dak usermanual

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DAK MONITORING SYSTEM

For

Ministry of Water Resources

USER MANUAL

Prepared by:

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

Reviewed by:

Dr. Kishore Kumar, Technical Director

Approved by:

Shri M. Moni, Deputy Director General

Water Resources Informatics DivisionNational Informatics Centre

Department of Information TechnologyMinistry of Communications and Information Technology

Government of India

Version 1.0


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User Manual - Version 1.0 Dak Monitoring System

Restrictions

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

The licensee may make one copy of the software for backup purpose. No part ofthis software or document may be reproduced or transmitted in any form or byany means electronic or mechanical including photocopying and recording for anypurpose 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 theinstallation, maintenance, use, performance, failure or interruption of thesoftware. Users are responsible to take backup of database daily basis in suitableremovable media.

NIC-WRID Release November 2004 Page 2 of38


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Amendment Log

VersionNumber

Date ChangeNumber

BriefDescription

SectionsChanged

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 years 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 withquery

36

7. SAMPLE REPORT 38



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1. INTRODUCTION

In Ministry different type of Daks/Letters come to the different Sections. These aregenerally classified as Dak(ordinary), Confidential Dak, File Movement, Secret Dakand 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 numberis maintained for each type of Dak/Diary which is referred to as Diary Number. Foreach type, separate sequences of Diary Numbers are maintained. This system ofmaintaining 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 thisforwarding occurs many times on a single Dak. These forwarding information isalso 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. Thissystem even though could overcome the difficulties of the manual system, but hadthe 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 previouscomputerised system and new features have also been incorporated for the userbenefit. 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 theDiary, 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 muchassistance from the developer.

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



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1.1. Audience

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

1.2. Purpose of this document

This document provides the operational procedure of this software, which hasmenu drive interfaces and validation checks in-built. The system minimizes thelimitations of the existing system and can cater to the functional requirements ofthe 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 & HoDWater Resources Informatics DivisionNational Informatics Centre

Room No. 409,Shram Shakti Bhawan, Rafi Marg,New Delhi-1Ph: 011-23710312Email: [email protected]

2. PRODUCT FEATURES

This single user system facilitates building up a sound database in respect of Dakinformation; 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 thescreen and for printing purpose. A GUI based Query Screen has been designed inwhich dynamic query can be done on all available fields in database. The result ofthese queries is displayed in List View (Row and Column view), in which anyonecan perform the operations (Sort Ascending, Sort Descending and Find) on anycolumn. It also includes some specific queries used for analysis purpose. Theoutput (data) on this screen can also be seen/print in predefined format, which isprovided by the Ministry. An easy interface is available for data backup, theprocedure of which is just like saving of an ordinary file in Windows operatingsystem. Some features are described here.

Input ScreenThe input screen has been designed in such a way that the user makes minimumuse of the keyboard - only for very vital information. Information like DiaryNumber and Diary date are automatically provided by the system. Similarly someof the sender information can be chosen at the time of entry of Dak, which isavailable in a pre-defined database, which has the facility to be updated at theusers 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 providingthe Diary number and Type. Separate sequences of diary numbers are beingmaintained for every classification of the daks. The system shows the traversalpath 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. Theentries can be browsed starting from Diary type through a particular month, andthen through the dates in a chosen month. This feature can be utilized when thereis a query where no proper key is available. Information in Span can be sorted ineither in ascending or descending order. Searching feature has also beenincorporated. This is a special future wherein any dak can be accessed with bareminimum information about the dak. Using this option one can search through thewhole 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. Queryconditions give the users the results in minimum time. Query results can be easilysorted either in descending or ascending order. Searching feature has also beenincorporated.

Backup

Dak data being vital, a backup routine has been built into the system. With thisoption 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 Subjectetc., once entered cannot be changed at any point of time. No entry can beremoved/deleted. Any entry of dak once entered into the system can be editedonly for the purpose of forwarding, entering remarks and to-be-put-on date andnothing else.

3. HANDLING INSTRUCTIONS

The Compact Disc (CD) containing the software should be handled carefully. Keepit 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 inStartPrograms Dak Monitoring System Diary. Before running the programtwo ODBC connectivity having name DSN_DMH and DSN_BACKDMH should be

established on this machine for accessing the database, which is described inAnnexure-A.

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

5. OPERATING INSTRUCTIONS

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

5.1. Starting the application

Start Programs Personnel Monitoring System PMSThe system opens up with the following window.

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 itproceeds to the following screen, else the login screen remains the same. Theuser can either choose to close the application or enter again correct user-id andpassword. The main screen of the application appears after the user logs insuccessfully.



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Fig-2

The various options are seen in the menu bar. These options can be activatedeither by clicking with the mouse on the options or by pressing ALT-Key alongwith the underscored character. For example to activate the Diary option whichenables the entry of a new Dak or retrieval the user can either click on Diary orpress ALT-D.

5.2. New Diary

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

Fig-3



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

Fig-4

For entering Diary Type, the user can use the entry box provided with a smalldownward directing button, which are supported by options to choose from. Theuser cannot type and can only choose from a list of values, which appears whenthe downward directing button is clicked. At this point if the user types in anycharacter 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 notentry the Diary no., because it is self-generated. Similar is the case with diarydate. After keying the letter no. and Letter date, the Sender name has to betyped. At this point, the following things shall be observed.

During the entry of a New Diary, the Senders name & Organization arerequired to be supplied by the user. The daks are sent by and forwarded todifferent level of people. Broadly, this group can be classified into the followingcategories.

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 WaterResources.



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Officials

Within Organization:

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

Sender name name of Secretary / Secretary the designation. The user isfree to key-in whatever he/she feels. But, since the Sender is an official andthe dak originates within Ministry, it is suggested to key-in the name in theSender name.

Designation/Organization choose ADDITIONAL SECRETARY from theDesignation/Organization List.

Outside Organization:

The daks sent by the Officials is most likely to originate from a Ministry orOrganization.So, any dak coming from an official or which is being forwardedto can be easily related to a particular Ministry / Organization / Department.

For (ex) take the case of a dak come from Secretary, Ministry of Power, theuser can input the information as follows.

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

Secretary, in the Sender name.

Designation/Organization choose Ministry of Power from theDesignation/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. Tofacilitate this one entry Individual has been provided along with the System.This entry is a mandatory information, and the user can never delete thisentry.

In a typical case, if the dak is from an Autonomous body or a Trust, the userhas 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. Toaccommodate 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 doneas 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, whichcannot be removed by the user. Information entry for a dak of this kind can bemade as follows:

Sender name the name of the Sender

Designation/Organization Other

For any office, the following entries may be added to theDesignation/Organization List, well in advance, for smooth functioning of thesystem. This list shall have all these probabilities.

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

Name of the different offices under the Organization as well asother 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 Organizations requirement.

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

Individual Others Myself

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

While entering the Designation/Organization value, if the user doesnt find thevalue desired, the following steps are to be followed so that the Master Listconsisting the Designations/Organizations are updated and the same appears inthe List.

1. Close the Add Diary screen.

2. Click the Master List from the main menu3. Click the Designation/Organization. A screen will appear as follows



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Fig-5

Click onADD button in the Designation/Organization screen. A screen will appearas follows.

Fig-6

4. Fill in the required information (Change New Item to your desired String).5. Click Refresh6. 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 usedin situations where no response is expected/required of the receiver. Click on thebutton RECORD DIARY.

Clicking the RECORD DIARYbutton will save the entry. The system assumes thefirst forward to be the section recording the Diary, and records the same as Myselfas the first entry in Forwarding details. So, for any entry of dak, the diary dateand 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 theRefresh button will clear off all the previously entered values from the screen andwill accept the values for new dak.

Fig-7

If the dak needs to be forwarded immediately, dont clickREFRESH after savingthe entry. Clicking REFRESH clears the contents of the current entry. Nowhighlight 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 whichthe forwarding details need to be entered. The screen appears as follows.



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Fig-8

Fill the information about forwarding. After filling the information click on OKbutton.

Fig-9

For Complex type of tracking please seeANNEXE-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.

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 equivalentNote/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 isexpected/required of the receiver. Click RECORD DIARY. The updatedinformation gets stored. The same procedure shall be followed to forward thesame dak to another officer/ person.

For Complex type of tracking please seeANNEXE-B.

5.4. Span

ClickSPAN from Menu bar. A screen will appear as follows:



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Fig-11

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

Double click on SelectAll in the left portion, which collapses to Diary type, thenmonth and day and so on. Click on the desired date to have a glimpse of the daksrecorded on a particular date. This way one can traverse through all the entries inthe Dak Monitoring System. To find out the details of a particular dak, double clickon the corresponding entry in the right portion of the window.


Fig-12


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

Fig-13

Now choose SORT ASCENDING or SORT DESCENDING for sorting theinformation.

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

Fig-14NIC-WRID Release November 2004 Page 18 of38


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

5.5. Query

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

Fig-15

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



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Fig-16

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

5.6. Report

ClickREPORT in the menu bar of the main screen.

Fig-17



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

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

In the From & To entries a default date, generally the current date as defined inthe system is displayed. The user can change these dates by clicking on the downbutton 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 thedisplayed/chosen date is enabled/activated. This rule applies both to From & Toentries.

If the user chooses the desired dates, and if he/she fails to click the TICK mark onthe top-left-corner of the date, the chosen date doesnt hold any relevance. If theuser wants the report for a particular Dak to contain all the entries from thebeginning 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 systemto 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 madeto the Dak monitoring system. This is very much helpful to restore the entries incase of a system failure. If the user doesnt have a regular back, the valuableentries 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 choosethe directory (by clicking on the downward button in Save in) and name (type thename in the File name box) in which the backup is to be made and then click onSAVE. The system issues the necessary warnings if the user goes wrongsomewhere. Once the backup procedure is over, the system terminates. The userhas to start the system all over once again.



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Fig-18

5.8. DB Environment

This option enables the user to activate a previous years database if need arisesand to create Diary for a new year as well as for customizing the system when it isinstalled the first time.

To use a previous years database, click on the DB ENVIRONMENT from themain screen. The following screen appears.

Fig-19



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5.9. Using previous years diary

Click on PREVIOUS YEARS. A screen will appears as

Fig-20

The user will have to provide the exact database name in which the required datais stored, and the location of the database. Before activating this option, the usershould have this information in advance. Changes will take place in the chosendatabase only and the current years information is not disturbed.

Locate the database and click Open and continue to work with the selectedprevious years database.

5.10. Creating diary for new year

A new diary is created only when a new year is born. During this process, thesystem asks a series of questions, because creation of a New Year Diary erasesthe current years data. It is mandatory for the user to take backup of the currentyears data (preferably more than one copy). The system helps the user to takethe backup if the user has not done the same until entering the creating a diaryfor New Year option. The creation process is secured by a privilege id andpassword. 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. Evenif the user has taken a backup, the system creates one another backup as a safetymeasure. Finally a diary for the New Year gets created, and the system getsterminated. The user need to start the system once again. Hereafter the diarymonitoring 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 sendersof the daks. Clicking onADD button in Designation/Organization screen facilitatesaddition of Designation/Organization. After adding any new designation the userneed to click on REFRESH button, so that the entered designation appears in the

window, in sequence. Even though DELETE option is provided, the user isrequested to use this option with much care. Any designation, which is already inuse by any dak, cannot be deleted. The system gives a warning message if theuser intends to do so. The REFRESH button is clicked to refresh the screen, sothat the new additions appear in sequence within the window. It is to be notedthat three entries are compulsory. They are INDIVIDUAL, OTHERS and MYSELFand deletion these three is not possible. Apart from these the user can keepadding 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 thecorrect 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. Itis 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 thelocations for the backups taken.

4. Maintain the Master List properly. It is suggested that all the relevantDesignation/Organization may be entered in advance and the list be given aproper 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 DiaryMonitoring System displays the Diary date from the last entrymade in the system. This will help you out in finding out if anyentry 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. Thisconnectivity if not set properly, then all the modules of the system will work

properly excepting the Report module, for which proper definition of ODBCconnectivity 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. Nowclick on the System DSN tab (In first time DSN_DMH & DSN_BACKDMH will notappear).

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 AccessDriver [*.mdb] from the list, and click on Finish button.



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Fig- 22

A new window appears which asks for the ODBC Access Setup will appear, whichis as shown

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 Database7. Choose dmsystem.mdw available in the Install directory of the

application.8. ClickOK.

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 systemis 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 pressRecord Diary. The screen appears as Fig 25.

Fig - 25

A entry [MYSELF]MYSELF appears in the Forward/Receipt Box.. Highlight thisMYSELF entry by clicking/selecting it. The screen will appear as in Fig. 26.



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Fig - 26

ClickForward Button and the screen appear as in Fig 27.

Fig - 27

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



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Fig - 28

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

Fig - 29

Now the screen will be appear as in Fig 30.



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Fig - 30

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

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

Fig - 31

This shows that all the three forwarding on same level, which means a dak hasbeen 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 WaterResources(within organization), but it is realized later that it should have beenforwarded 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.

Fig - 32

Highlight [MYSELF]MYSELF and Click Forward Button. The screen appears asFig 33.

Fig - 33



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Select ADDTIONAL SECRETARY in Designation/Organization and Press OKButton.

Fig - 34

Now it is realized that the dak should have been forwarded toCOMMISSIONER(PP) and not to ADDITIONAL SECRETARY.

Now the dak has to be forwarded COMMISSIONER(PP). Forward entries cannot bedeleted and also daks cant be forwarded immediately. Between any twoforwarding [MYSELF]MYSELF entry has to appear, which is mandatory.Therefore, highlight ADDITIONAL SECRETARY and click Forward. The screen

appears as Fig 35.

Fig 35



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

Fig - 36

Now highlight [MYSELF]MYSELF and clickForward Button. Screen appears as inFig 37.

Fig 37



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

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 ForwardedDesig./Org and ADDITIONAL SECRETARY. The screen appears as shows inFig 39.

Fig -39

Click Show Result. The query result will include all the dak entries which hadbeen 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. ChoosePending With and ADDITIONAL SECRETARY. The screen appears as shows inFig 40.



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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 theforward entry throughout the forwarded details whereas the later query searchesthe forward entry to appear at the last level.

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



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dak usermanual

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