Office Automation & Systems Integration Software

1. OASIS Office Automation & Systems Integration Software www.oasis-bct.wr.railnet.gov.in

2. Areas Covered • File Tracking • Bills & Letters Bar coding • SMS Gateway • Attendance Management System • Dash Board • Grievance Management System • . Service Sheets

3. File Flow Chart Receipt & Dispatch/ CorrespMIS Section (Files Bar coded) Finance Section Officer (Noting added) Sr.DFM Notings Finalised & Forwarded to MIS For Closing MIS forwards the file to originating section & SMS sent to executive giving URL of Final Notings DFM Files ADFM

4. MIS Section • File Received in MIS section • File details filled in software • Barcode Generated • Barcode pasted on file • File Forwarded to Finance section

5. File Creation & File forwarding

6. Preparation of File Noting Finance Section: File received from MIS section File Notings prepared & entered File forwarded to concerned Officer The officer finalises the notings File returned to MIS Section for forwarding back to originating section for closing and despatch

7. File Closing SMS sent to Executive on closure of file

8. SMS sent to executive when File is closed in MIS section giving URL where the Executive can read the notings instantly on the mobile

9. Executive can access Noting on Mobile

10. Bar Coding of Bills . All the bills sent to Accounts department are received in MIS section . Bills are Bar coded according to the bill registration number . Bills are forwarded to Budget, where it is verified for sanction and availability of fund. . Bills are forwarded to expenditure section for payment. . Any bills can be traced through bar code, and reason for hold up ascertained. Bar Coding of Dak / Letters . All the letters received in accounts are bar coded and put up to Sr.DFM . Remarks of Sr.DFM are recorded and forwarded to concerned SO . SO records the action taken

11. SMS ALERTS Auto Alerts for Bills . When Co 6 prepared . When Co 6 Returned . When Co7 prepared . When Cheque prepared . When NEFT prepared

12. SMS when Co 6 prepared

13. SMS sent when NEFT prepared

14. SMS Query with SMS reply PFI (For PF Balance) (eg PFI 12152432) PAI (For PF advance details) (eg PAI 13505397) PLI (For Leave Balance) (eg PLI 13505634) PNI (For Various pensionary dues) (eg PNI 13198956) BLI PAN no (For last bill status ) (eg BLI AAAFV7528E) BLI Co 6 no (For Co 6 details) (eg BLI 2010182000698) TDS Co 6 no (TDS of particular Co 6 no) (eg TDS 2010182000698) TDS PAN no (DS for particular PAN no ) (eg TDS AAAFV7528E)

15. SMS Query with eMail reply BLI PAN no eMail id (For last bill status ) (eg BLI AAAFV7528E eMail) BLI Year PAN no eMail id (For last bill status of that Year) (eg BLI 0809 AAAFV7528E eMail) TDS PAN no eMail id (TDS for particular PAN no ) (eg TDS AAAFV7528E eMail) TDS Year PAN no eMail id (TDS for particular PAN no of that Year ) (eg TDS 0809 AAAFV7528E eMail) HBA PF No eMail id (Accrued interest for HBA) (eg HBA 22004671 eMail) FORM 16 PAN eMail id (For form 16) (eg Form16 ACZPM0999B eMail) FORM 16 Year PAN eMail id (For form 16 for that Year) (eg Form16 0809 ACZPM0999B eMail) PPO PF No eMail id (For copy of PPO) (eg PPO 13229734 eMail)

16. SMS Query through Mobile “ PFI 13643137 ” SMS reply on senders Mobile marked below

17. SMS reply sent to given eMail ID

18. Attendance Management System • Every staff has been issued Smart Card • Smart Cards are swiped on the card scanner placed at the entry to the office • Smart Card Scanners are connected to the system through LAN • Attendance is recorded directly in to AFRES.

19. Muster of the office can be seen live at any Point of time

20. Dash Board It gives live positions of following Sections Finance Expenditure Provident Fund Attendance New Pension Scheme ( Under Construction) Pension ( Under Construction) Books ( Under Construction) Establishment Bills ( Under Construction)

21. Finance Section Expenditure

22. Attendance Provident Fund

23. Monitoring of OT and TA

24. Grievance Management System Hand Delivery – entered manually in to software By Post – entered manually in to software Via SMS – received directly in to the software Manual Entry

25. Grievance register . All the complaints, either entered manually or received through SMS comes in the grievance register. . The complaints are then forwarded to the concerned SO. . SO enters the reply and forwards to MIS section . In case if no action is taken the complaint automatically get upgraded to the higher officer in the hierarchy. . The last level of up gradation of complaint is Sr.DFM . All the replies received in MIS are replied through the medium of receipt of complaint.

26. Service Sheet

27. CONCEPT OF COMPAQ COMPUTERISED RECORD ROOM • MAINTENANCE OF RECORD • NO MANUAL DATA ENTRY • DIRECT IMPORT FROM XLS FILE • XLS FILE GENERATED FROM AFRES DATA • RECEIPT & ISSUE OF RECORDS • DISPOSAL OF TIME EXPIRED RECORD • MAX RECORD IN MINIMUM SPACE • PLACEMENT & FINDING OF RECORD • INSTANT VARIOUS REPORTS • SEARCH & QUERY OF PLACEMENT

28. Direct importing of data from AFRES

29. Subject wise classification of records

30. ZERO CASH TRANSACTION • 100% payment of salary through EFT. • 100% PLB through EFT. • 100% coverage of cash imprest holders. • Cash Awardees paid through EFT. • All settlement payment through EFT. • Single Wage Period

31. OTHER INITIATIVES • “SPARSH SAMPARK”- Touch Screen Kiosks at Anand, Godra, BRCP and Ankhleswar which work online. • Prime Data Feeding Centres at Remote Location through Railnet. • Dissemination of Staff Information on Railnet. • Service Record PDF copies on Railnet. • AFRES and PRIME on Railnet Completely.