To demonstrate the benefit of e-Despatch over the traditional method of dispatch we take a case study where, a government department wants to send a letter to all collectors, DWOs & Inspector of Schools & a copy of the same to all Headmaster & Headmistress.
Therefore the total numbers of letters to be dispatched are
Recipients
Number of letters
All Collectors
30
All DWOs
30
All Inspectors of Schools
30
Copy to all Headmaster & headmistress
270
Total number of letters to be send
360
For sending the above the dispatch personnel has to invest his time in writing the address ,entering the same in register & out peon book .
A simple assumption shows us the time invested in sending the letter by post, fax, e-mail & website.
Effort required for sending a single letter in all modes
Tangible & non-Tangible investment for dispatching letter
Time req. (sec)
Letter by Post(normal/Speed Post)
Time invested for writing address
30
Time invested for entering out peon book
10
Letter by email
time spend on searching e-mail id & typing the same
300
Letter by Fax
Keying the fax number & waiting for turn to come if in queue
180
Maintaining resister
Time invested for writing daily details
20
Cost Per Letter
540
Letter on website
Time Req. in sec
Creating PDF
120
Emailing to the vendor
300
The above calculation shows that at-least 540 sec (9 mins) required to send a letter. Therefore when it is required to send huge number of letters say 360 the time required is nearly i.e. 3240 minutes i.e. 54 hrs.
The above is the calculation for sending a letter in traditional method; the same letters when send via e-Despatch the required effort drops down drastically.
Time consumed in sending letters via e-Despatch
Steps involved
Time Consumed in sec
Receive Letter
30
Assign Address
10
Scan letter
15
Despatch letter
10
Total Effort Required
65
Above calculation shows the required effort for sending 530 letters i.e. 1 min 5 secs.
Other benefits e-Despatch has over the traditional method of dispatching is as depicted below.
Benefits of e-Despatch over Traditional Method
Sl No
Heads
Traditional
e-Despatch
1
Time Consumption
Huge
Less
2
Process
Traditional
Modern
3
Letters by Post
Mandatory
Optional
4
Resending letter
Mandatory
Not Req.
5
Speed Post
Mandatory
Not Req.
6
Work Pressure
High
Low
7
Technical know-how
Not Req.
Not Req.
8
Transparency
No
Yes
9
Delivery
Delayed
Instant
10
Citizen Centric
No
Yes
11
Complies RTI
No
Yes
12
Search post dated letter
Tough
Easy
13
Maintaining out peon book
Mandatory
Auto Generation
14
Maintaining Register
Mandatory
Auto Generation
15
Writing address on envelop
Manual
Automatic
16
Faxing
Manual
Automatic
17
e-Mail
Manual
Automatic
18
Publishing on website
Manual
Automatic
19
Daily/Weekly report
Not available
Available
20
Monitoring
Tough
Easy
Financial Implication
Paper-based despatch have some inherent disadvantages when compared with their electronic equivalents:
After studying the mode of dispatch both in traditional method & e-Despatch way we find that the effort reduces drastically when letter send via e-Despatch hence saves time & time equivalent money.
When letter is send via e-Despatch SMS, FAX & Letter in e-Space is automatically posted therefore letter by speed post is not mandatory, the same can be send by ordinary post with a stamp cost Rs. 5/- instead of sending it by speed-post.
If traditional way of dispatching is replaced by e-Despatch, the budget allocated for availing postal services can be saved.
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