

Computer Number in the textbox and click on Find button (Fig 24). To view history,

uploaded documents and send letter are as same as explained in section 3.4.3.

Fig (24)

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3.4.5 Letter Action

Letter action allows the user to Send, File, Close, Forward and put a letter in pending.

Click on Actions (Fig 24) will show Letter Details and Action Details (Fig 25).

3.4.5.1 Send

Select Major Department, Minor Department, Section Name, Post, Remarks, enter

the No. of days in which the letter has to be cleared and click on Add button.

Fig (25)

To upload a document click on Browse button, select the document which has to

be uploaded along with a letter and click on Open button then click on Upload button.

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Fig (26)

The uploaded documents file names are visible in the text box. And Click on send

button to send the letter. The officer to whom the letter has sent can see the letter and its

attachments.

Fig (27)

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3.4.5.2 File

To make the letter as file then click on action link button, and click on File button Fig

(28). A new screen will open his is given in Fig (29).

Fig (28)

Fig (29)

If the physical copy of the letter for filing is there with the user then, click Yes. In

filing details of the letter select either existing file or new file.

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Existing file: If the file is already with the user then, select this option. Enter the File

Computer No and click on the File it button.

Fig (30)

New file: If the file has to be created newly then select New File option. After selecting

the File No, File category, whether this file an Urgent one or not, and enter the subject

matter, then click on save button (Fig 31). A Computer No will be generated as shown in

Fig (32).

Fig (31)

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Fig (32)

The letter, which has been filed, is possible to see in “Action with in Dept” of

“File(s)”.

Fig (33)

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3.4.5.3 Close

To close the letter after selection has been made in all the fields, select Remarks

and click on close button (Fig 34).

Fig (34)

3.4.5.4 Forward

If you want to forward the letter then select Field Department that where you want

to forward and click on forward button (Fig 35).

Fig (35)

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3.4.5.5

3.4.5.5 Pending Reason

To put the letter in pending, select major, minor department, section name, post and

remarks then click on “Pending Reason” button (Fig 36).

Fig (36)

3.5 Action Outside the Department

It is same as Action within Department but we can see the Letters, which are come

from the other department with respect to logged in.

3.6 Letter Dispatch

It is explained in Section 7.0

3.7 Letter Pending

Letters, which are pending, can be possible to see in this option. If you want to

recall the pending Letters then click on Acknowledge button. If you want to see image then

click on Image Link button and if you want to see history then click on History Link

button.

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Fig (37)

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4. Files

Files menu allows the user to create, acknowledge, transfer, and take necessary

action, etc on the Files, which belongs to both in and out side the department.

4.1 New File

To create New File go to Files menu select Create File (Fig 37).

(Fig 37)

There are 3 types of file creation

1. Main File

2. Part File

3. Single File

4.1.1 Main File

Select trilateral index, File type. If it is urgent files then click yes otherwise click no.

Enter the Subject in the text box and then click on save button (Fig 38). A Computer No

and File No will be generated, File no is the Combination of Minor Department Name,

Serial No, Trilateral index and year as shown in Fig (39).

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Fig (38)

Fig (39)

4.1.2 Part File

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If the file is not in your Department then only you can create the Part File for that

file.

Fig (40)

Enter the Main File Computer Number. Then click on save button (Fig 41). Part file

is created and generated the Computer Number as shown in the Fig (42).

Fig (41)

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Fig (42)

4.1.3 Single File

There are two ways in Single file creation First and Second time. Select Field

Department. Enter the File No, Date, and Subject. If it is urgent files then click Yes

otherwise click on No. After that click on save button.

First Time: This option is used to create a file computer number for a Single File received

from the field departments. The Filed department has to be selected and the their file

number and subject has to be entered as shown in the Fig (48).

Second Time: If the Single File is received from the field department for the second time

/subsequent times and has a File Computer Number already generated, this option has to be

used. The File Computer No has to be entered.

The Details of the files are displayed once click saved the Single File is brought in

to Action / movement again.

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Fig (43)

Fig (44)

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Fig (45)

Actions

Here we can get the files which are pending for action. Files can be seen depending

on the same/other department.

1. Within Department.

2. Outside Department.

4.2 Actions Within Department

This module gives the list of Files pending for action With in Department of the

officer logged in, and also there is a provision to View the History of the File.

Files are highlighted in different colours, each colour denotes no of days the file is

pending in the department.





Files can be viewed based on its pendency in the department by selecting the

appropriate option buttons. Urgent Files are highlighted in Yellow colour.

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Fig (46)

Files can be selectable and send in six different ways .

� Bulk Sending.

� Single File Send.

� Find & Send.

� Find by Subject & Send.

� Section wise Search.

� File Category wise Search.

4.2.1 Bulk Sending

One or more files can be send/transfer to the same department using this option.

Whichever files you want to send then click on those respective check boxes, then select

Major department, minor department, section name, post, remarks. If you want to send,

then click on Send button else you want to transfer, then click on Transfer button. To clear

the selection click on Clear button.

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Fig (47)

4.2.2 Single File Send

This option is used for sending only one file. Click on the appropriate action button

for the file, which has to be send. Then click on the action link button and Follow the

necessary action explained in section 4.3.

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Fig (48)

4.2.3 Find & Send

This option is used to find a file by its computer no. Enter the Computer number of

the file in the textbox and click on the Find button. Then click on the action link button and

Follow the necessary action explained in section 4.3.

Fig (49)

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4.2.4 Find by Subject & Send

This option is used to find a file based on its subject. Enter the subject of the file in

the textbox and click on the Find button. Then click on the action link button and Follow

the necessary action explained in section 4.3.

Fig (50)

4.2.5 Section wise Search

This option is used to find a file based on the section in which it is belongs to. Enter

the section name in the textbox and click on the Find button. Then click on the action link

button and Follow the necessary action explained in section 4.3.

Fig (51)

4.2.6 File Category wise Search

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Using this option files can also selectable by Category wise. Select a Category and

click on Search button. Then click on the action link button and follow the necessary

action explained in section 4.3.

Fig (52)

4.2.7 History

To see the history of the file then click on the History link button (Fig 52). Fig (53)

shows the history of the selected file.

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Fig (53)

4.2.8 Action

Click on the Action link button given in Fig (52), a new screen will appear

which is shown in Fig (54). Here you can see File Details like File Computer no, File

Number, Subject, Lists of Letters in File, File Movements, File Action.

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Fig (54)

4.3 File Actions

Under this option files can be managed in six different ways

� Send/Transfer File.

� Close File.

� Send To Call Book

� Send Single File.

� Send to Dept when LAN is not up.

� Pending For Reason.

4.3.1 Send/Transfer File

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To Send /Transfer a file then this option is used.

Send: For sending a file, select major, minor departments, section name, post, remarks as shown in

the Fig (55). If a document has to be uploaded browse the document and upload it, and then

click on Send button. The officer to whom the file has sent he can see that file, by using

“Ack with in the department” or in “Ack outside department” of “Files” module

depending on which mode the file has been sent.

Fig (55)

Transfer

To transfer a file, select major department, minor department, section name, post, remarks,

upload a document if needed, as shown in the Fig (55), then click on Transfer button. The

officer to whom the file has sent he can see that file, by using “Ack with in the department”

or in “Ack outside department” of “Files” module depending on which mode the file has

been sent.

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4.3.2 Close files

Files can be closed using this option. To close a file, click on Action link button,

choose Close File and select the Remarks, File closing Category, select Yes for Permission

from US to close the file option. And click on Close button.

Fig (56)

4.3.3 Send Single file

Single file sending can be done only if that file should be of single file type. To send

a single file select all the necessary fields given under action details and click on Send (Fig

56). Creating of Single file is as shown in Fig (57).

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Fig (57)

Choose Send single file, Field Department and click on Send button.

Fig (58)

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4.3.4 Send to call book

To send a file to call book then choose Send to Call Book, then select Remarks and

click on Call Book button. Owner of a file (the creator of the file) only can send that to call

book.

Fig (59)

4.3.5 Send to Dept When LAN is not up

Choose Send to dept when LAN is not up, select the remarks, and department that

where you want to send and click on Send button.

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Fig (60)

4.3.6 Reason for Pending

To put a file under pending this option is used. Choose Reason for Pending, select

the reason for pending, if it is pending in Field Department then select Field Department

and then click on Save button (Fig 61).

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Fig (61)

Pending Files: User can get the Pending Files in self-acknowledgement, click on Pending

File. You can see the history of the file and if you want to re-call a file then click on the

respective File Re-call, write the reason for recall and then click on Acknowledge button

(Fig 62).

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Fig (62)

4.4 File(s) for Acknowledgement

Here we can get the files which are pending for acknowledgement. Files can be

seen depending on the same/other department.

1. Within Department.

2. Outside Department.

3. Self Acknowledgement

4. Transfer File within the Department.

5. Transfer File outside the Department.

Ack With in Department

This module gives the list of Files pending for acknowledgement With in

Department of the officer logged in. Also provision is there to View the History of the File.

Files are highlighted in different colours, each colour denotes no of days the file is pending

in the department.




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To see files separately depending on No of Days it is pending then click on those

respective Buttons. User can identify the Urgent Files by seeing In Yellow colour as

background colour

Single File Acknowledge / Reject: If we want to Acknowledge / Reject Single File that

time this option is used.

Bulk Acknowledge / Reject: If we want to acknowledge / Reject Single or more than one

file that time this option is used. Files which you want to acknowledge / Reject, click on

those respective check boxes and then click on Acknowledge / Reject Button.

Fig (63)

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4.5 Transfer Files

Transfer a file is slightly differing from file send, transfer will give all the controls

over the file to whom the file has been transferred ex. User can close the file.

Within the Department: User can get the files, which are transferred within the

department.

Outside the Department: User can get the files, which are transferred from outside the

department.

Single File Acknowledge / Reject: To Acknowledge / Reject Single File that time this

option is used.

Bulk Acknowledge / Reject: To acknowledge / Reject Single or more than one file that

time this option is used. Files which you want to acknowledge / Reject, click on those

respective check boxes and then click on Acknowledge / Reject Button.

Fig (64)

Click on Acknowledge button, will ask the user do you want to create a new file for

your section. If you say No, file will be acknowledged and not closed, if say Yes File

will be closed and you have to create a new file. This file can be moved or transferred or

other action can be performed.

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Fig (65)

4.9 Closed and Record Room Files

4.9.1 Closed Files

Here you can get the Closed Files. You can see the History by clicking on History

link button; you can see the letter by clicking on View Letter button, you can send it to

record room by clicking on Record Room button.

Fig (66)

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4.9.2 Record Room File Status

Here you can get the files, which are sent to record room. Here you can search files

by computer number also. You can view letter by clicking view letter button.

Fig (67)

4.7 Self acknowledgement

Non-LAN Files: You can get the Non-LAN Files in self acknowledgement, click

on Non- LAN Files. You can see the history of the file and if you want to

acknowledge a file then click on the respective Acknowledge button.

Fig (68)

4.8 Miscellaneous

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Under this option the following actions can be taken on the files.

� Merge/Part File

� File attach/Detach

� Recall Callbook Files

� Convert files

4.8.1 Merge/Part File

If you want to merge Part File with its Main File then this option is used. Write the

part file computer number and click on Merge button.

Fig (69)

4.8.2 File Attach and Detach

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To attach or detach a file this option is used.

4.8.2.1 File Attach

Select a File Attach to attach a file with Closed/ Existing file /others. After

writing file computer number you can see the attached files in the right side of the page.

4.8.2.1.1 Closed File

Write the File computer number, click on closed file, select from which department

you want to attach (i.e. Minor department name). Write the attaching file number and click

on the Add button and after that click on Attach button.

Fig (70)

4.8.2.1.2 Existing File

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Write the File computer number, click on existing file, select from which department

you want to attach (i.e. Minor department name). Write the attaching file computer number

and click on the Add button and after that click on Attach button.

Fig (71)

4.8.2.1.3 Others

Write the File computer number, click on others, select from which department you

want to attach (i.e. Minor department name). Write the attaching file number and click on

the Add button and after that click on Attach button.

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Fig (72)

4.8.2.2 File Detach

For detaching a file this option is used. Enter a File computer number will show the

attached Files list. Whichever files has to be detached click on those respective check

boxes. And click on Detach button.

Fig (73)

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4.8.3 Recall Call Book Files

Recall the files, which are sent to Call Book, can be done using this module.

Clicking on History link button will show the history of the call book file. To Re-call a file

click on their respective Retrieve button.

Fig (74)

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5. Queries

5.1 Files & Letters

Searching of files, letters, and referral files comes under this option. Fig (75) shows the

opening screen of the Files & letters menu item.

Fig (75)

5.1.1 Letters


This option is used to search the letters in the logged in department. Searching of

letters can be done in six ways, and they are given hereunder,

� Letter No

� Subject

� Sender Address

� Letter Computer No

� Letter Date

� Received Date

Letter search using Letter No, Subject and Sender Address are similar. Put the

respective key words for the option chosen and click on Search button. Fig (76) shows

subject wise search of letters

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Fig (76)

Searching letters using Letter Computer No can be done in the following manner,

click on Letter Computer No option button, enter the letter computer no, letter year in the

appropriate text boxes and click on search button. Fig (77) shows search a letter using

Letter Computer No.

Fig (77)

Letter Date and Received Date wise search of letters are similar. Select either Letter

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Date or Received Date in which way the letter has to be searched, enter the From Date and

To Date in the From Date and To Date text boxes respectively and click on Search Button.

Fig (78) shows Letter Date wise search.

Fig (78)

5.1.1.2 Search in Other department

This option is used to search the letters in all other departments by click on the

Other Department File Movement History Hyperlink Button which shown in Fig (79).

Letters can be searched based on By Letter Computer No, By Letter No and Section wise.

Fig (79)

5.1.1.2.1 By Letter Computer No

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Select a Major and Minor department in the respective dropdown lists, Click on By

Letter CompNo option button, enter letter computer no and letter year in the appropriate

text boxes and click on View. It is given in Fig (80).

Fig (80)

5.1.1.2.2 By Letter No


Letter No option button , enter Letter No in the text box and click on View. Fig (81) shows

By Letter No wise search.

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Fig (81)

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5.1.1.2.3 SectionWise

Select a Major and Minor department in the respective dropdown lists, Click on

Section Wise option button, Select a Section in the dropdown list in which the letter

belongs to, and click on View. Fig (82) shows Section wise search.

Fig (82)

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5.1.2 Files:


This option is used to search the Files in the logged in department. Searching of

Files can be done in seven different ways, and they are given hereunder,

� File No

� File Computer No

� Subject

� Part file using main file computer no

� File TriIndex

� Letters in a File

� Attached Files in Main File

Searching files in the above said ways are similar expect for File TriIndex. Put the

appropriate No/key words for the option chosen and click on Search button. Fig (83) shows

searching of files using Attached Files in Main File option. In the same way files can be

searchable expect File TriIndex option.

Fig (83)

File TriIndex: Click on File TriIndex option button, select a TriIndex from the dropdown

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list and click on search button. The resulted screen is shown in Fig (84).

Fig (84)

5.1.2.2 Search in Other Department

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This option is used to search the files in all other departments by click on the Other

Department File Movement History Hyperlink Button which shown in Fig (84). Files can

be searched based on By File Computer No, By File No and Section wise.

5.1.2.2.1 By FileCompNo


FileCompNo option button, enter File computer no in the text box and click on View. The

resulted screen is shown in Fig (85).

Fig (85)

5.2.2.2.2 By FileNo

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FileNo option button, enter File No in the text box and click on View. Fig (86) shows File

No wise search.

Fig (86)

5.2.2.2.3 Section Wise

Select a Major and Minor department in the respective dropdown lists, Click on

SectionWise option button, Select a Section in the dropdown list in which the file belongs

to and click on View. Fig (87) shows Section wise search.

66

Fig (87)

5.3 Dispatch Letters

It is explained in Section 7.3

5.3 Sent File

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This module is used for searching the file sent to the field department as well as to the other

departments. Also this module helps us for searching the acknowledged files in the filed

department. Fig (88) shows the opening screen of this module.

Fig (88)

5.3.1 Sent File

Files, which have been sent to other department as well as in the field department, can be

searched using this option. To do this click on the Sent File option button, select the From and To

date in the respective Calendar controls and click on View button. Fig (90) depicts the Sent File

search.

Fig (89)

5.3.2 Acknowledged File

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Files, which have been acknowledged in the field department, can be searched using this

option. To do this click on the AcnowledgedFile option button, select the From and To Date in the

respective Calendar controls and click on View button. This is given in Fig (91).

Fig (90)

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6 Reports

Reports can be generated and alerts can be seen using this menu. Reports generation

can be done for both letters and files. This menu is slightly differing from the other menus. If a

user login as a principal secretary then he can generate reports for the department he belongs to as

well as for the other department too, which is not available for the lower level logins. Modules

available in the menus are

� Alert(s)

� Letter(s)

� File(S)

6.1 Alerts

By clicking on this module a message box with the statistics of pending files for

acknowledge in the department and from other departments with respect to no of days it is

pending will display (Fig 91). After click on the ok button another message box with the

statistics of pending files for action to be taken in the department as well as from other

departments with respect to no of days it is pending will display (Fig 92).

Fig (91)

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Fig (92)

Once click on the ok button the message box will disappear and the resulted page will show

all the statistics of files and letter in both tabular format and in Bar Graph (Fig 93).

Fig (93)

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1.2 Letters

This module is having Department and Section wise report generation. Department wise

report generation is available only for principal secretary level login.


Under department wise report generation, report can be generated in various combinations

like section wise only or section wise and post wise. The options available for generating reports

are given below

� List of closed letters

� List of letter sent

� List of letters filed

� List of letters pending

� Statistics of letter period

To generate a report based on post wise click on post wise button, select the major

department, minor department, section and post in the respective dropdown lists, click on the List

of closed Letters hyperlink button it will show the calendars select From and To date in the

respective Calendars and click on View reports (Fig 94). The generated report is shown in Fig (95).

Like wise all other reports can be creatable.

Fig (94)

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Fig (95)

6.2.2 Section Wise

Under Section wise report can be generated in three categories (Fig 96). They are as

follows

� Department wise

� Section wise

� Post wise

Fig (96)

1.2.2.1 Department Wise

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This option prepares department wise report generation. To do this click on

department wise option button and click on the appropriate hyperlink button under which

category the report should be generated (Fig 97).

Fig (97)


This option generates Section wise report. To do this click on Section wise option

button and click on the appropriate hyperlink button under which category the report

should be generated (Fig 98). The section would be the logged in section.

Fig (98)

1.2.2.3 Post Wise

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This option generates Post wise report. To do this click on Post wise option button

and click on the appropriate hyperlink button under which category the report should be

generated, select the Post Name, From and To Date in the Calendars respectively and click

on View Report button (Fig 99). Here the section would be the logged in section.

Fig (99)

1.3 Files

This module is having Department and Section wise report generation. Department wise

report generation is available only for principal secretary level login.


Under department wise report generation report can be generated in various combination

like section wise only or section wise and post wise. The options available for generating reports

for Files are given below

• Pendancy Statistics MinDept

• List of Files Created

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• List of Files Sent

• List of Closed Files

• List of CallBook Files

• List of Files Not Acknowledged

• List of Files without actions

• Pendancy statistics

To generate a report based on post wise click on post wise button, select the major department,

minor department, section and post in the respective dropdown lists, click on the List of closed

Letters hyperlink button it will show the calendars select From and To date in the respective

Calendars and click on View reports (Fig 100). The generated report looks like Fig (95). Like wise

all other reports can be creatable.

Fig (100)

1.3.2 Section Wise

Under Section wise, report can be generated in three categories, they are as follows;

76

� Department wise

� Section wise

� Post wise

The screen looks like (Fig 98). The procedure for generating reports in all the categories are as

similar as explained in Section 6.2

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7. Letter Dispatch

This module maintains all letter dispatch related work for example letter which has to

be send to other division can be added to add dispatch letter and if there will be any

changes required in the added letter(s) that can be done.

e.g. Sending Type, Sending Address etc.

To do this go to Letters Menu select Letter Dispatch Module. In this Module there are

two options are available they are given below.

� Add Dispatch Letter

� Edit Dispatch letter.

7.1 Add dispatch Letter

This option adds a letter for dispatch along with all necessary details entered along

with it. Enter letter no, subject, letter date, post charge etc in the appropriate textboxes and

dropdown lists. Letter can be dispatch to more one address. Even if a user want to add a

new address that can be addable by click on Add New Address to the Master hyperlink

button and by entering all the details in the Add New Address section text boxes. Once all

the detail has been entered then click on Save button Fig (101). After clicking on save

button a message box will pop up and it shows a computer No for the added dispatch letter

Fig (102).

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Fig (101)

Fig (102)

7.2 Edit Dispatch Letter

Changes can be done on the added dispatched letter by using this option. To make

changes click on Edit Dispatch Letter option, once the letter computer no has been entered

the other details of the letter will be visible. Wherever the changes is needed make the

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changes and click on Save button (Fig 103). The newly added details will be saved for the

letter.

Fig (103)

7.3 Search Dispatch Letters

Dispatch letters can be searchable as like letter search and file search. There are six

ways available to search a dispatch letter. They are as follows

� Letter Computer No

� Letter No

� Subject

� Address

� Letter Date

� Received Date

To search a dispatch letter go to Queries select Dispatch Letters select a option

button in which way the letter has to be searched and enter a appropriate key word / No /

Date in the respective text boxes/ dropdown lists then click on Search. Fig (104) shows

how to search a dispatch letter?

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Fig (104)

7.4 Report Generation for Dispatch Letters

Section wise and post wise reports are the ways to generate report for Dispatch

letters. For this go to Reports menu, Letters then select Section wise. In the opened page

click on any one of the above said option and click on Letter Dispatch Hyperlink button

then select Date ranges and click on View Report. If the option selected is Post Wise then

the Post should also be selected (Fig 105). The generated report is given in (Fig 106).

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Fig (105)

Fig (106)

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8 Principal Secretary’s Login credential

Secretary’s login credential having two special features, which is not available for other

login credentials. They are

� 1.Report generation for all departments

� Secretary’s Menu

8.1 Report generation for all departments

Generating Reports for all departments is already explained briefly in Sections 6.3.1 and

6.4.1.

8.2 Secretary’s Menu

In this menu Files and Letters module are available.

8.2.1 Files

Using this module the principal secretary can track his department’s all day-to-day

activities. This module shows the cumulative statistics of, total files in callbook. Files not

acknowledged in the department and total files pending. Even it shows the fragmentation of

total files pending, like Files pending for more than one year etc. The detailed scenario of

each statistics can also be seen by clicking on the respective link button it will show a

section wise scenario and by clicking on the section wise link button it will show Post wise

details. Then click on the post wise link button it will show all the files belong to the post

selected. By clicking on any one of the file’s History button will show the files history

(Fig 107). In this way the principal secretary can track the file movement.

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Fig (107)

8.2.2 Letters

This is used to see the letter related details same as explained in section 8.2.1.