Centralized File Movement and Tracking Information System(

C e F M a T I S

)

To speed up the file movement in the departments and to know the up-to-date status of the files, the

Centralized File Movement and Tracking Information System (CeFMaTIS) has been designed. The status of the file can be known instantly as well as one can know the tracking of the file i.e. when it was received by a officer/official and when he has cleared this file. Now no officer/official can say that file has not reached to him, if he has got the file. It is same as manual system. The security is the most important aspect of this software i.e. no unauthorized person can manipulate the files.

C e F M a T I

Information

S tracking the movement of files and papers in medium as well large government offices. Government of

Haryana has made its use mandatory for all departments.

Salient Features:

 System is Web based ; can be accessed over Internet or SWAN.

 Initial Diary: All type of Receipt can be diarized at central diary unit or in individual office/branch.

 Unique receipt no is generated.

 Facility of date bound is available.

 Facility of Attaching of PDF document is available.

 Department wise unique receipt no is generated; no need to diarized again in other branches/offices of the department.

 Incoming /Outgoing Files : After diarizing, receipt is marked to some officer in the department.

It will be shown in 'Outgoing list' of sender's account and ' Incoming files list' of receiver's account. Whenever officer receive physical file, it will be acknowledged to the sender and the file will come in the pending list of the receiving officer.

 Pending Files: Officer will see list of pending files for clearing. Pending files will be marked further or closed. Here facility of writing brief remarks or attaching PDF document is available.

 Facility of sending daily SMS and email regarding pending files is available in the system.

 Inter department marking of document; no need to diarize again.

 Recall: If any file is marked wrongly, it can be received back by sender's till no action is taken by receiver.

 Forced Pullback: If one of the officer is not on the network then handling of file movement is still possible in this software. File can be pulled from sender's account.

 Officer can see list of all pending, finalized, marked files in its account .

 Present status of any document is easily available.



Receipt and Dispatch register can be generated based on dynamic query.

 Record Room Management: Files of any branch can be placed in Racks giving Rack no/khanna no to files. Work flow based transfer of files from the branches to Record Room in integrated with the system.



General summary report having officer wise/branch wise/department wise list of pending, cleared files is available for management.

How to Access:

Centralized files movement and tracking Information System can be accessed over internet using web link (http://web1.hry.nic.in/cfmshcs)



Select the Department, Branch and Officer.



Enter the password and press 'Login' Button.

Image No 2.1

After successful login, below screen will appear:



Image No 2.2



Pending Files: List of files/letters pending for action.



Outgoing Files: List of files/letters marked by the user to other officers, but acknowledgement is

not received.



Date bound Files Received : Date bound files pending for action.



Date bound Files sent: Date bound files sent by users to other, but reply not received.

One can get details of pending, outgoing, date bound files etc. , on clicking the various options/blocks.

Pending Files:

Image No 2.3

Outgoing Files:

Image No 2.4

Date Bound Files Received:

Image No 2.5

Date Bound Files sent:

Image No 2.6

Menu Items:

1.

File Movement:

1.1. Initial Diary

1.2. Incoming Files

1.3. Outgoing Files

1.4. Pending Files

1.5. Make Files

1.6. Recall

1.7. Forced PullBack

Image No 2.7

1) File Movement

1.1

File Movement

 Initial Diary



Files/letters have to be diarized only once in the department. A unique receipt no will be generated. Afterward document will have to be marked to other officer within department or other department; not to be diarized again.



Letter/files once diarized in the system in any other department of Haryana, not to be diarized again; only to be registered with the department using option 'Files from other

Department'

When you click on the 'Initial Diary' link you see the below image this is the main page where the entire initial diary has been done.

Image No 2.8

Received from



State: On Selecting State option, Department dropdown will list departments/offices of the

Haryana.



Other: On choosing other option, department dropdown will list departments/offices of other states.



Department



File Received from department.

[Selection of Department is mandatory]



If the letter comes from citizen , select 'Other' from the department list. On selecting

'Other' as department, a text box will appear

in front of the officer

'If not in officer list 'Add',

Enter senders address here.

Select Branch

 File Received from branch name.

[Selection of Branch is not mandatory]

Select Officer

 File Received from officer name.

[Selection of Officer is mandatory]

File/Letter

 Select the type of the file.

[Selection of File/Letter is mandatory]

File No/Letter No.

 Enter the file or letter number.

[File no/Letter no is not mandatory]

Initiating Date

 Enter the initial date of the File or Letter(senders date).

[Initial date is mandatory]

Priority

 Select the Priority.

If the file is Date bound then select date bound , if date bound selected, then Target date box will appear on the right side of the screen. Select the date from that box.

[Priority is mandatory]

Mode of Receipt

 Select the mode of receipt. [Mode of Receipt is mandatory]

Subject

 Enter the subject.

[Subject is mandatory]

Mark/Final

 Select the Mark or final.

[Mark/Final is mandatory]

Mark To

If 'Mark' option is selected:



Department



File mark to the department.

[Selection of Department is mandatory]



Select Branch



File mark to branch name.

[Selection of Branch is not mandatory]



Select Officer



File mark to the officer name.

[Selection of Officer is mandatory]



If Officer is not in the list then select the

“Other”

another box will appear in front of the officer you enter the officer name here.

If 'Final' option is selected : If file/letter is finalized, it will not be available for further action.



Department



File mark to the department.

[Selection of Department is mandatory]



If user self department is selected, Branch & officer will be selected automatically and it will be self only.



If other department is selected, user can select any branch and officer from the selected department.



Select Branch



File mark to branch name.

[Selection of Branch is not mandatory]



Select Officer



File mark to the officer name.

[Selection of Officer is mandatory]

Marked Date

 Marked Date will not change. It will display by default.

Remark

 Enter the remark.

[Remark is not mandatory]

Upload File

 If you want to upload the file then use this browse option.

[Upload file is not mandatory]

“Description of Button”

Save

 To mark the file or letter.

Reset

 To reset the values of the page.

Save and CC

 To mark the file or letter and also send a CC to other officer.

Edit

 To edit the content of the diary which has any mistake. Edit in initial diary is possible till the action is not taken by the officer to which it is marked.

Image No 2.9

When you fill all the values in the initial diary screen and click on the save button then a number will appear in the red color.

Image No 2.10

If you want any editing in the diarized file or letter , then click on edit button it will display, Enter your

receipt number at the bottom of the page.

Image No 2.10

Enter the diary number in the box and click on the

“Go”

button

[ Enter Receipt number is mandatory ]

Go

 To edit the content of the diary number which has any mistake.

It will appear all the values which you was entered in diary. After editing the content click on the update button.

Image No 2.11

1.2

File Movement

 Incoming files

Incoming files show all the files/letters which are marked to the account of login officer and not physically received. On receiving the letters/files, Select the Box in front of the Receipt number and click on the save button to save this file and this files will shift from 'Incoming Files' to the

“Pending files” list of login officer.

Image No 2.12

1.3

File Movement

 Pending files



After receiving physical files, files shift from 'Incoming to Pending files'



Select the diary number and enter the remarks

[Remark is not mandatory],



Select the Status Marked or Final.



If 'Mark' option is selected:



Department



File mark to the department.

[Selection of Department is mandatory]



Select Branch



File mark to branch name.

[Selection of Branch is not mandatory]



Select Officer



File mark to the officer name.

[Selection of Officer is mandatory]



If Officer is not in the list then select the

“Other”

another box will appear in front of the officer you enter the officer name here.



If 'Final' option is selected : If file/letter is finalized, it will not be available for further action.



Department



File mark to the department.

[Selection of Department is mandatory]



If user self department is selected, Branch & officer will be selected automatically and it will be self only.



If other department is selected, user can select any branch and officer from the selected department.



Select Branch



File mark to branch name.

[Selection of Branch is not mandatory]



Select Officer



File mark to the officer name.

[Selection of Officer is mandatory]



Priority - If Date bound is selected, it will ask for priority date.

Image No 2.13

1.4

File Movement

 Recall

o

This recall is used to recall the file which you is wrongly marked.

o

Enter the receipt number and then click on the View Button and then click on the recall button.

o

Exception: - If the receiving officers has taken action on the file/letter then you cannot recall this file or letter.

o

Example: - When you send the file from A officer to B officer and the B officer send the file to C officer then A officer cannot recall the file which he has mark to the B Officer.

Image No 2.14

1.5

File Movement

 Forced Pullback



This option is used when the receiving officer does not work on the computerized system and the physical file is reversed back to the making officer. To maintain the flow of the file, this option is used.



Enter the receipt number and click on the 'Get Result' Button and after this 'Update' Button will appear. You click on the Update button this will return back the file/letter in your account and you can mark this to other officer.

Image No 2.15

2) File from Other Department

This option is used when you receive the file from the other department and sender department has already registered the file/letter in the computerized FTS system. In this case, you must not to diarize the document again. Do the action given below.

2.1

File from other department

 Incoming File

In the incoming files of 'File from other department' show the file/letter which you have received from the other department.

Select the Box in front of the Receipt number then click on the save button and this files will show you in the “Pending files” of the 'File from other department' menu.

Image No 2.16

2.2

File from other department

 Pending File



Click on the Register button at the right side of the screen. When you click on "Register to" button this will show you the current department receipt number.

 click on ok then this file will show in File movement' menu's pending file.

Image No 2.17

Image No 2.18

3)

3.1

Dispatch Movement

This dispatch movement is used to dispatch the letter to multiple officers/officials and further movement of letter required.

Despatch Movement

 Despatch



Using despatch you can despatch the bulk copy of the file or letter



Select the group from the Group List,



List of the officers in selected group will display right side top corner.



Click on the check boxes and update.



Checked officers from the upper list will shift to Bottom list. Document will be dispatched to the selected list.



Officers from multiple group can be selected.



If you want to get reply from the sender, select Reply required 'Yes'



After filling all information on the form, press 'Despatch' button



Despatch no will be generated.

Image No 2.19

Image No 2.20

Image No 2.21

3.2

Despatch Movement

 Reply Pending

This show the file/letter for which reply is pending.

On getting reply, select 'Check box' left side against the dispatch no and press 'Save ' Button on the bottom of the screen.

Image No 2.22

3.3

Despatch Movement

 Edit Despatch

If there is any mistake in the dispatch, use this option to correct.

Image No 2.23

4) Masters

In the master menu , you can add/edit the department, branch, officer, group, officers to group, and file, if user have admin permission. Option for giving permission to individual user for viewing reports for the department is also provided.

4.1

Master

 Department

Using department master you can add the department, here department name is mandatory.

Image No 2.24

Image No 2.25

4.2

Master

 Branch

Using Branch master you can add the branch, here branch name is mandatory.

Image No 2.26

Image No 2.27

4.3

Master

 Officer

Using Officer Master, you can add the officer.

Image No 2.28

Officer-Edit:

To edit officer information , click on 'Edit' option, form given below will display. Here we can edit individual officers information as well as one can change password by clicking the respective button on right side of the screen.

Image No 2.25

4.4

Master

 Group

Using Group you can add the group name , here Group Code and Group Name is mandatory.

Image No 2.26

4.5

Master

 Add Officers to Group



To add officer to existing group, this option is used.



Select Group name from the list and press 'Search' button



List of existing officer in the selected list will be displayed.



Here one can add officers to the group



Existing Officers can also be deleted from the group.

Image No 2.27

4.6

Master

 File Master

Here File number, year and subject are compulsory.

Image No 2.28

Image No 2.29

5) Track Date Bound Files

In Track Date Bound Files menu you can track the date bound files which you send to other or which you receive from others.

5.1

Track Date Bound Files

 Date Bound Files Received

This option shows you all the Date Bound Files which you received from others.

Image No 2.30

5.2

Track Date Bound Files

 Date Bound Files Received

This option shows you all the Date Bound Files which you send to others. In this option you will also send reminder by clicking send reminder button at the right side of the screen.

Image No 2.31

5.2

Track Date Bound Files

 Summary Report for Files Sent

This option shows you the summary of Date Bound Files.

Image No 2.32

6) Reports

This show the different report.

6.1

Reports

 Present Status

This report shows the present status of the file/letter filter on different criteria.

Image No 2.33

6.2

Reports

 Officer Query

This report show the full movement of the file/letter based on different filter criteria. This report show the diary number which are handled by the login officer.

Image No 2.34

Click on

View Report

This view report shows the report in the grid format.

Image No 2.35

Image No 2.36

Click on detail it will show you the detail of file.

6.3

Reports

 Receipt Query

Print Report Receipt Wise

Image No 2.37

6.4

Reports

 Despatch Report

This show the report for the despatch.

Click on Report

Image No 2.38

6.5

Reports

 File Search

Used for the file search.

Image No 2.39

6.6

Reports

 Summary Report

This shows the total movement of the file.

Image No 2.40

6.7

Reports

 File Report

Show the list of the files

Image No 2.41

6.8

Reports

 Officer Report

This shows the list of the officers.

Image No 2.42