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DAK MONITORING SYSTEM For Ministry of Water Resources USER MANUAL Prepared by: Shri A. Jose

DAK MONITORING SYSTEM

For

Ministry of Water Resources

USER MANUAL Prepared by:
USER MANUAL
Prepared by:

Shri A. Jose Kirubalini. J, Scientist-C Shri Anil Kumar Chaurasia, Scientist- B

Reviewed by:

Dr. Kishore Kumar, Technical Director

Approved by:

Shri M. Moni, Deputy Director General

Water Resources Informatics Division National Informatics Centre Department of Information Technology Ministry of Communications and Information Technology Government of India

Version 1.0

User Manual - Version 1.0

Dak Monitoring System

Restrictions

The software described in this document is furnished under a license agreement and may be used or copied only in accordance with the terms of the license agreement. It is against the law to copy the software on any other medium except as specifically allowed in the license agreement.

The licensee may make one copy of the software for backup purpose. No part of this software or document may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying and recording for any purpose without the written permission of NIC.

Warranty

This product is warranted for the period till the next changes are made in the software.

Liability

In no event NIC be liable for any damages, including loss of data arising out of the installation, maintenance, use, performance, failure or interruption of the software. Users are responsible to take backup of database daily basis in suitable removable media.

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Amendment Log

Version

Date

Change

Brief

Sections

Number

Number

Description

Changed

1.0

Nov 2004

-

First Release

-

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Table of Contents

1.

INTRODUCTION

5

1.1 Audience

6

1.2 Purpose of this document

6

1.3 Problem Reporting

6

2.

PRODUCT FEATURE

6

3.

HANDLING INSTRUCTIONS

7

4.

INSTALLTION INSTRUCTIONS

7

4.1 Requirements

7

4.2 Installation Procedure

8

5.

OPERATING INSTRUCTIONS

8

5.1. Starting the application

8

5.2. New Diary

9

5.3. Editing information in diary

16

5.4. Span

16

5.5. Query

19

5.6. Report

20

5.7. Backup

21

5.8. DB Environment

22

5.9. Using previous year’s diary

23

5.10. Creating diary for new year

23

5.11. Master List

24

5.12. Tips for effective utility of the system

24

6.

ANNEXURE- A: ODBC connectivity

25

7.

ANNEXURE- B: Complex type of forwarding

28

8.

ANNEXURE- C: Difference between ‘forwarded to’ and ‘pending with’ query

36

7.

SAMPLE REPORT

38

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1. INTRODUCTION

In Ministry different type of Daks/Letters come to the different Sections. These are generally classified as Dak(ordinary), Confidential Dak, File Movement, Secret Dak and VIP References. Whenever any Dak/Letter arrives, first it is identified for its type. After identification it is noted in the corresponding register. A serial number is maintained for each type of Dak/Diary which is referred to as Diary Number. For each type, separate sequences of Diary Numbers are maintained. This system of maintaining the daks is referred to as Dak Monitoring System.

The information maintained in diary monitoring are, the type of diary, diary no, diary date, letter no, letter date, sender information, subject, to be put on date, remarks. In many a cases the Dak is forwarded to some officer or Section and this forwarding occurs many times on a single Dak. These forwarding information is also maintained in the register.

Drawbacks of the Manual System

1. Maintenance of voluminous registers.

2. It becomes a tedious task to find the answer of any query. It takes much time.

3. Compilation of query on a particular condition becomes difficult.

Computerised Dak Monitoring System

In the Ministry of Water Resources, one computer-based system was in use. This system even though could overcome the difficulties of the manual system, but had the following drawbacks.

1. It was terminal & text based.

2. Efficient tracking of the daks was not possible.

3. Back-up provision was not available.

Windows based Dak Monitoring System

The Windows based system has removed the disadvantages of the previous computerised system and new features have also been incorporated for the user benefit. Features of the Windows based system can be summarized as below:

It is a much easy to use system based on the Graphical User Interface. It maintains all the information about Diary as it is done in the manual procedure. Repeated entry of information has been eliminated. Maintaining volumes of registers can be done away with. The system facilitates faster searching based on different parameters in the Diary, in different combinations. The system generates reports in pre-defined formats.

It also facilitates the user to create diary for a new born year, without much assistance from the developer.

This system meets the requirements of Higher Level Officers/Section of Ministry of Water Resources, to a large extent.

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1.1. Audience

Concerned officials in the Ministry of Water Resources, who are involved in monitoring of Daks/Letters details. The user should be familiar with Windows environment.

1.2. Purpose of this document

This document provides the operational procedure of this software, which has menu drive interfaces and validation checks in-built. The system minimizes the limitations of the existing system and can cater to the functional requirements of the officials involved in maintaining the information of DAK.

1.3. Problem Reporting

In case of any problem related to software please contact:

Dr. Kishore Kumar, TD & HoD Water Resources Informatics Division National Informatics Centre Room No. 409, Shram Shakti Bhawan, Rafi Marg, New Delhi-1 Ph: 011-23710312 Email: kkumar@hub.nic.in

2. PRODUCT FEATURES

This single user system facilitates building up a sound database in respect of Dak information; whatever is received/sent. The system has menu driven interfaces. Various validation checks are provided for making a good database as well as for other purpose. It provides the visualization of data in different format on the screen and for printing purpose. A GUI based Query Screen has been designed in which dynamic query can be done on all available fields in database. The result of these queries is displayed in List View (Row and Column view), in which anyone can perform the operations (Sort Ascending, Sort Descending and Find) on any column. It also includes some specific queries used for analysis purpose. The output (data) on this screen can also be seen/print in predefined format, which is provided by the Ministry. An easy interface is available for data backup, the procedure of which is just like saving of an ordinary file in Windows operating system. Some features are described here.

Input Screen

The input screen has been designed in such a way that the user makes minimum use of the keyboard - only for very vital information. Information like Diary Number and Diary date are automatically provided by the system. Similarly some of the sender information can be chosen at the time of entry of Dak, which is available in a pre-defined database, which has the facility to be updated at the users’ will and wish. The same can be used for the forwarding purposes too.

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Retrieval & Forwarding

Any dak can be retrieved easily whether it is for forwarding or query, by providing the Diary number and Type. Separate sequences of diary numbers are being maintained for every classification of the daks. The system shows the traversal path of any dak, which is being retrieved for forwarding. Multiple forwarding of a particular dak can also be done.

Span

This is a feature for browsing through all the entries in the whole system. The entries can be browsed starting from Diary type through a particular month, and then through the dates in a chosen month. This feature can be utilized when there is a query where no proper key is available. Information in Span can be sorted in either in ascending or descending order. Searching feature has also been incorporated. This is a special future wherein any dak can be accessed with bare minimum information about the dak. Using this option one can search through the whole data or filtered data by choosing the various options displayed in the left portion of the window (which is similar to a Windows Explorer).

Query

Query has been built around almost all the parameters of the Diary. Query conditions give the users the results in minimum time. Query results can be easily sorted either in descending or ascending order. Searching feature has also been incorporated.

Backup

Dak data being vital, a backup routine has been built into the system. With this option the user, without any assistance, can take regular back-ups of the data.

Security

The information like the Sender, Diary Type, Diary Date, Diary No., and Subject etc., once entered cannot be changed at any point of time. No entry can be removed/deleted. Any entry of dak once entered into the system can be edited only for the purpose of forwarding, entering remarks and to-be-put-on date and nothing else.

3. HANDLING INSTRUCTIONS

The Compact Disc (CD) containing the software should be handled carefully. Keep it away from fire, dust, and heat and follow the instructions written on CD. The password for entering in the system should be known to concerned persons only. The software should be installed only on that system where it is needed.

4. INSTALLATION INSTRUCTIONS

4.1. Requirements

WINDOWS 98/XP/2000 or Higher

MS ACCESS 2000 or Higher

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4.2. Installation Procedure

APPLICATION: Run the setup program and it will provide different instruction, follow that instructions. After the installation is complete a menu will appear in Start Programs Dak Monitoring System Diary. Before running the program two ODBC connectivity having name ‘DSN_DMH’ and ‘DSN_BACKDMH’ should be established on this machine for accessing the database, which is described in Annexure-A.

ODBC CONNECTIVITY: This is used for connecting the database through which the database can be accessed.

5. OPERATING INSTRUCTIONS

Through this software, a sound database having the detailed information of dak will be created. Procedure for storing the information is user friendly.

5.1. Starting the application

Start Programs Personnel Monitoring System PMS

The system opens up with the following window.

→ PMS The system opens up with the following window. Fig-1 This dialog box is used

Fig-1

This dialog box is used for logging to the Dak Monitoring System. Type the User ID and Password then press OK. If User ID and Password is correct then it proceeds to the following screen, else the login screen remains the same. The user can either choose to close the application or enter again correct user-id and password. The main screen of the application appears after the user logs in successfully.

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User Manual - Version 1.0 Dak Monitoring System Fig-2 The various options are seen in the

Fig-2

The various options are seen in the menu bar. These options can be activated either by clicking with the mouse on the options or by pressing ALT-Key along

For example to activate the Diary option which

enables the entry of a new Dak or retrieval the user can either click on Diary or

with the underscored character.

press ALT-D.

5.2. New Diary

Click on Diary in the menu bar. A screen appears as

Diary Click on Diary in the menu bar. A screen appears as Fig-3 NIC-WRID Release November

Fig-3

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Click on New in the menu, a screen will appear as follows.

Click on New in the menu, a screen will appear as follows. Fig-4 For entering Diary

Fig-4

For entering Diary Type, the user can use the entry box provided with a small downward directing button, which are supported by options to choose from. The user cannot type and can only choose from a list of values, which appears when the downward directing button is clicked. At this point if the user types in any character such as C, all the values starting with C is displayed from which the user can click and choose the desired value.

Once the Diary type is chosen, the cursor moves to Diary No. The user need not entry the Diary no., because it is self-generated. Similar is the case with diary date. After keying the letter no. and Letter date, the Sender name has to be typed. At this point, the following things shall be observed.

During the entry of a New Diary, the Sender’s name & Organization are required to be supplied by the user. The daks are sent by and forwarded to different level of people. Broadly, this group can be classified into the following categories.

Officials

o

Within the Organization

o

Outside the Organization

Non-officials

Non-classifiable

Suppose this is installed in the office of the Secretary, Ministry of Water Resources.

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Officials

Within Organization:

For (ex) take the case of a dak from Additional Secretary, Ministry of Water Resources, the user can input the information as follows.

Sender name – name of Secretary / ‘Secretary’ the designation. The user is free to key-in whatever he/she feels. But, since the Sender is an official and the dak originates within Ministry, it is suggested to key-in the name in the Sender name.

the

Designation/Organization List.

Outside Organization:

The daks sent by the Officials is most likely to originate from a Ministry or Organization.So, any dak coming from an official or which is being forwarded to can be easily related to a particular Ministry / Organization / Department. For (ex) take the case of a dak come from Secretary, Ministry of Power, the user can input the information as follows.

Sender name – name of Secretary / ‘Secretary’ the designation. The user is free to key-in whatever he/she feels. But, since the Sender is an official and the dak originates from a Ministry, it is suggested to key-in the designation i.e. ‘Secretary’, in the Sender name.

the

Designation/Organization

choose

‘ADDITIONAL

SECRETARY’

from

Designation/Organization

choose

‘Ministry

of

Power’

from

Designation/Organization List.

Non-officials

There are occasions when daks are received from or forwarded to non-officials. This group is generally not attached with a particular Ministry / Department. But they had to be related with some entry of Designation / Organization. To facilitate this one entry ‘Individual’ has been provided along with the System. This entry is a mandatory information, and the user can never delete this entry.

In a typical case, if the dak is from an Autonomous body or a Trust, the user has the freedom to add an entry, say “Autonomous Body” in the Master List. While entering the information for the dak, the entry can be made as follows:

Sender name – name of the Sender / Post held by the Sender in the said Body

Designation/Organization – Autonomous Body can be clicked and chosen

To quote another case, consider a dak from a Member of Parliament. To accommodate this entry, the user shall add an entry like “MP (RS)” or “MP (LS)” in the Designation/Organization List. The entry for this dak can be done as follows:

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Sender Name – Name of the MP

Designation/Organization – MP (RS)

Non-classifiable

For the daks of this kind, the sender is related to one entry ‘Other’ in the Designation/Organization List. This entry is also a mandatory entry, which cannot be removed by the user. Information entry for a dak of this kind can be made as follows:

Sender name – the name of the Sender

Designation/Organization – Other

For

the

Designation/Organization List, well in advance, for smooth functioning of the system. This list shall have all these probabilities.

any

office,

the

following

entries

may

be

added

to

Designations of the different officials within the Organization (according to example all the designations in the Ministry of Water Resources e.g MINISTER, SECRETARY, ADDITIONAL SECRETARY etc.,)

Name of the different offices under the Organization as well as other related Organization. (ex. CWC, NIH, CSMRS, Ministry of Power, Planning Commission etc.,)

Categorization of Persons (ex. Member of Parliament (RS), MP (LS))

Other type of categories according to the Organization’s requirement.

Apart from the above, the List shall have the following three entries, which are mandatory.

Individual

Others

Myself

The importance of Individual and Others has been explained already. The entry ‘Myself’ is required for keeping track of the daks, right from recording of the dak in the Diary.

While entering the Designation/Organization value, if the user doesn’t find the value desired, the following steps are to be followed so that the Master List consisting the Designations/Organizations are updated and the same appears in the List.

1. Close the Add Diary screen.

2. Click the Master List from the main menu

3. Click the Designation/Organization. A screen will appear as follows

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User Manual - Version 1.0 Dak Monitoring System Fig-5 Click on ADD button in the Designation/Organiza

Fig-5

Click on ADD button in the Designation/Organization screen. A screen will appear as follows.

tion screen. A screen will appear as follows. Fig-6 4. Fill in the required information (Cha

Fig-6

4. Fill in the required information (Change “New Item” to your desired String).

5. Click Refresh

6. Click OK

Click again the Diary New and proceed.

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After filling the information about Diary Type, Diary No, Diary Date, Letter No., Letter Date, Sender Name, Designation/Organization, Sender Address (if any), Subject, Acknowledgement date, related or equivalent Note/VIP/Note/File details, To be Put on Date (if any), Remarks (if any). The ‘Dispatch on’ date may be used in situations where no response is expected/required of the receiver. Click on the button RECORD DIARY.

Clicking the RECORD DIARY button will save the entry. The system assumes the first forward to be the section recording the Diary, and records the same as Myself as the first entry in Forwarding details. So, for any entry of dak, the diary date and the first entry of Forwarded to i.e. Myself will be the same.

For entering the details of next dak, click on the REFRESH button. Clicking on the Refresh button will clear off all the previously entered values from the screen and will accept the values for new dak.

from the screen and will accept the values for new dak. Fig-7 If the dak needs

Fig-7

If the dak needs to be forwarded immediately, don’t click REFRESH after saving the entry. Clicking REFRESH clears the contents of the current entry. Now highlight that entry which has to forwarded (in this case [MYSELF]MYSELF) and click on FORWARD. Clicking the FORWARD button will pop up a screen in which the forwarding details need to be entered. The screen appears as follows.

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User Manual - Version 1.0 Dak Monitoring System Fig-8 Fill the information about forwarding. After filling

Fig-8

Fill the information about forwarding. After filling the information click on OK button.

After filling the information click on OK button. Fig-9 For Complex type of tracking please see

Fig-9

For Complex type of tracking please see ANNEXE-B.

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5.3. Editing information in diary

As already mentioned, editing of a dak entry allows amendment to forwarding, remarks entry and to-be-put-on date only.

Click on the Diary Edit.

and to-be-put-on date only. Click on the Diary → Edit. Fig-10 Choose the Diary type and

Fig-10

Choose the Diary type and key in the Diary no., The information related to this diary no. gets displayed. Fill in the Acknowledgement date, related or equivalent Note/VIP/Note/File details, Remarks (if any) or To-be-put-on Date (if any). The ‘Dispatch on’ date may be used in situations where no response is expected/required of the receiver. Click RECORD DIARY. The updated information gets stored. The same procedure shall be followed to forward the same dak to another officer/ person.

For Complex type of tracking please see ANNEXE-B.

5.4. Span

Click SPAN from Menu bar. A screen will appear as follows:

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User Manual - Version 1.0 Dak Monitoring System Fig-11 This inner window has two portions. Left

Fig-11

This inner window has two portions. Left portion shows the hierarchical view of the complete Diary. The right portion displays the related information, in accordance with the options chosen in the left portion of the window.

Double click on ‘Select All’ in the left portion, which collapses to Diary type, then month and day and so on. Click on the desired date to have a glimpse of the daks recorded on a particular date. This way one can traverse through all the entries in the Dak Monitoring System. To find out the details of a particular dak, double click on the corresponding entry in the right portion of the window.

the corresponding entry in the right portion of the window. Fig-12 NIC-WRID Release November 2004 P

Fig-12

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The listing shown in the right portion can be arranged either in ascending or descending order for any particular column. To have a column entries in sorted order, click on the desired column heading which pops up a menu after which the window appears as shown below.

up a menu after which the window appears as shown below. Fig-13 Now choose SORT ASCENDING

Fig-13

Now choose SORT ASCENDING or SORT DESCENDING for sorting the information.

The user can also search the displayed list for any particular column. Click on the desired column. From the popping menu click FIND. A screen will appear as

From the popping menu click FIND . A screen will appear as Fig-14 NIC-WRID Release November

Fig-14

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Type the text to be searched for in the Find What box and select the type of searching; click button Find Next. If any dak satisfying the search condition is found, the entry is highlighted. Note here, any search starts after the highlighted record.

5.5. Query

Query can be made based on approximately all the parameters in the diary. Click QUERY on the menu bar in the main screen. A screen will appear as follows.

bar in the main screen. A screen will appear as follows. Fig-15 The first entry i.e.

Fig-15

The first entry i.e. Search On/By enables the user to select the field on which the query is to be made. Second entry selects the condition for the search. Third entry accepts the content to be searched for. To view the result of desired query click on SHOW RESULT button. Query searches the whole database. An example is shown in the following screen.

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User Manual - Version 1.0 Dak Monitoring System Fig-16 The user can sort the query result

Fig-16

The user can sort the query result in ascending or descending order and also can find a particular record among the displayed entries in the same way as it was in SPAN. For more refer to ANNEXE- C.

5.6. Report

Click REPORT in the menu bar of the main screen.

Report Click REPORT in the menu bar of the main screen. Fig-17 NIC-WRID Release November 2004

Fig-17

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(This Option will work only when the required two ODBC defined in ANNEXE-A has been created).

The type of Dak has to be chosen from the Type option. The report is printed for entries between any two dates. For a report for a single day, both the dates need to be the same.

In the From & To entries a default date, generally the current date as defined in the system is displayed. The user can change these dates by clicking on the down button and choose any desired date or by keying in. A small TICK mark is found just on the top left of the date entries. If the tick mark is present, it indicates the displayed/chosen date is enabled/activated. This rule applies both to From & To entries.

If the user chooses the desired dates, and if he/she fails to click the TICK mark on the top-left-corner of the date, the chosen date doesn’t hold any relevance. If the user wants the report for a particular Dak to contain all the entries from the beginning to the last entry, irrespective of the dates displayed in the From & To columns, the user can simply remove the TICK marks. This will instruct the system to print all the entries pertaining to the chosen dak type.

To see the report on the screen, click on the SHOW REPORT button.

5.7. Backup

The backup module helps the user to have a regular backup of the entries made to the Dak monitoring system. This is very much helpful to restore the entries in case of a system failure. If the user doesn’t have a regular back, the valuable entries are lost and there is no way to retrieve the entered information.

Clicking on the BACKUP will bring up a screen as follows. The user can choose the directory (by clicking on the downward button in Save in) and name (type the name in the File name box) in which the backup is to be made and then click on SAVE. The system issues the necessary warnings if the user goes wrong somewhere. Once the backup procedure is over, the system terminates. The user has to start the system all over once again.

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User Manual - Version 1.0 Dak Monitoring System Fig-18 5.8. DB Environment This option enables the

Fig-18

5.8. DB Environment

This option enables the user to activate a previous year’s database if need arises and to create Diary for a new year as well as for customizing the system when it is installed the first time.

To use a previous year’s database, click on the DB ENVIRONMENT from the main screen. The following screen appears.

from the main screen. The following screen appears. Fig-19 NIC-WRID Release November 2004 P a g

Fig-19

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5.9. Using previous year’s diary

Click on PREVIOUS YEAR’S. A screen will appears as

diary Click on PREVIOUS YEAR’S . A screen will appears as Fig-20 The user will have

Fig-20

The user will have to provide the exact database name in which the required data

is stored, and the location of the database. Before activating this option, the user

should have this information in advance. Changes will take place in the chosen

database only and the current year’s information is not disturbed.

Locate the database and click Open and continue to work with the selected previous year’s database.

5.10. Creating diary for new year

A new diary is created only when a new year is born. During this process, the

system asks a series of questions, because creation of a New Year Diary erases the current year’s data. It is mandatory for the user to take backup of the current year’s data (preferably more than one copy). The system helps the user to take the backup if the user has not done the same until entering the creating a diary

for New Year option. The creation process is secured by a privilege id and password. If the user enters the correct information, the concerned Section name and the year for which the diary needs to be created is input to the system. Even if the user has taken a backup, the system creates one another backup as a safety measure. Finally a diary for the New Year gets created, and the system gets terminated. The user need to start the system once again. Hereafter the diary monitoring system works on the newly created diary.

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5.11. Master List

This option is used to create a database of all the intended recipients and senders of the daks. Clicking on ADD button in Designation/Organization screen facilitates addition of Designation/Organization. After adding any new designation the user need to click on REFRESH button, so that the entered designation appears in the window, in sequence. Even though DELETE option is provided, the user is requested to use this option with much care. Any designation, which is already in use by any dak, cannot be deleted. The system gives a warning message if the user intends to do so. The REFRESH button is clicked to refresh the screen, so that the new additions appear in sequence within the window. It is to be noted that three entries are compulsory. They are INDIVIDUAL, OTHERS and MYSELF and deletion these three is not possible. Apart from these the user can keep adding entries at any point of time.

5.12. Tips for effective utility of the system

1.

Always check whether the date shown by the machine is proper.

2.

Check the Title bar of the application, to see if the system displays the correct database.

3.

Take regular backup of the work using BACKUP option. During backups, avoid creating backup files in the folder in which the system is installed. It is advised to create Personal Folders and have the backup stored in them. Also it is suggested to maintain manually the name of the files and the locations for the backups taken.

4.

Maintain the Master List properly. It is suggested that all the relevant Designation/Organization may be entered in advance and the list be given a proper shape, so that frequent additions to the list is not during the Recording of a new diary.

5.

Take utmost care during deletion from the Master List.

6.

Maximum caution to be taken during creation of a new diary for a new year.

7.

Do not try to insert dak entries in-between any two dates. Since, dak is a continuous system insertion is not possible.

8.

If backlog arises, start entering from the least date to the latest date (i.e. from the start of the backlog towards the end). The Diary Monitoring System displays the Diary date from the last entry made in the system. This will help you out in finding out if any entry has been left out.

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6. ANNEXURE-A

ODBC CONNECTIVITY

ODBC connectivity is a feature, which has been used in the system. This connectivity if not set properly, then all the modules of the system will work properly excepting the Report module, for which proper definition of ODBC connectivity is of paramount importance.

Two ODBC data source is used in the system, the names of which are

DSN_DMH & DSN_BACKDMH

Creating the Connectivity

Start Settings Control Panel ODBC Data Sources (32 bit)

Double clicking on ODBC Data Sources (32 bit) will pop a window as follows. Now click on the System DSN tab (In first time DSN_DMH & DSN_BACKDMH will not appear).

(In firs t time DSN_DMH & DSN_BACKDMH will not appear). Fig-21 The window may or may

Fig-21

The window may or may not have entries as shown in the figure above.

Click on the Add button. The following window appears. Select ‘Microsoft Access Driver [*.mdb]’ from the list, and click on Finish button.

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User Manual - Version 1.0 Dak Monitoring System Fig- 22 A new window appears whic h

Fig- 22

A

new window appears which asks for the ODBC Access Setup will appear, which

is

as shown

the ODBC Access Setup will appear, which is as shown Fig- 23 Please follow this instruction.

Fig- 23

Please follow this instruction.

1. The user will have to fill in the ‘Data Source Name’ with ‘DSN_DMH’.

2. Click on Select button, found within the ‘Database’ block.

3. The system will prompt for the database.

4. Choose the ‘dm.mdb’ available in the ‘Install directory’ of the application.

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5. Click on the Database found in the ‘System Database’ block.

6. The system will prompt for the ‘System Database’

7. Choose ‘dmsystem.mdw’ available in the ‘Install directory’ of the application.

8. Click OK.

‘Install directory’ of the application. 8. Click OK . Fig- 24 Similarly Create DSN for ‘DSN_BACKDMH’

Fig- 24

Similarly Create DSN for ‘DSN_BACKDMH’

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7. ANNEXURE-B

COMPLEX TYPE OF FORWARDING:

Any type of complex tracking can be done using this system. Assume this system

is installed in the Office of Secretary in the Ministry of Water Resources. This office

receives a dak from Secretary, Ministry of Power.

Case 1:

This dak has to be forwarded to three Officers in the Ministry of Water Resources (i.e., within organization). Key in the entries in the corresponding fields and press Record Diary. The screen appears as Fig 25.

and press Record Diary . The screen appears as Fig 25. Fig - 25 A entry

Fig - 25

A entry ‘[MYSELF]MYSELF’ appears in the Forward/Receipt Box

‘MYSELF’ entry by clicking/selecting it. The screen will appear as in Fig. –26.

Highlight this

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User Manual - Version 1.0 Dak Monitoring System Fig - 26 Click Forward Button and the

Fig - 26

Click Forward Button and the screen appear as in Fig 27.

Click Forward Button and the screen appear as in Fig 27. Fig - 27 Select ADDITIONAL

Fig - 27

Select ADDITIONAL SECRETARY in Designation/Organization and click OK. Here forwarding comments if any, can be included.

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User Manual - Version 1.0 Dak Monitoring System Fig - 28 Again highlight the [MYSELF]MYSELF entr

Fig - 28

Again highlight the [MYSELF]MYSELF entry in the Forward/Receipt Box and click Forward button. Select COMMISSIONER(ER) from the Designation/Organization. Enter Forwarding comments. Click OK Button (Fig 29).

Enter Forwarding comments. Click OK Button (Fig 29). Fig - 29 Now the screen will be

Fig - 29

Now the screen will be appear as in Fig 30.

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User Manual - Version 1.0 Dak Monitoring System Fig - 30 The text appearing in red

Fig - 30

The text appearing in red color and bolded in Forward/Receipt box, indicates this entry has some Forwarding Comment.

Similarly repeat for the third forwarding -- for COMMISIONER(PP). The screen will appear as in Fig 31.

for COMMISIONER(PP). The screen will appear as in Fig 31. Fig - 31 This shows that

Fig - 31

This shows that all the three forwarding on same level, which means a dak has been forwarded to three officers within the Ministry.

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Case 2:

The dak has been forwarded to ADDITIONAL SECRETARY in the Ministry of Water Resources(within organization), but it is realized later that it should have been forwarded to (or you forward it by mistake) COMMISSONER (PP).

Key in the entries in the corresponding fields and press Record Diary. The screen appears as Fig 32.

and press Record Diary . The screen appears as Fig 32. Fig - 32 Highlight [MYSELF]MYSELF

Fig - 32

Highlight [MYSELF]MYSELF and Click Forward Button. Fig 33.

The screen appears as

and Click Forward Button. Fig 33. The screen appears as Fig - 33 NIC-WRID Release November

Fig - 33

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Select ADDTIONAL SECRETARY in Designation/Organization and Press OK Button.

SECRETARY in Designation/Organization and Press OK Button. Fig - 34 to COMMISSIONER(PP) and not to ADDITIONAL

Fig - 34

to

COMMISSIONER(PP) and not to ADDITIONAL SECRETARY.

Now the dak has to be forwarded COMMISSIONER(PP). Forward entries cannot be deleted and also daks can’t be forwarded immediately. Between any two forwarding ‘[MYSELF]MYSELF’ entry has to appear, which is mandatory. Therefore, highlight ADDITIONAL SECRETARY and click Forward. The screen appears as Fig 35.

Now

it

is

realized

that

the

dak

should

have

been

forwarded

Now it is realized that the dak should have been forwarded Fig – 35 NIC-WRID Release

Fig – 35

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Select MYSELF entry in Designation/Organization and press OK. Also input in the Forward comment, some entry to indicate so that the earlier forwarding has been done by mistake.

so that the earlier forwarding has been done by mistake. Fig - 36 Now highlight ‘[MYSELF]MYSELF’

Fig - 36

Now highlight ‘[MYSELF]MYSELF’ and click Forward Button. Screen appears as in Fig 37.

and click Forward Button. Screen appears as in Fig 37. Fig – 37 NIC-WRID Release November

Fig – 37

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Select COMMISSIONER(PP) and press OK button. The screen appears as Fig 38.

and press OK button. The screen appears as Fig 38. Fig - 38 NIC-WRID Release November

Fig - 38

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8. ANNEXURE-C

DIFFERENCES BETWEEN FORWARDED TO AND PENDING WITH QUERIES:

Case 1: Query on daks forwarded to Additional Secretary. Choose ‘Forwarded Desig./Org’ and ‘ADDITIONAL SECRETARY’. The screen appears as shows in Fig – 39.

SECRETARY’. Th e screen appears as shows in Fig – 39. Fig -39 Click Show Result

Fig -39

Click Show Result. The query result will include all the dak entries which had been forwarded to ADDITIONAL SECRETARY at any point of time and at any level. The entries shown in shown in Fig - 31 and Fig – 38 will appear for this case.

Case 2: Query on daks remaining in the office of Additional Secretary. Choose ‘Pending With’ and ‘ADDITIONAL SECRETARY’. The screen appears as shows in Fig – 40.

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User Manual - Version 1.0 Dak Monitoring System Fig- 40 The query result will contain only

Fig- 40

The query result will contain only the dak entries which appear in Fig – 31.

The difference between these two queries is the former one searches for the forward entry throughout the forwarded details whereas the later query searches the forward entry to appear at the last level.

On this screen there is a small button by which you can take out the printing of Query.

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SAMPLE

REPORT