2011

Equity Bank Ltd

Tony Koina, John Muli

[PARCEL TRACKING JOB CARD]

SECTION 1: USER ACTIONS
This section describes the actions that are usually perfomed by the ordinary user. The section
describes the following actions

1. Parcel creation
2. User mailbag creation and dispatch
3. User mailbag receipt and confirmation
4. User parcel receipt
5. User parcel search
6. Bulk parcel creation
PARCEL CREATION

1. All Users to type valid Username and password then click Login button to open the
profile Window.

2. When the Profile window opens, fill all the required fields and click Edit Profile
button to open Terms & Conditions window.
3. Click User menu to open the main dashboard

4. To Create a New Parcel, Click New Parcel button to open the New Parcel Profile
window.
5. When creating a parcel profile, fill all the required fields then click on the button
'Create Parcel' Fields marked with '*' are mandatory.

Note: At this stage, you’re only creating an envelope for your document or
box/carton to put your parcel (parcel profile).
6. After you click the Create Parcel button a Parcel Content window opens (if you
cannot see it, try scrolling further down). This is where you put the content in the
envelope, box or carton you created in the previous stage. To add content, Click the
‘+’ icon on the bottom left of this content window.
7. When you click the add icon( +) this opens the Add Parcel Item window. Please fill
all the required fields and click Save Button.
8. After you click Save button, the item is saved in the parcel content window and a unique
parcel ID generated.
Note: You can add more items by Clicking the ADD ‘+’ icon on the parcel content Window.
 9. When you add all the items to your satisfaction, please print the label by
clicking Print. A printout label with the Sender and Recipient details that were created in the
previous stage will appear,this includes; No. of added items, Unique parcel ID and the date,
Other description i.e. urgent, confidential etc is shown on this label.
After printing the Parcel label, Please click Finish Button.

Note: The above label printed Must be attached to the physical parcel and the parcel forwarded to the
mailroom for dispatch.
When you click the Finish Button, The Parcel you’ve created is saved as a Draft, and is pending
to be acknowledged at your mailroom, . Note: When your parcel is on Draft Stage, it means
awaiting acknowledgement at your mailroom, in other words, you Must forward the physical parcel or
mail to either your Branch Mailroom or Head office Mailroom.

10.

11. To View your Parcel, Click on draft. Here you’re able to see all created Parcels awaiting
dispatch.

This marks the end of the sending process for an ordinary user
MAILBAG CREATION AND DISPATCH

In some instances, as an ordinary user, you may not wish to use the branch mailroom to dispatch your
parcels. These means that you can create your parcel/mail and still carryout the function of a mailroom
to dispatch your parcel/mail without forwarding your parcel/mail to your mailroom. Please see the steps
below.

1. To dispatch the draft parcels, you must first acknowledge the parcel you’re intending to
dispatch. Click on the Accept outgoing icon on the Mailroom menu. Here you’ll be able to
view all the draft parcels on the Outbound draft awaiting acknowledgement.
Note: When carrying out a Branch mailroom function, parcel acknowledgement done
after the physical parcel has been forwarded to you.
2. To acknowledge this draft Parcels, Please select only the drafts you’re intending to dispatch
by clicking on their dates and then click the Acknowledge selected parcel button.

3. When you click acknowledge selected parcel button, a window opens. Please confirm by
clicking Yes then write remarks and click Save.
 1. All the selected parcels are moved to the Viewing all outbound Parcel column ready to be add
to the respective mailbags. The next step involes creating newmailbag, add parcels , and
dispatch the mailbag .

Create New mailbag steps

To create a New Mailbag, Click on the New Mailbag Button.

When you click on the New mail bag Button, a window ‘Create or Edit Mailbag’ appears. Please fill in all
the required fields and click on Create button below.

Here you’re able to view the mailbag you created highlighted below ‘ Un-dispatched Mailbags column’.
The bag has its Name, Desination, Origin and prepared By. In this case your name should appear as the
person who prepared the Mailbag.
 1. To add parcel (s) to your mailbag, first click on the mailbag description to enable the system to
sort parcels (the system sorts parcels by the destination of the mailbag) . A list of parcels will
appear on the right side. Select the parcels you want add by clicking on that particular row .
Once the checkboxes for your selected parcels are checked, click on the button ‘Add parcels’ on
the left side and below your mailbag. A confirmation message will pop up. Click ’OK’ to dismiss
it and confirm that the parcels have been added to the mailbag by clicking on the view button
below your mailbag. This should list parcels in your mailbag.

2. When you add the parcel to a particular mailbag, This means you’ve removed the parcel from
the outbound Parcels list and you’re putting it in the mailbag.
Note: If you view the outbound parcel column below, there are no parcels for view now, but if you go to
the Headoffice mailbag below and click View button, you’ll beable to see your added parcel. Please see
the next
stage.

3. As explained in the previous stage, to view your added parcel; please click on the VIEW button
below. The selected mailbag ‘Head Office’. Here you’re able to verify that your parcel is in the
intended mailbag and awaiting dispatch.

4. At this stage we can dispatch the Mailbag. To dispatch your mailbag, please click on the
Dispatch button below your mailbag. A window appears ‘Create Dispatch’, please fill all the
required fields and click the Send button.
5. Final Stage of dispatching a mailbag, After clicking on the Send button the mailbag is dispatched
to the destination.
Note: The mailbag is removed in the ‘Undispatched Mailbag’ list and the next bag to be
dispatched is highlighted.Study the window below.
USER SEARCH

1. To search for a parcel, click on Search Parcel icon on the user menu and the window below
opens.

2. Key in the reference No.of the intended search parcel on theEnter Parcel Barcode Number
column e.g EQPT 1705 then Click Search button.
 3. When you click the search button, a search is conducted and the results table displayed below .

User Advance Search Guide

4. To carryout an advanced search, click advanced search icon to open the window below.
5. Type in the search box the name of the department or branch that you are intending to conduct
the search and click the search button.

6. The search results will be displayed below as per your specification.

Note: In advance searching, youre able to specify your search by direction, parcel type and
category.
7. If your parcel type is internal, here you’ll be able to specify which Country, Branch or Dept you
would like the search to be conducted.

8. Search results are obtained as per your specifications.

Note: The parcel searched for will have its full description of sender,date created and a Parcel ID
that you used to conduct the search.
USER BULK DISPATCH GUIDE

1. To dispatch bulk parcels, please click on the Upload Bulk Menu to open the window below.

2. Click on the Template Icon. A dialog box appears’ Opening testupload’. Click OK to download
the template.
3. An excel format template is downloaded. In this Excel provided template, list all parcel your
intending to dispatch.
Note: Please follow the guideline i.e Posttype, categry,recepient,branch,dept,priority etc.

4. After you’ve completed listing your dispatch, please save the template in your prefered
location.
5. To retrieve the template, Click Browse button. A file upload dialog box opens, go to the prefered
location where you saved your template and open.

6. When to finish browsing ,to upload the template click Upload button.
7. At this stage, the template is uploaded and you are able to view . If your list of items is ok, click
Confirm button and a PDF printout dialog box will open.
8. Click Ok on the dialogue box to view your printouts.

9. Note: For every listed parcel in your template, a printout with its description and Parcel ID
(barcode)will be generated.

Click Print button to print all the labels.

RECEIVING A PARCEL

1. Click on the Receive button

2. When you click on the receive button the window below opens. Fill in the comment box on the
condition you’ve received your parcel then click Confirm Receipt. If you want to forward the
parcel, click the forward button.
3. Click Confirm Forward button.

4. Address the parcel to the person we wish to forward the parcel by editing the details. Click
create parcel.
5. Add the parcel content and click Finish.
RETURN TO SENDER FUNCTION

6. Click the Return button

7. Click Confirm Button

8. State the reason you’re returning the Parcel. Click Confirm.
SECTION 2: MAILROOM FUNCTION
This section describes the actions that are usually perfomed by the ordinary user. The section
describes the following actions

1. Scan parcels
2. mailbag creation and dispatch
3. mailbag receipt and confirmation
4. parcel search
SCAN OUTGOING/INCOMMING(MAILROOM FUNCTION)

Considering that some mailrooms handle many parcels each day, the system was developed to
include a barcode scanning capability. This is intented to fasten the process of processing
parcels received at the mailroom; whether incoming or outgoing

This functionality can also be used in the abscence of a barcode scanner (manual process) by
keying in the parcel ref as demostrated in the illustrations below

1. To manualy scan outgoing draft parcels, click on the parcel you’re intending to dispatch. Your
parcel Ref: EQPTXXXX with the other details of the parcels appears.

2. Copy the EQPT XXX as shown below then click on the Scan Outgoing on the Mailroom menu
dropdown. This will take you to the next window.
3. Here you Paste the EQPTXXX in the enter parcel Barcode row and click GO button.

Note. It is on this screen that you also use a barcode scanner. To use the scanner, make sure that
the cursor is inside the text box (the system will by default place the cursor there) and proceed to
scan using the barcode scanner. On beeb, a row will be added on the table below the text box
4. After clicking the GO button, the description of your parcel is listed below with full details plus
the EQPT Ref No. Please click on Outgoing Parcel icon to go to the next stage.
Mailroom Search Guide

1. Mailroom can carryout search for a particular document using the parcel ID (Barcode). To open
the window below, Click Search Parcel on the Mailroom Menu.

2. To carryout a search, type the Parcel ID in the ‘ENTER PARCEL BARCODE NUMBER’ column.
Click Search Button.
 3. The search is conducted and Search Results Displayed Below. The description of the parcel is
verified by the parcel code that march your search ID. Status of the parcel, date created and
other description are displayed.
Note: Unlike the user search, after conduting a mailroom search you’ll be able to print the
Search results.
To Print, Click Plint List button.

Mailroom Advance Search Guide

4. To Conduct an advanced Search, Click on the Advance Search button .

5. Type the department, branch, country your intending to carryout a search. Specify your
direction, parcel type and category of your parcel. If your parcel is internal specify the country
branch and dept the click Search button.

6. To print the search results, click the Print List button.

Receiving the Incoming Parcels

1. To receive an incoming parcel, click the Incoming icon on the Mailroom menu to open the
window below.

2. To receive, select the parcel you’re intending to receive on the incoming parcel and click Receive
Selected .
3. A ‘Receive Parcels’ dialog box opens, comment on conditions and click Save button.

4. When you receive the selected parcel, it’s removed from the Incoming Parcel Column.
5. To receive the entire Mailbag, Select the bag you’re intending to receive under Uncleared
Mailbags column and click the receive button below. ‘Receive Bag’ dialog box opens. Fill in the
comment box and click Receive button.

6. When you finish receiving the mailbag, its automatically removed from the list of uncleared
Mailbags,