N081111 SUMMER INTERN REPORT

MAINTANANCE OF COMPUTERIZED SERVICES, FLEET OPERATIONS & DATABASES

A SUMMER INTERN REPORT

Submitted by

DASARI RAMARAO Roll No: N081111

in partial fulfillment of Summer Internship for the award of the degree

of

BACHELOR OF TECHNOLOGY in

COMPUTER SCIENCE &ENGINEERING

NUZVID CAMPUS

Rajiv Gandhi University of Knowledge Technologies (RGUKT)

Nuzvid, Krishna(Dist.), Andhra Pradesh

June 2013

ANDHRA PRADESH STATE ROAD TRANSPORT CORPORATION

Eluru Depot,

West Godavari (Dist.), Andhra Pradesh

CERTIFICATE

Certified that the summer internshipreport “ Maintenance of Computerized

Services and Databases” is the bonafide work of “ DASARI RAMARAO, Roll No:

N081111” 3rdYear B.Tech in Computer Science &Engineering in Nuzvid Campus

of Rajiv Gandhi University of Knowledge Technologies (RGUKT), Andhra Pradesh

carried out under my supervision during 01-05-2013to 25-06-2013.

Place: Eluru Signature of the Supervisor

Date: A.P.S.R.T.C, ELURU

ACKNOWLEDGEMENTS

I would like to express my deep gratitude to Sri. A.K. Khan, Vice-Chairman &

MD, APSRTC who provided the internship opportunity for the observation for the

computerization of services in APSRTC which led me to get ideas of developing

much more efficient system that facilitates the corporation’s work to be done easier

than earlier.

I would like to thank Mr. Ramarao, Regional Manager, West Godavari region

who directed us with well scheduled program and sent us to the depots preferred by

us.

I am particularly grateful for the assistance given by Depot Manager, Eluru

who engaged us with the employees working over their even though he is busy with

his work.

I would like to thank,

Mr. K.Venkata Ramana, System Supervisor, Eluru Depot who taught us

the software modules OLTAS, VEMAS, STOINS, PMS, FACTIS, OPRS,

OLIMS, BUS PASS

ABSTRACT

My internship started on 01-05-2013. I had 8 weeks of schedule for studying “MAINTENANCE OF COMPUTERIZED SERVICES, FLEET OPERATIONS AND DATABASES” in APSRTC.

S.No. From To Place of Training Training Module 1. 01.05.2013 07.05.2013 Depot OLTAS 2. 08.05.2013 14.05.2013 Depot VEMAS 3. 15.05.2013 21.05.2013 Depot STOINS 4. 22.05.2013 28.05.2013 Depot PMS 5. 29.05.2013 04.06.2013 Depot FACTIS 6. 05.06.2013 11.06.2013 Depot OPRS 7. 12.06.2013 18.06.2013 Depot OLIMS 8. 19.06.2013 25.06.2013 Depot BUS PASS

First week, I started observing the ticket accounting system (OLTAS) of APSRTC at Vijayawada depot. I observed SR and Waybill issuing, loading services into TIMs (Ticket Issuing Machines), reports generated daily, monthly and periodically by the system.

Second week, I studied the vehicle maintenance system (VEMAS) of APSRTC at Vijayawada depot. I observed various reports about maintenance of vehicles in a depot.

Third week, I observed the maintenance of store at depot level on stores inventory system (STOINS). This is used when material is issued to vehicles and to know the stock on hand.

Forth week, it’s about personnel management system (PMS) which is very useful to maintain nearly 1,22,000 employees details working in APSRTC.

Fifth week, I studied about the financial and information accounting system (FACTIS) which is operated at region level. I looked at how they account such a huge corporation financial matters.

Sixth week, with the help of system supervisor of online passenger reservation system (OPRS), I observed the privileges provided for him and the pre-printed tickets booking at reservation counters.

Seventh week, I went to zonal stores where the material for the depots under that zone is stored and observed how they purchase the quality material from various forms and how they manage the material purchased using online inventory management system (OLIMS).

Eighth week, I observed the bus pass system which is used to give different type of passes and the process of issuing bus passes.

This is all, the most utilizing computerized services, fleet operations and databases at APSRTC.

CONTENTS

Title Page ………………………………………………………………………… i

Certificate by Supervisor ………………………………………………………... ii

Acknowledgement ……………………………………………………………….. iii

Abstract …………………………………………………………………………....iv

Contents …………………………………………………………………………… v

CHAPTER: 1 Introduction…………………………………………………..

CHAPTER: 2 Depot Computerization Project……………………………..

2.1 Software modules

2.2 Implementation Details

2.3 Security features incorporated

2.4 Package Description

2.5 Some interfaces of DCP

2.6 OLTAS

2.6.1 Objectives

2.6.2 Scope

2.6.3 Data Required

2.6.4 Menu and various submenus

2.6.5 List of some outputs

2.6.6 Data Flow Diagrams

2.6.7 Limitations

2.7 VEMAS

2.7.1 Scope

2.7.2 Data Required




2.7.6 Limitations

2.8 STOINS

2.8.1 Objectives

2.8.2 Scope

2.8.3 Data Required




2.8.7 Limitations

2.9 PMS

2.9.1 Scope



2.9.4 Limitations

CHAPTER: 3 FACTIS

3.1 Implementation details


3.3 Package description

3.4 Limitations

3.5 Proposed system

CHAPTER: 4 OPRS

4.1 Objectives


4.3 Project features

4.4 Benefits to end users

4.5 Some interfaces of the project

4.6 Limitations

4.7 Proposed system

CHAPTER: 5 OLIMS

5.1 Objectives

5.2 Software package details

5.3 Limitations

5.4 Proposed system

CHAPTER: 6 Bus PAAS

6.1 Objectives


6.3 Process of issuing pass

6.4 Limitations

6.5 Proposed system

CHAPTER: 1 Introduction

APSRTC was first established as NSR-RTD (Nizam State Rail & Road Transport Department), a wing of Nizam State Railway in erstwhile Hyderabad State with 27 buses and 166 employees in June 1932. During the past 77 years, it has registered a steady growth from 27 to 22,594 buses with 1,22,452 employees, 776 bus stations, 213 Depots and 1,881 bus shelters. APSRTC has become a large corporation, so to maintain this corporation services and fleet operations in an efficient way there is a much need of computerization.

Computerization in APSRTC was started in April, 1985 with the computerization of Pay Rolls at one Depot in Hyderabad City. Thereafter, the activity of Pay Rolls &P.F.Accounts computerization was expanded gradually.

In 1987, a major project namely, Depot Computerization Project (DCP) was implemented in APSRTC. It was designed and developed by M/s CMC Ltd., Hyderabad. As of now 212 depots were computerized. The software was maintained by them for about 5 year from 1987, later on APSRTC core group supervisors at head office are maintaining it.

APSRTC using some software packages known as OLTAS, VEMAS, STOINS, PMS for the sole purpose of the corporationto improve the performance and for the better output. These software packages are using at the Depot level only. These software packages are useful to maintain the details of the employs, to monitor the working performance of the employs, to maintain the detailed statistical information about the vehicles, to maintain the inventory at Depot level stores, to maintain the ticketing accounts and to issue the bus pass to the passengers.

Material required for the maintenance of buses in a depot is not purchased directly. Depot managers will claim the material required to zonal store. Zonal store will purchase and receive the material required for the depots under that zone directly from forms with which they made agreement before. So to maintain the materials issued, received and pay orders, forms lists, payments etc.., online inventory management system (OLIMS) developed

Booking facility through web interface is provided at various reservation centers that facilitates ticket issue on ‘Any-where to Any-where basis’. The Online Passenger Reservation System(OPRS) is implemented at 117 Bus Stations throughout the Corporation with about 6000 services and 1600 ATB Agents (500 Pre-printed + 1100 Paper ticket).

Bus pass service is one of the valuable services provided by the corporation which gives concession on travel over a period of time. To maintain such valuable services where there is a lot of chance for misusing, PASS is developed.

These are the main computerized system running successfully for the maintenance of services, fleet operations and databases. Let us know the software packages one by one.

CHAPTER: 2 Depot Computerization Project (DCP)

In 1987, a major project namely, Depot Computerization Project (DCP) was implemented in APSRTC. It was designed and developed by M/s CMC Ltd., Hyderabad. As of now 212 depots were computerized. The software was maintained by them for about 5 year from 1987, later on APSRTC core group supervisors at head office are maintaining it.

2.1 Software modules

There are mainly 4 software modules comes under DCP.

They are:

OLTAS

VEMAS

STOINS

PMS


Programming Language: COBOL. Operating system: Unix/Linux File names

File Description File Type Reports xxxxx.rpt Programming xxxxx.cob Data xxxxx.isf

xxxxx.mth xxxxx.year xxxxx.dat xxxxx.seq

Codes used:

APSRTC having lot of vehicles, employees etc.., so it very difficult to remember the designations and vehicle types etc. So this software package is incorporated with some codes to easy the work.A sample of codes given below.

Vehicle Make Codes

Engine Type Code Tata T Leyland L Departmental D Double Deckers R Jeeps M


Editing of important outputs is disabled by encrypting the reports. Editing of important data files is disabled by changing the format of sequential to binary

sequential.


OLTAS, VEMAS & STOINS is having the same interface to enter. It’s a multi user system.

All software modules are “menu” driven i.e.., all the programs available in the module are grouped into submenus basing on the periodicity or type of the program.

Immediately after switching on the terminal, a prompt “login:” comes on the screen. If you are the authorized user then the main menu comes on the screen in which all submenus are listed. You have to select the submenu you want to invoke depending on the program to run.

2.5 Some interfaces of DCP

Photograph 1.1: Common login interface for OLTAS, VEMAS & STOINS

Photograph 1.2: Conductors’ performance summary report

Photograph 1.3: Vehicles progressive kilometers statement report

2.6 OLTAS (On Line Ticket Accounting System)

Ticket accounting is the most important activity in the day to day affairs of a Depot, this package facilitates efficient accounting of the tickets and produces error-free up to date information of the accounts. This package is a menu driven system, there is a main menu which is having several options which leads them to sub menus and so on. So there is no need of computer knowledge to operate this package.

2.6.1 Objectives

To improve the efficiency of handing over/taking over of waybill to/from Conductor and to reduce errors in calculations.

To reduce loss of kilometers by way of cancellation due to absenteeism of crew by properly monitoring their low attendance.

To reduce computational work involved in tedious calculations for apportioning various kinds of incentives paid to employees.

To eliminate or minimize the need for various audit functions which are now otherwise necessary to be done under the manual system.

To reduce conductors waiting time at the counters. To produce the exception reports in time to enable to officials concerned to take prompt

corrective actions. To provide instantaneous information by means of queries to improve decision making.

2.6.2 Scope

This package facilitates efficient accounting of the tickets and produces error-free up to date information of the accounts. The package is designed to give necessary reports in time which in turn facilitate the efficient operation of the Depot. The outputs generated by this package are very well suited for the macro-auditing function, which will enable the Depot Manager to check discrepancies at depot itself.

Keeping track of each and every ticket in the Depot reduces the need for waybill auditing at another place. This package is used to improve the ticket stock level in the Depot by giving exceptional reports in the case of low stocks etc. It also generates a daily stock value report so that the missing tickets are also being taken care of to have an error free accounting system.

As a part of auditing function, the package generates incentive statements through which we can know the amount we paid to crew on service earnings daily. It also generates the monthly incentive statements for crew and other basing on attendance, pool amount realized, HSD saved and other particulars.

Performance analysis of operations of the depots at different levels wise, service-wise, route-wise, conductor-wise etc.

This package monitors the attendance of the employees through waybill receipt program, and online posting is done by vehicle departure program. If any employ is sick/leave that can be

entered through leave program so that it will facilitate the generation of musters, incentives in depot, and increments, leave card posting, leave calculations.

2.6.3 Data Required for OLTAS

I. Fixed information: (Once at the time of implementation)

Personnel Service Service crew allowance details Routes Ticket stock Ticket missing Trays Incentive parameters Other Depots master Department codes Manpower codes etc..,

II. Daily information:

Service operated conductor/driver No, Tray closing No.s, amount remitted particulars, Incentive payment made, miscellaneous earnings of the service, Ticket Issuing Machine amounts, etc.

Leave data of crew Ticket stock processing Changing of operability flags in service master to know the operability of service.

2.6.4 Main menu and various sub-menus

Main menu

1 Daily Processing 2 Daily Reports 3 Master File Operations 4 Miscellaneous Operations 5 Monthly Processing 6 Monthly Reports 7 Reorganizations 8 Mid-month & Periodical Reports 9 Master File Dumps 10 Trends … Crew/SER/Route (EPK/OR/EPB/VU) 11 Exit

Sub-menu for Daily Processing

1 Waybill cum SR issue 2 Vehicle Departure

3 Waybill Receipt 4 Resetting Vehicle Departure 5 Cancellations Data Entry 6 Auxiliary waybill Data Capture (Ground Booking) 7 Advance Leave Posting 8 Muster Posting for past dates 9 Exit

Sub-menu for Daily Reports

1 ADC Cash Statement 2 HO / TO Report of blocks by shift ADC’s 3 Depot Cash Summary Sheet 4 Crew Incentive Statement 5 Daily Passenger Earnings Statements (MTD-108) 6 Daily Operations Summary Statements (MTD-110) 7 Ticket Stock Valuation Report 8 Ticket Block Issue Report (MTD-4R) 9 Daily Tickets Consumption Statement 10 Daily Type-wise Ticket Consumption 11 Bus passes Ticket Consumption Statement 12 Other Reports 13 Exit

Like-wise the above menu and submenus there are some more submenus for the various programs to run.


This software package is able to generate the reports that are useful for errorless accounting of tickets and other purposes. These reports are generated daily, monthly, mid-month/periodically and some special requirement. Some of the reports are listed below.

Daily:

1 Waybill cum SR 2 ADC Cash Statement 3 Depot Cash Summary Sheet 4 Crew Incentive Statement 5 Toll Tax Statement 6 Low Earnings Statement 7 High Earnings Statement, etc..,

These are some of the daily reports generated by OLTAS.

Monthly:

1 Conductor Productivity Statement 2 Crew Incentive Statement 3 Low Attendance statement 4 Crew Performance Report 5 Spot Incentive Statement

6 Monthly TIMs Information Statement 7 Conductor wise EPK statement, etc..,

These are some of the monthly generated files by OLTAS.

Mid-month/Periodical:

1. MTD 118/R Statement 2. Service wise Performance Statement 3. Route wise Performance Statement 4. Crew Allowances Statement, etc..,

These are some of the periodical reports generated by OLTAS.

Critical Reports useful to DMs for decision making:

1. Daily Passenger Earnings Statement 2. Daily Operations Summary Statements 3. Ticket Type wise consumption 4. Low EPK Services Statement 5. Service-wise & Route-wise Profitability Statement, etc..,

These are some of the critical reports generated by OLTAS.


Data Entry Programs:

Figure 2.6.1: SR cum Waybill issue program

Master Files

Recovery Duty

Last waybill

Control Ticket

Block SR cum Waybill issue Program

Input Files

Keyboard input

Reports

SR cum Waybill

Output Files

Ticket Issue

Temp-Blk File

Figure 2.6.2: Vehicle Departure Program

Figure 2.6.3: Waybill receipt program

Master Files

Recovery Duty

Last-waybill

Control Ticket

Block

Ticket Missing

Personal Key

Double Duty

Trip Data

Waybill receipt Program

Input Files

Keyboard input

Reports

SR cum Waybill

Output Files

Ticket Issue

Temp-Blk File

Vehicle Departure Program

Input Files

Keyboard input

Reports

Vehicle Departure Report

Master Files

Service Personnel

Key Vehicle

Duty Last Waybill

Control Tray

Report Generation Programs:

Daily

Reports:

Figure 2.6.4: ADC Cash Book

Figure 2.6.5: Daily Incentive

Limitations

Reorganizations:

This package doesn’t automatically backup the data that is already stored so system supervisor need to dump that data for three times mainly daily, mid-monthly/periodically and monthly. These are called as daily reorganization, mid-month/periodical reorganization and monthly reorganization.

These are very important tasks of the system supervisors, if they failed to do those reorganizations the next day data will not be accepted.

Master Files

Control

Refund

Personnel

Service

Waybill

Daily Incentive Output Files

Incentive

Incentive Month

Reports

Daily Incentive

Master Files

Control

Personal

Waybill ADC Cash Book

Input Files

Keyboard input

Reports

ADC Cash Book

Output Files

Refund

Regarding reports:

Even though the ticket accounting system was computerized, there is no online communication between Depot manager and this software package which led to wastage of papers for printing and time in sending reports to him to take necessary actions.

Data Maintenance:

After reorganizations have been done, the data will be forwarded to headquarters and that data will be erased. The previous year’s data is not available at depot level which is very important in the case of analysis.

2.7 VEMAS (Vehicle Maintenance System)

Few years ago VEMAS was linked with OLTAS, but now it’s delinked with OLTAS and vehicles are maintained by the separate software module. So the data entry and report generation can be done independently without relying on vehicle departures and daily/monthly reorganization of OLTAS. To ease the data entry “partial link” mode is Logsheet data entry is given by which Vehicle No., driver No., Operated KMs can be captured directly from OLTAS module. By utilizing all the reports of VEMAS, total manual work in garage can be eliminated.

2.7.1 Scope

Reduction of tedium of manual maintenance of many Registers such as KMPL Register, Breakdowns Register, etc.

Elimination of Manual preparation of periodicals such as MTD 42/A, Engine Mileage Cards etc.

Accurate and meaningful analysis of maintenance performance and preparation of statements such as Breakdown analysis, low KMPL vehicles, low KMPL drivers, etc.

Elimination of laborious calculations such as for preparation of Depot incentive statements, Inter-state oil bills, etc.

Man power saving i.e., only one person is to feed the required data and all the reports which are automatically generated for which at least 3 ADCs are required to prepare them manually.

Analytical reports can be generated which will help monitor the preventive maintenance schedules vehicles and performance of drives/vehicles and mechanics with respect to KMPL, Breakdowns, etc.

Quick and timely submission of periodicals, statements is rendered possible as the reports are speedily generated on computer.

By taking proper data backup, stationery consumption has also been reduced appreciably.

2.7.2 Data Required

I. Fixed data: (Once at the time of implementation)

All the details of the vehicles. Name and staff no. & addresses of Mechanics, etc. Details of interstate depots Group information for experiment vehicles Initial details of oil bunks. Tire history card details.

II. Variable data (Daily):

Oil issues KMs operated Rev. and Non-rev Log sheet complaints Route operated

Off road vehicle details Preventive maintenance done information, etc.

2.7.3 Main menu and some various sub-menus

Main menu

1 Daily data entry programs 2 Standard reports 3 Vehicle based reports 4 Reports on preventive maintenance 5 Reports on break downs 6 Additional reports 7 Reports on tires 8 Master file operations 9 Miscellaneous operations 10 Exit

Submenu for Daily data entry programs

1 Logsheets data entry 2 Preventive maintenance data entry 3 Break downs data entry 4 Logsheet remarks data entry 5 Tires data entry 6 R.Gs attended data entry 7 P.H.B data entry (Private Hire Buses) 8 Partial linking with OLTAS 9 Exit

Submenu for Tiers Data entry

1 Tires removal/fitment data entry 2 Tires received from TRS 3 Tires inspection data entry 4 Exit


2.7.4 List of outputs

This software module is able to generate all the required reports for the maintenance of vehicles. But these reports aren’t dynamically able to generate the data we want at an instant. Some of the reports generated by this package are listed below.

Standard reports:

Log sheet challan (MTD 42/A) with daily low/high KMPL statement

Vehicle position statement (MTD 151) Return of Oil issues and receipts (MTD 29/R) of HSD oil Engine mileage cards, etc. Reports based on vehicles: Vehicle wise KMPL Register Vehicle wise summary in descending order of HSD/LUB KMPL. Vehicle Type wise & engine wise analysis Vehicle wise KMPL trend statement for the year Engine oil posting register KMPL monitoring statement, etc.

Reports based on drivers:

Driver wise KMPL register Driver wise KMPL summary Drivers’ incentive statement Drivers’ KMPL targets statement Reports on preventive maintenance: Preventive maintenance due statement Automatic advance programming of SCH.III/IV Preventive maintenance summary Vehicles P.M status, etc.

Reports on breakdowns:

Break down statement as per MED Cir. 6/94 with summary System wise & cause wise B.D analysis Mechanic wise, vehicle wise and Driver wise B.D analysis, etc.

Reports on Tires:

Tires return vouchers Tire history cards Tire census statement Tire bunches, etc.

2.7.5 Dataflow Diagrams

Data entry programs:

Figure 2.7.1: Tires receipt data entry

Figure 2.7.2: Breakdowns data entry

Report generation programs:

Figure 2.7.3: Engine Mileage Cards

Master Files

Vehicle Master

Control Master

Engine mileage

Cards Master

Input

Nil

Engine Mileage Cards

Reports

Engine mileage card

Master Files

Vehicle Master

Control Master

Personnel Master

Breakdown Master

Input

Keyboard

Breakdowns data entry

Output Files

Breakdowns

txn file

Master Files

TTF Master

Control Master

Input Files

Keyboard

Tires receipt data entry

Output Files

Tire Master

Tire Recpt txn file

Figure 2.7.4: Vehicle KMPL Register

Limitations

Reorganizations:

This package doesn’t automatically backup the data that is already stored so system supervisor need to dump that data for three times mainly daily, mid-monthly/periodically and monthly. These are called as daily reorganization, mid-month/periodical reorganization and monthly reorganization.

These are very important tasks of the system supervisors, if they failed to do those reorganizations the next day data will not be accepted.

Regarding reports:

Even though the vehicle maintenance system was computerized, there is no online communication between Depot manager and this software package which led to wastage of papers for printing and time in sending reports to him to take necessary actions.

Data Maintenance:


Master Files

Vehicle Master

Control Master

Personnel Master

Input

Logsheet file

Vehicle KMPL Register

Reports

Vehicle wise KMPL Register

Vehicle wise KMPL summaries (HSD/LUB)

2.8 STOINS (Stores Inventory System)

APSRTC has a large number of buses nearly 22,000 which are very important and valuable assets of this corporation. State divided into Depots for the maintenance of these vehicles. Often there will be a chance of repairs and vehicle maintenance is very important aspect of this corporation. In-order to this, the corporation maintaining a store at each Depot to operate the buses for that respective depot.Approximately 100 number of buses are operating at each Depot. To account the usage of inventory there is a need of computerization at stores. This software module is developed for the efficient accounting of stores.

2.8.1 Objectives

To maintain the optimum level of stock of materials in the depot stores. To facilitate proper and easy accounting of all transactions taking place in the depot stores. To eliminate the tedious work put in to generating the daily reports like MTS-2s statements

and monthly reports like the ledger for items, monthly indent etc. To control the cost of the vehicle operations by effectively monitoring the vehicle-wise

consumption of costly and repeatedly used items and total spares consumptions. To provide the on-line query facility for finding out the item stock position and their vehicle

wise consumption. To computerize the transactions between zonal stores and depot stores by sending indent and

receiving issue note through floppy.

2.8.2 Scope

STOINS is designed to cover the depot stores activities where major source of material feeding is from a higher level stores i.e.., Zonal stores. It is designed to take care of local purchases done to meet the exigencies. On the issues side, it covers issues of intra depot and inter depot.

This package caters to the material planning function by providing suitable reports. Office automation is built into the working of the package so as to facilitate the user by reducing the drudgery of book-keeping, indent making etc. It is catering to the material control function by giving excess stock report and consumption analysis reports. A new concept of “expenditure monitoring” is brought into the package by giving vehicle-wise consumption of items.

2.8.3 Main menu and various submenus

Main menu

1 Daily processing 2 Monthly processing 3 Queries 4 Additional reports 5 Master file operations 6 Master file dumps 7 Miscellaneous operations 8 Exit

Submenu for Daily processing

1 Item transactions (Data entry) 2 Check list of transactions 3 Item transactions (Processing)

Submenu for Queries

1 Query for item balances 2 Query for vehicle-wise consumption

Submenu for Additional reports

1 Consumption analysis 2 Local purchase analysis 3 Local purchase statement 4 Non-moving / low-stock statement 5 Vehicle-wise issue statement 6 Vehicle-wise issue statement for previous 12 months 7 Essential items statement 8 Cost control items statement 9 N I S statement


Monthly pre-indenting statement Monthly indenting program for items Supplementary indent Returns of receipts, issues and balances for items (MTD 27/R) Vehicle-wise issue statement Local purchase statement Local purchase analysis Low stock items statement Excess stock statement


Data entry programs:

Figure 2.8.1: STOINS data entry

Report generation programs:

Figure 2.8.2: Vehicles wise items issue statement

Master Files

Item master

Control master

Vehicle master Vehicle wise items issue statement

Input Files

Month/vehcon.seq

Reports

Vehiss.rpt

Master Files

Item master

Control master

Depot master

Vehicle master

MTS-2O

MTS-2S

Input Files

Keyboard

Reports

MTS2S check list

Item transaction

Check list

Output Files

Item.txn file

Figure 2.8.2: Item issue Vehicle wise statement

Limitations

Regarding reports:

Even though the vehicle maintenance system was computerized, there is no online communication between Depot manager and this software package which led to wastage of papers for printing and time in sending reports to him to take necessary actions.

Data Maintenance:


Master Files

Item master

Control master

Vehicle master Item issue Vehicle wise statement

Input Files

Vecon9999.isf

Reports

itemiss.rpt

2.9 PMS (Personnel Management System)

Computerization reduces manual work, avoids redundancy and delay in preparation of reports and saving of time which otherwise can be used. To computerize personnel functions in the Corporation, software was developed by the PMS core group to generate several reports/statements. For this purpose the data available in the Pay Rolls like Employee Name, Staff no, Designation, Pay particulars, DOB, DOJ was captured for PMS to reduce the manual data entry into the computer unit level.

2.9.1 Scope

This software package is very much efficient to manage nearly 1,22,000 employees details, increments, loans, medical issues, transfers, retirement notifications, punishments, attendance, leave entry, pay fixations, promotions etc.

This package reduces mistakes, man power and time to calculate the increments, leaves remaining and for searching the particular employee details.

This software module will automatically generate the retirement employees list for every month and reduces the burden of preparing the employees list thatis going to retire for the respective month.

2.9.2 Main menu and various submenus

Main menu

1 Data entry menu 2 Monthly reports 3 Need base reports 4 Leave menu 5 Settlement claims 6 SRBS & SBT load & AGT. Formats 7 Additional programs/reports 8 Help 9 Exit

Submenu for Data entry menu

1 Data entry for PMS Master 1&4 2 Data entry for nominations 3 Data entry for PMS Master-5 4 Data entry for punishments 5 Data entry for transfer particulars 6 Master 1&4 check list 7 Migration project (CIS) data entry 8 Exit

Submenu for leave menu

1 Data entry for leaves 2 Muster menu 3 Leave adjustments 4 Muster processing for leaves 5 Payin-1 & Muster 3 files 6 Annual leave cards 7 Individual Muster 8 Encashment for year 2010 9 Allowance days for HCZ Depots 10 Exit



Some of the important reports generated by the PMS module are listed below.

Monthly reports:

Annual increments Check list of punishments Check list of increments Staff position statement Requirement of staff as per slab/norm Staff turnover periodical Retirement orders Generation of individual increment Generation of crew report Retirement notifications Driver periodical medical examination Operation of basic pay

Need based reports:

Retirement due list Employee due for special grade Employee due for probation declaration Employee due for confirmation Month-wise increments list in a year SC/ST periodical (Annual return) Minorities periodical (Quarterly return) Required designation employees list Long standing employees list Employees cast, sub cast details list Age profile of employees Educational qualification profile

Pay fixation in reduction of pay Pay fixation on promotion/special grade Incentive increment Voters list (Union membership verification) Blanker report

2.9.4 Limitations

Regarding reports:

Even though the personnel management system was computerized, there is no online communication between Depot manager and this software package which led to wastage of papers for printing and time in sending reports to him to take necessary actions.

Data Maintenance:


CHAPTER: 3 FACTIS (Financial Accounting and Information System)

APSRTC having many employees, vehicles etc.., so it involves lots of financial matters. It is very difficult to account those as manual work and even involves lots of man power. In-order to account those quickly and efficiently, there is a much need of computerization. This software module was developed and very helpful to maintain each and every financial issues of the corporation.


Programming Language: COBOL. Operating system: Unix/Linux File names

File Description File Type Reports xxxxx.rpt Programming xxxxx.cob Data xxxxx.isf

xxxxx.mth xxxxx.year xxxxx.dat xxxxx.seq

Codes used:

APSRTC having lot of vehicles, employees etc.., so it very difficult to remember the designations and vehicle types etc. So this software package is incorporated with some codes to easy the work.A sample of codes given below.

Qualification Codes

Qualification Code Illiterate 00 B.E/B.Tech 15 M.E/M.Tech 16 SSC/Metric 03 Inter/PUC 04


Editing of important outputs is disabled by encrypting the reports. Editing of important data files is disabled by changing the format of sequential to binary

sequential.


This software module is a “menu” driven i.e.., all the programs available in the module are grouped into submenus basing on the periodicity or type of the program.

Immediately after switching on the terminal, a prompt “login:” comes on the screen. If you are the authorized user then the main menu comes on the screen in which all submenus are listed. You have to select the submenu you want to invoke depending on the program to run.

Financial groups

All the financial aspects of APSRTC are divided into 92 groups based on the category. Some of them are listed below.

Capital contribution

Depreciation funds

Reserve funds

Fixed assets

Current liabilities

Investments

Conductor payment allowances

Tires and tubes

Repairs and maintenance

Medical payment

Officers payment allowances

Ticket and traffic equipment

Printing press payment

Welfare expenses

Training and recruitment expenses

Non-operating income, etc.

3.4 Limitations

Regarding reports:

Even though the personnel management system was computerized, there is no online communication between Depot manager and this software package which led to wastage of papers for printing and time in sending reports to him to take necessary actions.

Data Maintenance:


3.5 Proposed System

Using new technologies as .NET and Oracle as database, we can develop much more efficient and user friendly system that will be used for accounting of financial matters.

CHAPTER: 4 OPRS (Online Passenger Reservation System)

Booking tickets at bus station is a time consuming before OPRS was introduced. APSRTC facilitated the passengers to book their tickets from any-where so that there is no time waste on standing up in a queue. Booking facility through web interface is provided at various Reservation Centers that facilitates ticket issue on 'Any-where to Any-where basis'. The Online Passenger Reservation System (OPRS) is implemented at 117 Bus Stations throughout the Corporation with about 6000 services and 1600 ATB Agents (500 Pre-printed + 1100 Paper ticket).

4.1 Objectives

Providing better service to book tickets online. Faster communication of information. Reduction of waiting time at ticket booing counters. Providing ticket booking services at many places across state. An effective administration of ticketing for long journey buses.


OPRS is a web interfaced system, which was coded using HTML, CSS, Java Script, JSP and AJAX.

Database: Oracle Centralized servers to maintain this project.

4.3 Project features

The following features are provided through OPRS project

Ticket booking modes : o Agents o Bus station counters o e-Ticketing

Replacing the existing pre-printed tickets with white paper based tickets and SMS also as a valid travel document.

Various payment options like credit card, debit card and net banking for e-Ticketing. Wait listing option for all type of buses Paper less travel – Passengers can travel showing the ticket SMS instead of carrying

Hardcopy. Connecting to the customers through social media like Facebook/Twitter. Having a dedicated team to maintain and reply to customer queries. Live chat to address the problems for online customers.

4.4 Benefits to end users:

Information available on fingertips. Ability to book tickets sitting at home using Credit/Debit cards & net banking. Option to purchase waitlisted tickets.

Can book tickets anywhere to anywhere. Ability to pay in cash, credit card.

4.5 Some interfaces of the project

Photograph 4.1: Login screen

Photograph 4.2: System supervisor interface

Photograph 4.3: Tickets blocking

Photograph 4.4: Reports

4.6 Limitations

When booking multiple tickets there is a chance for only one ticket to get concession under cat card and etc.

There is no intimation to the passenger when a bus service cancelled. When a bus service cancelled there is no automatic refund transaction method. For system supervisor, cancelled service vacancies are also coming into count for vacancies

in a sector. Total vacancies number is not generating, so system supervisor is using excel for counting

total vacancies. In the case that if we booked onward and return journey, to postpone onward journey, first

we should cancel the return journey.

4.7 Proposed System

Implementing an SMS service to let the passengers know before if the service they are travelling was cancelled due some reasons.

Refunding the journey cost paid through online, if a service cancelled. Implementing the pickup points for passengers. Giving concession to more than one ticket at a time. In a case of cancelling the only onward journey, system must cancel the onward journey

without cancelling the return journey.

CHAPTER: 5 OLIMS (Online Inventory Management System)

APSRTC has a large number of buses nearly 22,000 which are very important and valuable assets of this corporation. State divided into Depots for the maintenance of these vehicles. Often there will be a chance of repairs and vehicle maintenance is very important aspect of this corporation. In-order to this, the corporation maintaining a store at each Depot to operate the buses for that respective depot. Approximately 100 number of buses are operating at each Depot. To purchase the material required for maintenance of buses, at zonal level for all depots there is a necessary computerized system to account the material purchased. OLIMS was developed and using at zonal level for purchasing and issuing the material for depots.

5.1 Objectives

To maintain the forms’ activities which provide quality material in-time. To account the purchased and issued information of materials. To maintain the purchase orders of forms providing material. To know the stock on hand for each and every material.

5.2 Software package details

Database: Oracle

Network: LAN

Operating system: Windows XP

Materials used for vehicles are very plenty in number. It’s difficult to remember and account

all the material so, this package was implemented in such way that each and every material

having one part number, this part number become primary key for knowing the materials’

details quickly.

5.3 Limitations

Presently using stores system is computerized but they are printing the reports and sending them to the higher officials for the signatures. This leads to time consuming, need more man power and paper wastage.

5.4 Proposed system

Well-connected network i.e.., the network which connects all the officials and using digital signature technology for signing the reports or certificates.

CHAPTER: 6 Bus PAAS (Pass Automation and Accounting System)

APSRTC is providing lot of services and bus passes is one of them. There are different types of passes offered by different people like student general, student route pass and free passes for the student below 12 years etc. To issue and account the passes, from 5 years the corporation is using PAAS system.

6.1 Objectives

To generate Bus pass identity cards for passengers.

To generate receipt after payment of respective pass.

To account the amount paid by the passengers for bus passes.

To generate the ticket after issuing the identity card.


Database: Oracle

Web technologies: ASP.NET, HTML, CSS, JavaScript

Network: using dedicated line provided by BSNL to connect to the bus pass counters in the

city.

Other technologies: Barcoding technology.

6.3 Process of issuing pass

1. Verification: If the requested pass is concession pass i.e.., for example student general pass,

verification is required to know the passenger is student or not. This verification is done by

manual method.

2. Receipt generation: After successful verification, passenger has to pay the amount for the

pass then a receipt will be generated by computer after all the data entered by the operator.

3. Identity card generation: Identity card will be generated for the first time applicants. With

the generated receipt there will be a receipt number. Using that receipt number the operator

will generate identity card. Identity card will be printed with barcode which is having the

details of the passenger.

4. Ticket generation: Using the identity card generated, the operator will issue the ticket by

reading the data by barcode reader.

6.4 Limitations

Bus pass issuing is time taking process.

6.5 Proposed System

Facilitate the applicants to apply for bus passes through online with the data required for the

corporation and making payment through online banking, credit card, debit card etc.., so that all the

students, or the other passengers who is having computer knowledge can apply through online and

somehow the rush in the bus pass counters will be reduced. Without going to the bus pass counters

people can get bus passes to their home.

Using smart cards we can easy the renewal process of bus passes.

Documents

N081111 SUMMER INTERN REPORT