Internal Quality Assurance Cell

Transcription

1 USER MANUAL USER MANUAL Internal Quality Assurance Cell ONLINE DIARY AND DISPATCH MODULE 2018 PANJAB UNIVERSITY, CHANDIGARH (UT) - INDIA

2 Table of Contents 1. Login on Campus Portal Dispatch a Document Search a Dispatch Document Diary a Document Search a Received Document Forward a Document after Receiving from Another Department Return a Document Forward a Document at Source after Returned Back from Another Department File a Document after Receiving Tracking a Document to Know the Exact Location of the Document Dispatch Person Dispatch Group Dispatch Group of Department Dispatch Group of College Dispatch Group of Person Any Kind of Feedback

3 1. Login on Campus Portal Login to campus.pu.ac.in with your PF Number as User ID and Password as shown in figure 1. Select Diary-Dispatch User Role. If Diary dispatch role is not viewed kindly contact IQAC to get the role. Figure 1 2. Dispatch a Document To Dispatch a document open Dispatch Register by following menu Dispatch >> Dispatch Register as shown in figure 2. Now, screen as shown in figure 3 will be displayed. 3

4 Figure 2 For new dispatch document click on + symbol as shown in figure 3. Click Here 4

5 Figure 3 From screen as shown in figure 4, chose the department name from the list to which you want to send the document within the university OR write the name and address in the column given on your right hand side for the documents to send out of university. Enter the Subject of the document, remarks, number of enclosure, delivery mode etc. File can be attached for future reference. After filling necessary details click on save. A dispatch number will be generated. A document may be sent to group of persons, group of departments and dispatch number in bulk will be created. Figure 4 3. Search a Dispatch Document Once a dispatch number is generated, it can be searched from dispatch register as shown in figure 5. If required, details can be edited or viewed. A document can be in following status and hence can be searched based on that. 1. Status Sent - Sent but not received by destination department 2. Delivered - Received by destination department 3. Received back - Destination department has returned the document back to source. 5

6 4. Forwarded - After destination department has returned the document, it is again forwarded. Figure 5 4. Diary a Document Open your Diary Register from Diary >> Document Entry as shown in figure 6. Figure 6 Received document may be assigned dairy number by other department. To receive a document clicking on the + symbol as shown in figure 7. 6

7 Click Here Figure 7 Now enter other dept ref number. Click on CLICK HERE to get document details as shown in figure 8. User can attach a file and enter in details in Remarks column for future reference. Figure 8 5. Search a Received Document To check the status of the document to which diary number has been assigned follow following steps. Step 5.1 Open diary register by following menu Diary >> Document Entry 7

8 Step 5.2 Specify values in filter known to you (figure 9) and click on GO. A document can be in any of three status. Received : Document received and diary number has been assigned Forwarded : After receiving, document is forwarded to other department Filed : Document has been filed and further cannot be forwarded or return back. Figure 9 6. Forward a Document after Receiving from Another Department A document can be forwarded after receiving it from another department 6.1 Search the document as described in step In action column click on image to forward it to another department (figure 10) 6.3 Window as shown in figure 11 will appear. 6.4 Choose the next department and save it. 8

9 Figure 10 Figure 11 9

10 7. Return a Document After receiving a document, it can be returned back by following Diary >> Return document as shown in figure 12. Figure 12 Search a document by using filters you want to return as shown in figure 13. As shown against row of document number RO1/18/8, under action column forward symbol is visible. Click on it to forward document. Window as shown in figure 14 will appear. Enter Remarks if any and click on save button Figure 13 10

11 Figure Forward a Document at Source after Returned Back from Another Department. Search document from dispatch register screen by choosing Return Back from status filter and valid period from and to dates (figure 15). Now click on image in action. Window shown in figure 16 will appear. Now choose next department to which document to be forwarded. Click on save. Click Here Figure 15 11

12 Figure File a Document after Receiving To file a document search it from Document Entry screen as described in step 3. Now click on edit button action (figure 17). in Click Here Figure 17 12

13 Now select check box from window as shown in figure 18. Click on Save. Figure Tracking a Document to Know the Exact Location of the Document To track a document follow menu Track Document >> Track Document as shown in figure 19. Figure 19 13

14 Now, enter document diary/dispatch number, or subject etc and click on GO (figure 20). Figure Dispatch Person To dispatch a document in group, a list of such persons needs to be created. Follow menu Dispatch >> Dispatch person (figure 21). Screen as shown in figure 22 will be displayed. Now click on + to add a new person. Figure 21 14

15 Click Here Figure 22 Enter name and address in fields of screen shown in figure 23. Then, Click on Save (figure 24). Figure 23 Figure 24 15

16 12. Dispatch Group Internal Quality Assurance Cell A group of dispatch department, colleges and persons can be created from screen as shown in figure 25. Figure Dispatch Group of Department Follow menu Dispatch >> Dispatch Group >> Dak Department to create a group of dispatch department. Then click on image. Screen as shown in figure 26 will be shown. Now specify name of group. All names of department is available on right hand side panel. Use arrow button to copy desired department to left side panel. Once you copy all required department to left hand side panel. Click on save. Figure 26 16

17 12.2 Dispatch Group of College Follow menu Dispatch >> Dispatch Group >> Affiliated college to create a group of dispatch affiliated college. Then click on image. Screen as shown in figure 27 will be shown. Now specify name of group. All names of colleges are available on right hand side panel. Use arrow button to copy desired colleges to left side panel. Once you copy all required colleges to left hand side panel. Click on save. Figure Dispatch Group of Person Follow menu Dispatch >> Dispatch Group >> Group of persons to create a group of dispatch persons. Then click on image. Screen as shown in figure 28 will be shown. Now specify name of group. All names of persons are available on right hand side panel as created in step 11. Use arrow button to copy desired persons to left side panel. Once you copy all required persons to left hand side panel. Click on save. 17

18 Figure Any Kind of Feedback End user can send its complaints/suggestions to IQAC from feedback form as shown in figure 21. Figure 29 18

19 Contact Us Id- Phone: , Internal Quality Assurance Cell First Floor Aruna Ranjit Chandra Hall Panjab University, Chandigarh 19