eFile MIS Reports

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 eFile MIS Reports
Introduction:To optimize the usage of eFile& provide real-time monitoring, an explicit MIS-Report application
has been integrated in the pre-existing eOffice application suite. The product has been designed with role-based
scope privilege for users to access different reports based on user’s department, OU and hierarchy.The product
has been broadly categorized into File, Receipt, Dispatch, VIP, My Reports and Miscellaneous modules to provide
seamless monitoring of all the actions & entities involved in the decision-making process. System facilitates
reports for all the available parameters in the eFile application, along-with provision of customized output.
Additionally user can generate these reports in different formats viz. HTML, EXCEL and PDF.

The eFile MIS Reports is totally based on your eFile Hierarchy i.e. The person can view the reports of only those
Department(s)/Section(s)/OU(s) in which either he belong or which are under him/her.

For Example consider the scenario of an Office, where the Head of the Office can view reports of all the
employees as he is on top of hierarchy, while as we go down the hierarchy the scope decreases and user can only
view report as per his post/Designation in the office.

Go to http://164.100.146.166/MISReportsDemo/ and login with your username and password.

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The Following modules are covered in MIS Reports
File

Receipt
MIS Reports Dispatch
VIP
Miscellaneous

Dashboard

Productivity
My Reports

To select the module, click on the tab from Menu bar.

File
This is to view the MIS reports of file. It has the following subheadings

 File Closed
 File Conversion
 File Forwarded
 File Parked
 File Migration
 File Monitoring
 File Pendency
 File Received
 File Register
 User Wise Files Received and Forwarded

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 1) File Register:File register provides the details of no. of Files registered in a particular section/department
in a specific time period.

In each option, further there are three options:

 Detailed -- Includes full details such as file no., subject, created by, and created on and computer no. for
the period of specific one month
 Month wise -- To view number of files for a period of 6 month or less
 Summary -- It includes the no. of files and after clicking on number provides the file details also

Details for both Electronic as well Physical files can be seen.

a) Detailed:This report displays list of receipts received by department(s)/section(s)/user(s) within a date range
of one month only.

Step 1: Select File

to view the
Reports of Files
Step 3: Choose Detailed

Step 2:
Click on
File
Register

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 Step 4: Set the Date range.
Difference b/w dates should
Step 5: Click to
not be more than 1 Month
view the report
Details will be shown
as below

Nature:It describes whether the file is electronic (E) or physical (P).

Computer no: The number provided by system to file.

File No. : The file no. generated by the system while creating the file.

Subject: The subject on which the file was opened.

Created By: Name of the user,who initiated the file.

Created On: The date and time of creation of the file.

(b)Month Wise : This report displays the total no. of Files registered by the department within past six months
or as on date (in numerical count).

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 Step 1: Click on File register
and choose Month wise to see
the details month wise

Select range of dates. Difference

between dates should not be
more than 6 months.

Step 2: Click here, to view

the report

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 Report for the selected
6 months can be seen

c) Summary:This report displays no. of files registered by department(s)/section(s) within a date range (in
numerical count). When clicked on numerical count, user gets the details list of forwarded files.

Step 1: Click on File

register and choose
Summary

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 Using advance search, File
heads can also be chosen
to get the details of files
of a particular subject
Step 2: Click here, to view
the report

Number of both Physical

and Electronic files will be
shown

To see the details of files,

click on number

Details of the Files will be shown as in the following screen:

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 Details of files

Click on “View” to view

the reports
Click on “PDF” to Click on “Excel” to
open/download the open/download the
report in the PDF form report in the excel form

Other File Sub Modules such as File Received, Parked,Closed are same as File Register.

2) File Pendency:File pendency will show the results for files which are pending within the user’s
department as well as for user’s files in other departments.

1. Pending files of
2. Pending files with
3. Forward Files pending with

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a) Pending files of: This report displays list of files created in selected department/section(s) andcan
Nature of Files which
be are
pending with other department/section(s). selected

Click on “View
Reports”

Range for pending Days

can be chosen

Result will be shown “Days

Wise”.

b) Pending files with:Report displays list of pending files with the selected department/section(s). And were
created in department/section(s) other than the selected department/section(s).

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 Choose “Pending Files with”

As you click on Pending Files with , below screen containing the results will open up.

Click to view the report

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C) Forward file pending with: -. Report displays list of pending files with the selected department and were
created in department other than the selected department.

Multiple users can be

selected

Click to view the report

Detailsfor File Pendency (Forward Filed Pending With) will be shownDetails

as below:
of File Pendency
(Forwarded Files Pending with)

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 3) User wise file received and forwarded

This selection generates a PDF/EXCEL reports for an Individual/ Hierarchy/ Section that contains a
list of all the Files that has been Forwarded and Received within a particular Time duration by particular
user within the section of user.

Click on “User Wise Files

Received and Forwarded”

Details of files forwarded and received for a particular user will be shown as below:

Department, Section and User

under Hierarchy can be chosen

4) File Conversion
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 In file conversion, user can see the summary of physical files converted into electronic files for a
specific month.

Click on “ File
Conversion” Summary
to see the details for no. of
Physical files converted
into Electronic Files

Select the Date Range and

choose the Hierarchy for
which the details are required

Click on view button

for generate the file
conversion report

Reports for File Conversion (Summary) will be shown as below:

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 5) File Forwarded: It gives the detailed report on no. of files forwarded by department/section/user within a
date range.

Step 1 : Click on File

Forwarded and choose
Unreturned

Steps for File Forwarded Details, Month Wise and Summary are same as File Register Details, Month
Wise and Summary.

Unreturned: -It generates the report of files which were forwarded and not returned yet.The report can
be seen for time period of a month.

Set the Date range.

Difference b/w dates should
not be more than 1 Month
Click on view
button

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 Details will be shown as below:

2. Receipt:-
1) Receipt Received: It gives the details for no. of receipts received within a particular date range by a
section/department/user.

a) Detailed: This report displays list of receipts received by department(s)/section(s)/user(s) within a date
range. The Date Range Cannot is more than one month.

Firstly Select Receipt-Receipt Received->Detailed as shown below.

Step 2: Choose Detailed

Step 1: Select the

”Diary Register” to
view the Reports of
Receipts

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Now Provide Report Criteria i.e. select Date Range, Nature (Electronic,Physical,Both), Then Select hierarchy and
users and if required we can select advanced parameters also for more specific search.

We can also select required output fields for the report.

Step 3: Choose the Date

Range for which Receipts
details are required

Nature of Receipt
Physical or
Electronic can be
chosen

Step 4: Click on
“View” to see the
required details

Now a list of Receipt’s will appear according to search criteria specifies as shown below. We can also generate its
PDF or Excel Report as per requirement.

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 PDF button: To get detail in PDF format in PDF file. As shown below :

Excel: To get detail in EXCEL file. As shown below:

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 b) Month wise: This report displays the total no. of receipts received by the departmentwithin past six
months or as on date (in numerical count).

Firstly Select Receipt->Receipt Received->Month Wise.

Results for six
months can be seen

c) Summary: This report displays no. of receipts received by department(s)/section(s) within a date range
(in numerical count). When clicked on numerical count, user gets the details list of forwarded files.
Section(s) with no data for given period will not be displayed in report.

The Date Difference should not be more than one month.

Firstly Select Receipt->Receipt Received->Summary.

The details will be displayed as shown below and upon clicking the number its details will also be displayed.
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 Summary will be
shown this way

Same steps are to be followed for Receipt Closed, Forwarded and Received.

2. Diary Register (PMO): User can get detail category wise ,Subcategory, Classified ,Delivery mode,
Country, state, ministry department by selecting field according to their need. As shown below.

Click on “Diary
Register (PMO)”

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 In this selection of
Main Category in
mandatory

Click on “View” to
see the results

3.User Wise Received and Forwarded:This Report displays the details of Receipts Received and Forwarded
for the employees within the section(s) over a given period of time.

The Date Range should not be more than one month.

Upon providing the report criteria, the details of the receipts will be displayed in below format.

Current date and time will

be shown

Click on “View” to
see the results
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Receipts :Same steps are to be taken for Receipt Register, Closed, Forwarded and Received and Pendency.

3.ReceiptPendency : It gives details of all the rending receipts.

Choose the option

for which results are
required

Select the ”Receipt

Pendency ” to view
the Reports of
Pending Receipts

Forward receipts pending with– This Reports Gives information of the forwarding Receipts that are pending and
with whom these Receipts are.

Pending Receipts of-- This report displays list of receipts created in selected department/section(s) and which are
pending with other department/section(s).

Pending receipt with-- This report displays list of pending receipts with the selected department/section(s)
and were created in department/section(s) other than the selected department/section(s).

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4. Receipt Monitoring :To see the results for action imitated for receipts , receipt monitoring option
can be used.

Choose the option

for which results are
required

Select the ”Receipt

Monitoring ” to view
the Reports

a) Closed action – This report displays the list of initiated actions with CLOSED status.

(b) Consolidated action – This report displays the list of all initiated actions that are with both OPEN (Active) and
CLOSED status.

(C) Open action – This report displays the list of initiated actions that are with OPEN status.

Choose the name of

initiator

Fill the details required and details can be seen by clicking on “View Reports”.

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5. User Wise Receipts Received and Forwarded: To get the details for no. of receipts forwarded and
received by a user of your department, this option can be used.

Dispatch:
a) CRU Dispatch: This report displays the details of dispatches made by CRU within a particular time interval.

The Date Range should not be more than one month.

Firstly Select Dispatch->CRU Dispatch.

Select the ”Dispatch ”

to view the Dispatch
Reports

Provide the search criteria and it will display the details of dispatches made by CRU.

Fill the search criteria

Click on “View” to
see the results

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b) Dispatch Register:

Detailed: This report displays a list of issues/reminders dispatched by department(s)/section(s)/user(s) within a

date range. The Date Range should not be more than one month.

Firstly Select Dispatch->Dispatch Register->Detailed.

After providing Search Criteria click on View Report and all the details of issues/reminders dispatched will be
displayed if any over the given date range.

Fill the search criteria

Results will be shown

here

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  Month wise: This report displays the total no. of issues/reminders dispatched by different
department(s)/section(s) within a date range or as on date (in numerical count). User cannot view the
details of the receipts. Section(s) with no data for given period will not be displayed in report.

The Date Range here can be of six months.

Firstly Select Dispatch->Dispatch Register->Month Wise.

Provide the search criteria and view the reports as per search criteria.

Fill the search criteria

Click on View Report

Results will be shown

here

 Summary: This report displays the no. of issues/reminders dispatched by department(s)/section(s) within
a date range (in numerical count). When clicked on numerical count, user gets the detailed report.
Section(s) with no data for given period will not be displayed in report.The Date Range should not be
more than one month.

Firstly Select Dispatch->Dispatch Register->Summary.By providing the search criteria and and details can be
seen.
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 VIP:
This report displays details of all VIP receipts diarized by Department(s)/section(s)/user(s) within a date
range

a) VIP AND CITIZEN REFERENCES DASHBOARD

VIP References Dashboard (Department Level) VIP References Dashboard report will be made available to the
user department (s). It provides the department level VIP references Received, Disposed, and pending
information for department.

Results shown in the

form of Graph

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 b) VIP Diary Register
Detailed:
This report displays a list of all VIP receipts diarized by Department(s)/section(s)/user(s) within a date range.

Fill the required data

Click on View Report

Details will be shown

here

 Summary:
This report displays no. of all VIP receipts diarized by Department(s)/section(s) within a date range
(in numerical count). When clicked on numerical count, user gets the detailed report.

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 c) VIP Pendency Report (OU wise):

This report displays the list of VIP receipts pending with different sections of the department.

Details will be shown OU

wise

 VIP Pendency Report (VIP Type wise):

This report displays the pendency of the VIP receipts on the basis of type of VIP in OUs/sections in the
department.

Details will be shown as per

type of the receipt

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 4) VIP References:
 Summary
This report displays the no. of pending VIP receipts at the department/section level, within a date range or
as on date (in numerical count).
When clicked on numerical count, user gets the detailed report.

Choose the VIP Type

Click on “View Report”

5. MISCELLANEOUS

Under Miscellaneous section the options available for generating reports are shown in the picture
below :-

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a) eFile Usage Details

1. First option available is eFile Usage Details, When we click eFile Usage Details
underMiscellaneous Section then the following window will appear in which we have to mention
required fields i.e From date and To date as shown in the picture below

Mention the Date Range

2. We have three options available View, PDF and Excel. When we click View option, report
generated and the following window will appear which will show the eFile Usage Details
between mentioned dates as shown below

Data for all Departments will

be provided

3. To download the file in PDF we have to click on PDF and a download window will pop up as
shown below. Click OK to download the file in PDF format.

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 To download report as PDF

4. To download the file in Excel we have to click on Excel and a download window will pop up as
shown below. Click OK to download the file in Excel format.

To download report as
EXCEL

eFile Pendency and Receipt pendency is already described in Receipt and File sections.

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 b) FILE STATISTICAL REPORT :It gives the results for eFile and receipts created in any department of
Punjab.

Choose the Dept.

Fill the
From date

Details will be shown as below:

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 c) Reminder:

 Reminder (Diary for Active Follow Ups): This report displays the active follow up notifications created and
closed by the users of the department /sections(s). The report will be generated on the basis of reply due date.

Provide the search criteria and view the reports as per search criteria.

Fill the details

Click to view
the Reports

 Reminder (Diary for Active and Closed Follow Ups): This report displays the active and closed follow up
notifications created and closed by the users of the department /sections(s). The report will be generated on
the basis of reply due date.

Provide the search criteria and view the reports as per search criteria.

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 Provide the search
criteria and click
on “View reports”

 Reminder (Diary for Closed Follow Ups): This report displays the closed follow up notifications created and
closed by the users of the department /sections(s).

Provide the search criteria and view the reports as per search criteria.

Provide the search

criteria and click
on “View reports”

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 Reminder (Dispatch Follow Ups for Which Reply is received After Reply Due Date): This report displays the
closed follow up notifications for which reply was received after due date. The report will be generated on the
basis of reply received date.

Provide the search

criteria and click
on “View reports”

 Reminder (Dispatch Follow Ups for Which Reply is received Before Reply Due Date): This report displays the
closed follow up notifications for which reply was received before due date. The report will be generated on the
basis of reply received date.
 Reminder (Due – Active Cases for Which Reminders Issued within Date Range): This report displays the active
follow up notifications for which reply is due for the selected reminder issue date range.
 Reminder (Reply Due): This report displays the active follow up notifications for which reply is due for the
selected reply due date range.

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 Dashboard : Dashboard allows a user to generate Following Report:

Step 1: Click on
Dashboard and then
select Created and
Forwarded Report

a) Created and Forwarded Report: Provision to view the graphical display of the creation and movement
trends for pFile(s)/pReceipt(s) of the last 6 months from the ‘To’ date. Also, user can click on the Data
button for viewing the list of the total pReceipts/pFiles created and pReceipts/pFiles moved within the
date range.

Click on View Data

Graphical
Representation of Data

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 The below Screen will Come Next:

We can also expand Input Parameters

for changing Department and Date

After Expanding Input parameters following Screen will appear.

Select Date Range

and Department

Click View to see Click Chart for Click to generate

Click to generate
data in tabular Graphical Excel
PDF
Format Representation

On clicking View Button following output is displayed:

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 We can further expand
Department to see the OU
wise Details of Physical Files
Created and Moved

On expanding the department following output will come.

In similar way we can

generate this report in
Pdf, Excel and Graphical
Form also.

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Productivity : Under Productivity we have the following Reports options Available.

Reports Available
under Productivity

a) Departmental File Closure: This report displays the list of the file(s) that are closed within the
specified date range and are currently with closed status.

Select Productivity->
Departmental File
Closure

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Now Provide the Input Parameters for the search like Department, Nature, Pending Range or from Advanced
Parameters also. We cannot select/change the output parameters.

Provide Input
Parameters

Click to View Click to Click to

Report Generate PDF Generate Excel

Upon Clicking View Button the output Report will appear in the following Format.

We can further expand the Details

i.e OU wise/User Wise by clicking
on Department/OU/User

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 b) Departmental File Parking: This report displays the list of the files parked within the specified date
range and currently having the parked status within the department.

Select Productivity->
Departmental File
Parking

Upon Clicking Departmental File Parking Following Screen will appear in which we will select the input
parameters for the generating the report. We cannot change/select the output parameters.

Provide Input
Parameters

Click to View Click to Click to

Report Generate PDF Generate Excel

Upon Clicking View Report Following Screen will appear which displays the File(s) Parking Report as per the input
parameters.

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 We can further expand the Details i.e OU
wise/User Wise/Pendency Wise/File Wise by
clicking on Department/OU/User/Pendency/File
Number.

c) Departmental File Pendency: This report displays the list of the file(s) pending with the department as
on date.

Select Productivity->
Departmental File
Pendency

Now Provide the Input Parameters for the search like Department, Nature, Pending Range or from Advanced
Parameters also. We cannot change/select the output parameters.

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 Provide Input
Parameters

Click to View Click to Click to

Report Generate PDF Generate Excel

Upon Clicking View Report Following Screen will appear which displays the File(s) Pendency Report as per the
input parameters.

We can further expand the Details i.e

OU wise/User Wise/Pendency Wise/File
Wise by clicking on
Department/OU/User/File Number

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 d) Departmental Receipt Pendency: This report displays the list of the receipt(s) pending with the
department as on date. Report comprises of the following input parameters and output columns.

Select Productivity->
Departmental Receipt
Pendency

Now Provide the Input Parameters for the search like Department, Nature, Pending Range or from Advanced
Parameters also. We cannot change/select the output parameters.

Provide Input
Parameters

Click to View Click to Click to

Report Generate PDF Generate Excel

Upon Clicking View Report Following Screen will appear which displays the Receipt(s) Pendency Report as per the
input parameters.

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 We can further expand the Details i.e OU wise/User
Wise/Pendency Wise/Receipt Wise

e) Files Disposal Report: This report displays the list of the files on which
actions(closed/forwarded/parked) was taken and their respective response time for a particular
period.

Select Productivity->
File Disposal Report

Now Provide the Input Parameters for the search like Department, Nature, Pending Range or from Advanced
Parameters also. We cannot change/select the output parameters.

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 Provide Input
Parameters

Click to View Click to Click to

Report Generate PDF Generate Excel

Upon Clicking View Report Following Screen will appear which displays the Files Disposal Report as per the input
parameters.

We can further expand any Section and

see user wise Details of Files Disposed.

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 f) Receipts Disposal Report: This report displays the list of the receipts on which action is taken and the
irrespective response time for a particular period.

Select Productivity->
Receipts Disposal
Report

Now Provide the Input Parameters for the search like Department, Nature, Pending Range or from Advanced
Parameters also. We cannot change/select the output parameters.

Provide Input
Parameters

Click to View Click to Click to

Report Generate PDF Generate Excel

Upon Clicking View Report Following Screen will appear which displays the Files Disposal Report as per the input
parameters.

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We can further expand any Section and
see user wise Details of Receipts
Disposed.

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 My Reports : My Report option allows the user to choose the frequently viewing reports ,so those
will be directly shown on main screen of MIS Reports instead of choosing from options of File,
Receipt, Dispatch, VIP and Miscellaneous every time.

Step 1 : To customize
the MIS report options,
click on settings

Below screen will open up

Step 2 : Click on files, to

customize Report settings of
Files

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 On clicking File, below screen opens up :
Step 4 : Tick the check Step 5 : To make this
Step 3 : Choose the box, To add this report as Default report ,
Hierarchy for default Particular report to My click on the circle
reports Scope Reports

Any of these reports can

be selected

Step 6 : After selecting

reports , click on Submit

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After Submission , when you will open MIS Reports , by default the options for chosen Reports will open up.

Selected “MY Reports “

will be shown on main
screen of MIS Reports

Help :Help option can be used to know about the usage of MIS Reports.

Click on “Help” and select

the required option

a) Report Description :This option provides users a document on brief description of various options in MIS
Reports.

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b) Release Note :It shows the list of all previous versions and features along with latest version and modified
features in MIS Reports.

c) About eFileMIS :This option will show the details (Product name , Version of MIS reports)as shown below:

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