USER’S MANUAL

TABLE OF CONTENTS

1.0 General Information …………………………………………….……………..….1-1

1.1 Central Server Application……………………………………….………………………………………..…..…..1-1

1.2 Local Server Application….……………………………………….……….………….…………………………….1-1

1.3 Sync API…………………………………………….…………………….……….………....……………………………..1-1

1.4 Client Console Application…………………….………………….……….………...……………………………..1-1

1.5Organization of Module…………………….………………….……….……….....………..………….…….…..1-1

2.0 System Menu………………………………………………………..………….………….2-2

2.1 Setup………………………………………………………………..……….……………….…………………2-4

2.1 User Roles………………………………………….…………………………………………………………………………..2-1

2.2 Users……………………………………………………………………………………………………………………………..2-2

2.3 Organization………………………………………………………………………………………………………………….2-3

2.4 Department…………………………………………………………………………………………………………………..2-4

3.0 Counter Entry…..……………………………………………………………………………………….3-3

3.1 Entry..…………..…………………………………………………...………………………..………………………………..3-1

3.2 Daily Report………………………………………………………………………………………….……………………….3-2

3.3 Summary Report……………………………………………………………………………………………………………3-3

4.0 Mail Center…..………………………………………………………………….……………………….4-13

4.1 Receive Items…………………………………………………………………………….….……………………………...4-1

4.1.0 Send Item to Next Office………………………………………….……………………………………………………….4-1

4.1.1Send item to Next Office………………………………………………….………………….……………………….4-1

4.2.0 Dispatch……………………………………………………………………………..………..…………………………………….4-4

4.2.1 Dispatch………………………………………………………………………….…………………………………………4-5

4.2.2 Serial Number……………………………………………………………………………………………………………4-6

4.2.3 Mail List………………………………………………………………………………………….…………….……………5-7

4.3.0Room Number 8………………………………………….…………………………………………………………..……….4-9

4.3.1Receive items………………………………………………….………………………...…….……………………….4-10

4.3.2Handover to Postman.……………………….………………….………………………...…….………………….4-11

4.3.3 Record Attempted Delivery…………………………………………….…..…….………………………………4-12

4.3.4 Record Final Delivery………………………………………………………………………….……………………..4-13

5.0 Local Delivery…………………………………………………………………..……………………..5-1

5.1 Local Delivery Office (EMG)………………………………………………….……………………………………..5-1

6.0 Exchange Office……………………………………………………………….….…..………………6-3

6.1Receive Receptacle……………………………………..…………………….……………….……..…………………..6-1

6.2 Receive Receptacle From Department………………………………………….…….….………………………6-2

6.3 Dispatch Receptacle………………………………………………………………………..……...…………………….6-3

7.0 Item Inquiry………………………………………….……………………………………………………7-1

7.1 Item Inquiry………………………………………………………….…………..……………………….……………………7-2

The Unified Internal Tracking System is the combination of 4

applications discussed below.

1.1 Central Server Application It is installed in the web server of GPO Office, Sundhara Kathmandu. Currently it can be accessed by any

web browser with an IP Address 202.166.194.38. Initially credential is provided by the administration of

GPO Office. The workflow of the application is discussed below.

1.2 Local Server Application The local server application concept is based on the principle that the daily operation of any postal

organization should not be disturbed in any case. These cases may be disturbance of Internet at the site

as well as the hardware/software problem in central server. As soon as local site is connected to the

central server application one can run the sync application provided and sync the data from and to with

the central database. Local server application is installed in one of the local computer of the work

station by the technician. It needs MS-SQL Server and IIS installed in the computer.

The workflow for the local server application is similar to the central server application besides the

counter bill tracking number. For the central server application there is no input parameter for tracking

number in user interface but it exists in local server application. Central administration should provide

the tracking numbers for all the local sites for counter entry.

1.3 Sync API Sync application is the helper application of the local server application. Its objective is to sync the data

between local database and the center server database. For this purpose a Sync API is hosted on GPO

Server with the IP of 202.166.164.39 which communicates with Client Console Application

1.4 Client Console Application It is the helper application of the local server application. Client Sync application is installed in the Local

computer.

1.5 Organization of the Manual

The user’s manual consists of three sections: General Information, System Summary and System Menu.

General Information section explains in general terms the system and the purpose for which it is

intended.

System Summary section provides a general overview of the system.

The system Menu provides a detailed description of system functions. The System Menu consists of

Setup, Counter Entry, Mail Dispatch, Exchange Office, Local Delivery and Item Inquiry sections.

Login Page:

Login Page of Application.Please Enter valid Username and Password and Click on Login

Button. After successful login Homepage is presented.

Homepage:

Home Page of Application.Entire Section of the application which are shown in the above picture.

2.0 System Menu:

3.1.0 Setup

2.1 User Roles

Role is the part played by user in application which corresponds to the post in office.

User Authorization

User Authorization is the process of giving needed permission to do or have something in

application.

2.2 Users

Users are the Employee of the Organization.

2.3 Organization

Organization Contains record of the Organization Name, Address, District, Pin Number etc.

2.4 Department

Department refers to the sections of an organization. If we look at GPO office, Mail center, mail agency,

counter, internal EMS are the departments.

3.0 Counter Entry

3.1 Entry

Any valid mail itemsthatcustomers wish to post are first registered in Counter Entry. All Domestic and

Foreign mails with various mail types and rates are registered. Bulk Entry option keeps tracks the

number and total amount of mail items for a current bulk entry session. Such as Everest Bank wish to

send 100 mails to its debtors, then using bulk entry option the counter operator is benefited for viewing

automatic number of mails saved and corresponding amount.

3.2 Daily Report

Daily Reports of Registered Mails from Counter Entry. Printing,Editing, Bill Re-Print and entry deletion

option are presented in daily report of counter module. Filtration of entry mail can be done according to

date, counter operator, mail types, active stateand transactiontype. These options are available only for

users with counter supervisor or organization administrator role in system.

3.3 Summary Report

Summary Report is for the auditing purpose for a particular date interval. It reports the number of mails

of different types and corresponding amount of Individual Counter Operator.

4.0 Mail Center Generally Mail center sorts the available mail items for different destinations and manage to

dispatch them as soon as possible. For this purpose it tracks the record of receiving items, sort

them, and dispatch to other department by Send Item to Next Office module or to the other

organizations by Dispatch Module.

4.1.0 Receive Items Mail Center receives all registered in counter entry as well as items received from other department or

organizations. Received items Records can be printed, deleted and searched by date.

4.1.1 Send Item to Next Office

Mail Center sends itemsreceived to the other departments or nearer organizations by this module

without recording a dispatch and receptacles. For Example Mail Center of GPO Kathmandu sends items

to the EMS of same office. Or Mail Center of Kathmandu GPO sends items to the Room No 8.

Send items to Next office

Here we can see the list of Send items with distinct name which can be Edited, Deleted, Printed and

Search by Date Range.

Print Manifest

Manifest of Send item to Next office

Click on Print button for the printing purpose.

4.2.0 Mail Dispatch

4.2.1 Dispatch

Dispatch is the records of Sending Mail Items inside Receptacles. It has Unique Name for Each Sender

organization and Receiver organization for a Particular day. Dispatch Contains Receptacles.

Figure 1 Dispatch List

Dispatches are added,Deleted,Filtered by Date range, Organization and Departments and its Printed is

Manifest.

Print Manifest

Figure 2 Dispatch Manifest

Click on Print button for the printing purpose.

Dispatch with Receptacles

Receptacle contains Registry Items, Receptacle inside Receptacle and Loose Mail List. Receptacle with

only Registry items is called Registry Bag and Receptacle with Registry bag and loose mail list is known as

Mixed Receptacle.

Figure 3 Receptacle List

Receptacle can be Added, Edited, its Printed is Manifest and it’s Barcode.

Receptacle Manifest

Click on Print button for the printing purpose.

Receptacle Barcode

4.2.2 Dispatch Serial Number

Dispatch Serial Number is different for every Sender and Receiver.

Figure 4 Dispatch Serial Number List

Dispatch Serial can be edited, Searched by Fiscal Year, Organization, Department and its print is

Manifest.

4.2.3 Mail List

Figure 5 Mail List

Mail is Records of Mail Bag, Registry Bag, Packets, Mixed Bags, Parcel. Daily Record of All Bags sends for

every Destination. Mail List can be filtered by Date, Organization, Department and its can be Printed.

4.3.0 Room Number 8

4.3.1 Receive items

Mail center send only local delivery items to the Room Number 8. And Room Number 8 can

receivedthose items. Finally, these received items are send to the Postman.

4.3.2 Handover To Postman

Room Number 8 can handover items to the Postman. Postman can delivered items to the Destination.

And sometimes items could be attempted with any reasons.

Figure 6 Agent Handover List

Agent Handover Items can be Added, Edited, Deleted, filtered by Date range, Organization,

Departments and Printed.

4.3.3 Record Attempted Delivery

Figure 7 Record Attempted Delivery List

Attempted Delivery List contains records of attempted items by the postman. The items are attempted

with the non-delivery reasons. Attempted Delivered Items can be deleted, filtered by date and individual

agent and it’s printed.

4.3.4 Record Final Delivery

Figure 8 Record Final Delivery List

Final Delivery List contains records of finally delivered items by the Postman. Finally Delivered items can

be deleted, filtered by date and individual Agent and Printed.

5.1 Local Delivery Office (EMG)

Local Delivery Office (EMG) can DirectlyDelivered receives items to the Destination. Local Delivery Office

(EMG) doesn’t need to Handover items to the Postman. Sometimes Items could be Attempted sue to

some reasons and Local Delivery Office (EMG) can Attempted with reasons.

Record Attempted Delivery

Figure 9 Record Attempt Delivery

Postman can Attempt the Items which are not delivered due to the some reasons. Postman need to

specify the reason to attempted the delivery item. Attempted Items can’t be delivered by the Postman.

Record Final Delivery

Figure 10 Record Final Delivery

Postman can final delivered the items to the destination. Final Delivery contains the delivered items to

the destination. Finally delivered item can’t be attempted by the Postman.

6.0 Exchange Office

6.1 Receive Receptacle

Any Department or Organization Receives Receptacles sends from Different or Organizations. For

example, Airport Department of Kathmandu GPO receives receptacles which are sending from any

Organization and Departments. Receive Receptacle can be added, edited, deleted, filtered by date

range and it’s printed.

6.2 Dispatch Receptacle

Only Received Receptacles can be dispatched to the Next Office. For Example, Airport Received

Receptacles then Dispatched to the Mail Center. Or Mail Center Received Receptacles then Dispatched

to the Airport. Dispatches Receptacle can be added, edited, deleted, and filtered by date range and its

print.

6.3 Receive Receptacle From Department

Receptacle receives by Department contains records of Receptacles send by the any Department or

Organization.

7.0 Item Inquiry

7.1 Item Inquiry

Items all Details can be viewed by the Item Inquiry. Item’s weight, Amount, Mail Class, Origin, and

Destination can view.

Receptacle Inquiry

Receptacle Event Details can be viewed from Receptacle Inquiry. Generally, Event Details contains Event

type, Event date, Individual user, Event Office, Next Office, Condition, and Retention Reason.