IT 2.0 System and IMA App: The Indian Postal Department has been the most trusted service department in the country. The Indian Postal Department is providing not only postal facilities but also the facility of India Post Payments Bank to the citizens of the country. In such a situation, it is also important for the Indian Postal Department to become technically ready with time and keeping this in mind, the Indian Postal Department has started the work of changing itself technically.
Yes, understanding the demand of the time and the need for transparency, the Postal Department has completed the process of system integration and now moving forward from this process, the IT 2.0 system and internal mobile application have been started in the Indian Postal Department. Yes, through the internal mobile integration app IMA of the Indian Postal Department, now the mobile app can be used for all the work of the post office such as starting the day, cash management, sending bags, receiving, closing the account etc.
This app has been designed with a very simple user interface. This app can be used by everyone from postmaster to every postal servant. Through these new features available on the app, the work of all the employees of the postal department has now become very easy. All these employees can now enter the details of their day beginning to day end process here. Not only can they enter the details but they can also clearly understand their responsibilities and fulfill every responsibility without any confusion.
Let us first know what is this IT 2.0 of Indian Postal Department
IT 2.0 means Information Technology 2.0 which is the new generation technical system of the Indian Postal Department. It has been started in place of the old technical system. Through this system, every work is being made mobile and cloud based so that the dependency of the server can be reduced, transparency can be brought in transactions and all the work is tracked fast through this process. Apart from this, IMA i.e. Internal Mobile Application has also been declared a major part of IT 2.0 so that branch postmaster, post master, postal assistant can complete their daily tasks digitally. Meaning, now all the employees will be able to complete all their work through this mobile app only.
What will be the effect of this new process
This new process will lead to the development of a paperless working system in the post office.
There will be transparency in the work and responsibility will be fulfilled properly.
Errors and disturbances due to the server during work in the post office will now be reduced.
Also, the facility of real time data tracking and control will be available.
In today’s article, we will explain all these tasks in simple language so that you can also know the step by step details of these tasks.
1. Day Begin: Digital way to start the day
Before starting work on any day in IMA, the first thing to do is to do DAY BEGIN. This is a declaration made by the employees which tells them that they are present at work and are ready to start transactions today. In this, first of all the employees have to register their attendance in the system so that it is recorded in the system that from which day the employee is starting to work with what balance so that further inventory records can be saved.
Step by Step Details
- To start the day, first of all the employees have to login in the IMA app through TOTP.
- After logging in, one has to click on the option of DAY BEGIN.
- After clicking on the option of day begin, a form opens in front of them where they have to fill the previous day’s cash balance, stamp balance, NSC KVP or inventory information.
- After this, one has to click on submit.
- After this, the note of the successful day will come on the screen.
- Let us tell you that under this process, it is mandatory for the employees to enter the accurate details of cash and stamp balance.
2. Cash Request and Cash Receive: New Process of Cash Management
The demand and supply of cash has also become completely digital through IMA App. Earlier this work was done on manual request and register due to which there was a high possibility of delay and error. But now this work is being done in just a few clicks on the mobile.
Step by Step details for Demand and Receipt of cash in IMA App
Cash Request
- To demand cash, employees have to go to the IMA App.
- Here you have to click on Cash Request.
- After this, the details of the amount needed have to be entered.
- The reason for asking for cash has to be mentioned in the remark.
- After this, it has to be submitted.
- This request goes directly to the HOD
Cash Receipts
- After the cash is sent by HO/ SO, go to the Cash Receive option in the App.
- Confirm the amount sent, bag number, security etc.
- After this, confirm the cash receipt with OTP or QR code.
- Cash received acknowledgement appears on the screen.
- Cash is not dispatched without approval and after receiving the cash, it is important to pay attention to the bag number and bag type.
3. Shift Beginning and Work Allocation:
Under the IMA app, now any employee can start work only when he begins the shift and is assigned a specific task so that it can be decided what type of work all the employees are doing? With this new facility, it is tracked what work the employees are doing and how they are completing this work.
Step by Step details for Shift Beginning and Work Allocation
- For this, first of all the employees have to open the IMA app.
- Click on the option of IMA app shift begin.
- After this, you have to choose your duty such as counter work, delivery, mail booking, cash handling etc.
- After choosing your duty, the role is approved by the supervisor.
- As soon as the role is approved, the work of the employee starts.
- Let us tell you that the work done by each employee is tracked.
- Now no person can do unauthorized work and it is also ensured that the given work is completed completely.
4. Bag Operation: Sending and Receiving Bags has become Digital
The process of bagging has now become very easy on the IMA app. This process has become more transparent than before. In this entire process, sending or receiving postal bags is done through scan and recording. As you know, earlier there used to be errors in the bags. There was an extra article, missing item, bag tracking etc. but now every bag is identified by QR code and every movement is recorded on the app so that neither the employees have to face any problem nor the citizens using the postal service have any kind of trouble.
The step by step description for this entire process is as follows:
Bag Dispatch
- For bag dispatch, first of all the employees have to go to the IMA app.
- There the BAG Operation tab has to be opened.
- Where the option of dispatch back has to be selected.
- After this, the source PO and destination PO have to be filled.
- The type of bag has to be selected such as letter, parcel, cash etc.
- After adding all the articles, click on the submit option.
- This process is completed as soon as the bag barcode and QR code are generated.
Receive Bag
- Now a digital facility has also been introduced for bag receipt in which first of all the employees have to go to the IMA app.
- Click on the bag received app.
- The bag sent has to be screened.
- If the data matches, then click on receive.
- If there is an error in the bag such as more items / less items, then inform through error report
5. Close Account: Completing the day Accounting
After the day’s transactions, the employees have to close their account so that the information of cash, stamp and transaction etc. can be secured and saved in the data. If there is any error somewhere such as less or more cash, then it can be detected in this stage. Step by step details of closing the account
- To close the account, first the employees have to go to the IMA app.
- Click on the option of close account.
- Cash balance has to be entered.
- Details of deposit amount, withdrawal amount etc. have to be entered and matched.
- If any kind of information is found to be mismatched or erroneous, the system gives an alert and when the matching is successful, a message of account close successfully comes.
6. Day End: End of the Day and Server Data Lock
When the employees close their account, the postmaster does DAY END and it is locked on the server so that the next day can be started. On ending the day, the data is secured and the accounting system of the next day can be retrieved easily.
Step by Step details
- To end the day, the postmaster first has to click on DAY END from the device.
- Here the report of shift, cash, transaction etc. of all the employees will be checked.
- If everything is done TALLY then Day End Successful will appear on the screen.
- If this step is not completed then the option of Day End Successful will not appear and the next day will not begin.
Conclusion: India Post Rolls Out IT 2.0 System and IMA App
Overall the IT 2.0 roll out process is technically a bit complex but planned documentation, time bound steps and operations in the app make it quite simple. Under this entire process TOTP login, device registration, role mapping, data verification etc. can be completed successfully, which helps in detecting mistakes and errors as soon as possible and provides protection from any major fraud.
