Detailed Explanation of IT 2.0 Daily Operation Workflow at SO Level

This document outlines the comprehensive daily operational workflow for IT 2.0 systems at the Sub Office (SO) level, detailing the sequence of tasks, responsible roles, and applications used. Below is a detailed breakdown of each step:

Shift Beginning Procedures

1. Supervisor/Treasurer - Treasury Application
   Action: Initiate the shift by performing "Shift Begin" in the Treasury application.
   Purpose: Marks the official start of daily operations.
2. Supervisor - Booking Solution Application
   Action: Allocate counters to operators via "Counter Operations > Allocate Counter to Operator."
   Purpose: Ensures operators are assigned to specific counters for transactional work.
3. Operator - Booking Solution Application
   Actions:
   • Begin shift using "Counter Operations > Begin Your Shift."
   • Request cash and stamp inventory via "Counter Operations > Request Cash and Request Inventory-Stamps."
   Purpose: Prepares the operator for daily transactions by ensuring necessary resources are available.
4. Supervisor/Treasurer - Treasury Application
   Action: Process cash and stamp requests under "Cash Transaction Status > Cash Process and Inventory-Stamps Process."
   Purpose: Approves and allocates cash and stamps to operators.
5. Operator - Booking Solution Application
   Actions:
   • Acknowledge receipt of cash and stamps.
   • Request additional cash or stamps if needed.
   Purpose: Confirms resource availability and ensures smooth transaction processing.

Daily Transaction Processing

6. Operator - Multiple Applications
   Action: Perform routine transactions across systems like POS, Finacle, IPPB, and Mccamish.
   Purpose: Handles customer-facing transactions such as payments, deposits, and other services.
7. Operator - Bag Management Application
   Actions:
   • Receive and open bags via "Bagging Operations > Bag Receive > Bag Open."
   Purpose: Manages incoming accountable articles (e.g., mail, cash).
8. Supervisor - Bag Management Application
   Action: Verify insured articles and bags under "Supervisor > Insured Article & Bag Verification."
   Purpose: Ensures accountability and security of high-value items.
9. Operator - Postman and Delivery Management Application
   Actions:
   • View/print and receive electronic money orders (eMOs).
   • Invoice accountable articles and eMOs to postmen.
   Purpose: Facilitates delivery operations and tracks eMOs.
10. Supervisor - Postman and Delivery Management Application
    Action: Approve postman cash for eMOs via "Supervisor Operations > Postman Cash Approval for eMO."
    Purpose: Authorizes postmen to handle cash transactions.
11. Supervisor/Treasurer - Treasury Application
    Action: Process cash for postmen under "Cash Transaction Status > Cash Process to Postman."
    Purpose: Ensures postmen have sufficient cash for deliveries.
12. Operator - Postman and Delivery Management Application
    Action: Invoice articles and eMOs to branch offices via "Delivery Operations."
    Purpose: Tracks items transferred to other offices.
13. Supervisor/Treasurer - Treasury Application
    Actions:
    • Process cash and stamps for branch offices.
    • Close cash bags.
    Purpose: Finalizes cash transfers and ensures accountability.

Account Management and Verification

14. Operator - Sub Accounts Application
    Actions:
    • Check cash bag, eMO, and article statuses.
    • Generate BO slips.
    Purpose: Maintains records of accountable items.
15. Operator - Sub Accounts Application
    Actions:
    • Open SO and BO account bags.
    • Verify BO daily accounts.
    Purpose: Ensures accurate accounting of transactions.
16. Supervisor/Treasurer - Treasury Application
    Actions:
    • Process cash and stamps received from Head Office (HO) and branch offices.
    • Handle cheques received through account bags.
    Purpose: Reconciles incoming funds and cheques.

Delivery and Returns Processing

17. Operator - Postman and Delivery Management Application
    Action: Receive returns of accountable articles and eMOs from postmen.
    Purpose: Manages undelivered or pending items.
18. Supervisor - Postman and Delivery Management Application
    Actions:
    • Modify remarks for articles and eMOs.
    Purpose: Updates records for clarity and accountability.
19. Supervisor - Postman and Delivery Management Application
    Action: Submit beat-wise postman accounts.
    Purpose: Finalizes delivery records for each postman's route.
20. Supervisor/Treasurer - Treasury Application
    Action: Process cash returns from postmen.
    Purpose: Reconciles cash collected during deliveries.

Shift End and Bag Management

21. Supervisor - Postman and Delivery Management Application
    Action: Verify and submit postman accounts, then end the shift.
    Purpose: Ensures all delivery accounts are closed properly.
22. Operator - Bag Management Application
    Action: Fetch items from counters, induction articles, and branch returns.
    Purpose: Consolidates items for further processing.
23. Operator - Bag Management Application
    Actions:
    • Close local station bags.
    • Close TD/NTD bags at the post office.
    Purpose: Prepares bags for dispatch.
24. Supervisor - Bag Management Application
    Action: Verify insured articles and bags.
    Purpose: Ensures security before dispatch.
25. Operator - Bag Management Application
    Action: Dispatch all closed bags.
    Purpose: Sends bags to their next destination.

Counter Operations and Treasury Reconciliation

26. Operator - Booking Solution Application
    Actions:
    • Perform miscellaneous transaction accounting.
    • Transfer cash.
    Purpose: Handles non-routine transactions.
27. Supervisor/Treasurer - Treasury Application
    Action: Process cash from counters.
    Purpose: Reconciles counter transactions.
28. Operator - Booking Solution Application
    Action: Submit common accounts.
    Purpose: Finalizes counter transactions.
29. Supervisor - Booking Solution Application
    Action: Verify submitted accounts.
    Purpose: Ensures accuracy before closure.
30. Operator - Booking Solution Application
    Action: Generate reports before ending the shift.
    Purpose: Provides transaction summaries.
31. Operator - Booking Solution Application
    Action: End the shift.
    Purpose: Officially closes the operator's work session.
32. Supervisor/Treasurer - Treasury Application
    Action: Remit cash to Head Office (HO).
    Purpose: Finalizes cash handling for the day.
33. Supervisor/Treasurer - Treasury Application
    Actions:
    • Process cheque requests and bill payments.
    • Approve miscellaneous transactions.
    • Dispose of paid cheques.
    Purpose: Manages non-cash financial instruments.

End-of-Day Procedures

37. Execute HISCOD
    Action: Run HISCOD after completing Finacle tasks.
    Purpose: Synchronizes data across systems.
38. Supervisor/Treasurer - Treasury Application
    Actions:
    • Fetch CBS, IPPB, and Mccamish data (after 30 minutes of HISCOD).
    Purpose: Ensures all systems are updated.
39. Supervisor/Treasurer - Treasury Application
    Action: Generate TCB & DTR reports.
    Purpose: Provides financial summaries.
40. Supervisor/Treasurer - Sub Accounts Application
    Actions:
    • Generate ECB (Electronic Cash Book).
    • Close account bags to HO.
    Purpose: Finalizes accounting records.
41. Supervisor/Treasurer - Treasury Application
    Action: Perform "Day End" in the Treasury application.
    Purpose: Officially concludes daily operations.

Sr No	Role authority	Application Name	Description
1	Supervisor/Treasurer	Treasury	Shift Begin
2	Supervisor	Booking Solution-	Counter Operations > Allocate Counter to operator
3	Operator	Booking Solution-	Counter Operations > Begin Your shift Counter Operations > Request Cash and Request Inventory- Stamps
4	Supervisor/Treasurer	Treasury	Cash Transaction Status > Cash Process and Inventory- Stamps Process
5	Operator	Booking Solution-	Counter Operations > Acknowledge Cash and Stamp > Request Cash and Request Inventory- Stamps
6	To perform all daily routine transactions i.e POS, Finacle, IPPB and Mccamish etc.
7	Operator	Bag Management	Bagging operations > Bag Receive > Bag Open
8	Supervisor	Bag Management	Supervisor > Insured Article & Bag verification
9	Operator	Postman and Delivery Mgmt	1. eMO View / Print > Receive eMO & Print eMO 2. Delivery Operations > Invoice all type Accountable Articles & eMO to Postman
10	Supervisor	Postman and Delivery Mgmt	Supervisor Operations > Postman Cash Approval for eMO
11	Supervisor/Treasurer	Treasury	Cash Transaction Status > Cash Process to Postman
12	Operator	Postman and Delivery Mgmt	Delivery Operations > Invoice all type Accountable Articles & eMO to Branch Office
13	Supervisor/Treasurer	Treasury	Cash Transaction Status > Cash Process and Inventory- Stamps Process to Branch Office > Close Cash Bag
14	Operator	Sub Accounts	BO Slips and Bags > Check Cash Bag Status, eMO Status & Article Status > Common Remarks & List of Documents > Generate BO Slip.
15	Operator	Sub Accounts	1. BO Slips and Bags > Open SO Account Bag 2. BO Slips and Bags > Open BO Account Bag 3. Account Verification > Verify BO Daily Account
16	Supervisor/Treasurer	Treasury	1. Cash Transaction Status > Cash & Stamp Process (Received) from HO through Account Bag 2. Cash / Cheques > Cheques Process received from HO through Account Bag 3. Cash Transaction Status > Cash Process (Received) from Branch Office through Account Bag
17	Operator	Postman and Delivery Mgmt	Delivery Operations > Take Returns of all type Accountable Articles & eMO from Postman > Pending for Confirmation or Pending for Returns.
18	Supervisor	Postman and Delivery Mgmt	Delivery Operations > Supervisor Operations > Modify Remark for Article & Modify Remark For eMO.
19	Supervisor	Postman and Delivery Mgmt	Delivery Operations > Submit Account > Fetch Postman details Beat wise and submit beat account.
20	Supervisor/Treasurer	Treasury	Cash Transaction Status > Cash Process from Postman
21	Supervisor	Postman and Delivery Mgmt	Shift Begin / Shift End > Check Submit Account Status & Treasury Approval Status > Click on Submit.
22	Operator	Bag Management	Bagging operations > Fetch From Counter > Counter, Induction Article, Delivery Branch and Return From Branch Office.
23	Operator	Bag Management	1. Bagging operations > Station Bag Close > Local article. 2. Bagging operations > Bag close at PO > TD / NTD Bag.
24	Supervisor	Bag Management	Supervisor > Insured Article & Bag verification
25	Operator	Bag Management	Bagging operations > Bag Despatch > all close bag.
26	Operator	Booking Solution-	1. Counter Operations > Miscellaneous Transaction Accounting. 2. Counter Operations Transfer Cash
27	Supervisor/Treasurer	Treasury	Cash Transaction Status > Cash Process from Counter
28	Operator	Booking Solution-	Counter Operations > Common Submit Accounts
29	Supervisor	Booking Solution-	Counter Operations > Verify Submit Accounts
30	Operator	Booking Solution-	Counter Operations > Reports (before shift end)
31	Operator	Booking Solution-	Counter Operations > End Your Shift
32	Supervisor/Treasurer	Treasury	Cash Transaction Status > Cash Remittance to HO
33	Supervisor/Treasurer	Treasury	1.Cheque Request > Cash / Cheques > Misc Transaction 2.Bills Paid > Cash / Cheques > Misc Transaction
34	Supervisor/Treasurer	Treasury	Approval > Misc transactions approval for Bills Paid
35	Supervisor	Treasury	Cash / Cheques > Misc Transaction Approval for cheque
36	Treasurer	Treasury	Cash / Cheques > cheque for disposal after payment done by cheque
37	After completion of work in Finacle execute HISCOD
38	Supervisor/Treasurer	Treasury	Tools > CBS Data Fetch (after minimum 30 minutes of HISCOD) Tools > IPPB Data Fetch Tools > Mccasmish Data Fetch
39	Supervisor/Treasurer	Treasury	Reports > TCB & DTR
40	Supervisor/Treasurer	Sub Accounts	ECB Management > Generate ECB
41	Supervisor/Treasurer	Sub Accounts	BO Slips and Bags > Close Account Bag to HO
42	Supervisor/Treasurer	Treasury	Tools > Day End

Key Takeaways

• The workflow is highly structured, with clear roles for operators, supervisors, and treasurers.
• Emphasis on accountability, especially for cash and high-value items.
• Integration of multiple systems (e.g., Finacle, IPPB, Mccamish) for seamless operations.
• End-of-day reconciliation ensures all transactions are accurately recorded.

This workflow ensures efficient, secure, and transparent operations at the Sub Office level.