Американский Научный Журнал AUTOMATED SYSTEM OF OPTIMAL MANAGEMENT OF MAIL FLOW

The article is devoted to the management of logistics flows in the mail processing information system. For operational mail processing, a target dates module has been developed that allows you to fully automate and optimally manage workflow. Скачать в формате PDF
America n Scientific Journal № ( 33) / 20 20 29

AUTOMATED SYSTEM OF OPTIMAL MANAGEMEN T OF MAIL FLOW

Boranbayev S.N., Karimgozhinova A.A.
L.N.Gumilyov Eurasian National University, Nur -Sultan

Resume . The article is devoted to the management of logistics flows in the mail processing information
system. For operational mail processi ng, a target dates module has been developed that allows yo u to fully
automate and optimally manage workflow.
Key words: information system, program, management, logistics flows, target dates.

1. Introduction
Currently, online trading is actively developing.
Various goods are shipped from around the world to all
countries and continents. Moreover, the lion's share of
such shipments is occupied by trade in goods from
China. Since China first located next to Kazakhstan, a
considerable flow of goods, etc., and goes in our
country, as well as the same passes through Kazakhstan
to other countries. In these conditions, the speed of
delivery of goods (shipments) becomes relevant. The
speed of parcel delivery is an integral part of any
logistics process. In order to correctly organize the
management of the logistics flow, it is necessary not
only to understand the whole process of goods
movement, but also to control the time of its delivery in
individual sections of the route in order to be able to
respond i n a timely manner to any deviations from the
specified delivery ti me [1 -8].
Shipment way - the trajectory of the movement of
cargo from the place of departure to the destination. It
consists of a different number of segments. The start
and end point of eac h segment depends on the direction
plan. Thus, the forwarding rout e is a broken line that is
affected by destination plans. Each cargo has a delivery
deadline, cargo can be delivered earlier than this time.
Shipping ways can be represented in the form of a
graph. Figure 1 shows an example of a shipping path
graph. Peaks indicate the place of dispatch and
destination of cargo. Arcs indicate movement. Cargo
can be moved by train, plane, car. Each method of
moving cargo has its own parameters - duration in tim e
and cost. The system calculates the optimal path and
method of m ovement, considering the forwarding
parameters. At the same time, the minimum cost of
delivery is provided within the control deadlines.





Figure 1 - Graph of shipping routes

To provide timely infor mation about the time
spent on a particular section of the route, and to make
managerial decisions to optimize the process of
delivery of goods, a module "target dates" was
developed. The delivery deadlines determine the
maximum time during which the entir e production
process of sending a mail item must be completed from
the moment it is sent to the addressee. Thus, the
deadline is the total delivery period, which is reported
to the sender at the time of sending the mail. For
example, that the package will be delivered within 4
days.
2. Optimal mai l flow management
2.1 Milestones
Intra -stage time is the time for processing mail
items inside production facilities. The control period
consists of intra -stage dates, shipment schedules, taking
into account des tination plans. To calculate the control
per iod, it is necessary to have intra -stage time
schedules, referral plans. Intra -stage dates are
calculated in minutes and hours, the control period of
shipment is in days. The control period is greatly
influenced by the path that the postal item will go fro m
the sender to the addressee, which in turn depends on
the intra -stage timelines and transport schedules. Thus,
the calculation of control dates is a task with a large
number of restrictions, each of which has i ts own
impact on the final result, with almo st equal weight.
8
« « «
7
1
01
1
11

30 American Scientific Journal № ( 33) / 20 20
Thus, for the calculation of the control period, the
presence of directories is necessary:
- Intra -stage schedules;
- Plans of directions;
- Schedules of mail routes.
The purpose of the calculati on module is to
calculate the total postage forwarding time.
2.2 Requirements for the target date module
1. The system implements the functionality of
maintaining a reference guide for schedules of
control periods.
2. Reference deadlines contain the stag es of mail
processing (intra -stage deadlines)
3. The name of the schedule is unified: “Schedule
of shipment dates at internal stages”
4. The system contains: dates “Start of action”,
“End of action”, Index of the supervisor, Index of the
structural unit.
5. Each type of mail should have its own
deadlines.
Types of postal items:
- Correspondence
- Parcels
- EMS (Express Mail Service)
- Large items
- Printed periodicals
Category (direction) of mail:
- incoming
- outgoing
- transit
8. For each post o ffice, all stages must have their
own milestones (intra - milestone milestones)
9. Dates must be calculated by days, hours,
minutes
10. Each target date object is generated at the time
the RPO (registered postal object) is created and
changes throughout t he entire life of the RPO
11. The functionality for maintaining a directory
of stages of processing mail should be implemented
12. The functionality for displaying information
about the passage of RPO stages of forwarding should
be implemented
13. Funct ionality should be imp lemented for
calculating the target date for sending a specific RPI
according to the following algorithm:
a. Input data - dispatch index and receipt index,
type of shipment, type of shipment, time of receipt of
RPO, date - even/odd.
b. According to the cargo parameters, the System
finds in the directory of the plan of directions the
shipping route of this RPO and for each section takes
data on the control period. The passing time counts in
days, hours and minutes.
c. Further, the sy stem makes a calculati on -
according to the internal stages and along the entire
forwarding route. At the same time, the calculation is
performed in the following way - the summation
of time within the milestone dates.
d. In this case, it is taken into account that the time
at different stages is indicated in different dimensions.
e. At the system output, the following parameters:
date/time when the RPO should arrive at the final
destination.
2.3 Calculation of the optimal route
1. The operator accepts the shipment. The system
receives information about the shipment:
- Departure index;
- Destination index;
- Type of departure;
- Date of receipt;
- Time of receipt;
2. The system generates an object - the target date
for this shipment, initially assigns it a value of 1; when
the date is changed by 1, the check period is added 1.
The check period is calculated in days (period from
00:00 to 23:59) - one day;
3. Based on the input data, the system calculates
the optimal path and method of movement taking
into account the for warding parameters. To calculate
the optimal route and method of moving cargo, the
system refers to the directories:
- to the directory of schedules at the internal stages
of the current unit and receives information about what
time proce ssing should finis h at the internal stages;
- to the directory of schedules of the mail route of
the current unit, in order to determine which mail route
the shipment should be loaded and when this shipment
will go to the intermediate point РI;
- to a directory on the inter nal scheduling stages
intermediate point PI and receives information about
what time to end processing on the internal stages at an
intermediate point PI;
- to the directory of plans for directions of the
intermediate point PI to determine which intermedia te
point PI +1 you need to forward the departure;
- to the directory of schedules of the mail route of
the intermediate point PI , in order to determine which
mail route the shipment should be loaded on and when
this depart ure will go to the intermediate p oint PI +1 ;
- to the directory of schedules at the internal stages
of the final destination (destination) and calculates
when the departure should be delivered.
4. At intervals every six months, the system fills
in a table with ways and means of sending a ll types of
items from all units to all units. On these routes in the
future, optimal shipping times are calculated.
Figure 2 shows a reference guide for schedules of
target dates. Table 1 provides a list of fields and thei r
description.

America n Scientific Journal № ( 33) / 20 20 31

Figure 2 – Checklist of schedule of target dates

Table 1
Description of the fields of the schedule
Таблица 1
Описание полей формы расписаний КС
No.
fields Name Description Note
1 Index of the controlling
regional branch
Technological
index of the
regional branch
organize the automatic addition of the value of this
field by the value of the field "Ind ex of the
structural unit". It is necessary to indicate the
regional branch to which this unit belongs
2 Subdivision Index
The technological
index of the
schedule forming
unit
Indicate automatically the index from the value of
the user's unit, given the o pportunity to edit
3 Start of action Target dates
schedule start date
The date cannot be later than the “end of action”
date
Start date must be at least one day later than current
4 End of action Target dates
schedule end date
The date cannot be earl ier than the date “start of
action”
Automatically affixed on 31.12. of the year when
the beginning of the action can be edited, 12/31 -
inclusive
-
5 Type of mail Choosing one of
the values
- Correspondence
- Parcels
- EMS
- Large items
- Printed periodicals

32 American Scientific Journal № ( 33) / 20 20
6
Direction of postal items
(distribution by
directions, orientation by
directions, belonging to
the direction)
Choosing one of
the values
- Inbox
- Outgoing
- Transit
7
Name of the route of
arrival of mail. One route
is always indicated for
arrival.
Pull from the
schedule directory
Directory of routes, the list for choosing a route is
pulled up. Only schedules are included in the list,
where there is the same structural unit index as in
field 2.
8 No. of transport plying on
the selected route.
Pull up from
reference
Directory of transport, the required field is only
for railway and air, for a ir it is called “flight
number” (for several transports merge everything
into one schedule, one heading, several time
schedules)
9 Arrival time Pulling from the
schedule
1. The time of arrival to the unit indicated in field
2 is displayed.
2. It cannot be later than the time of sending
10
Name of the route for
sending mail. Several
routes may be indicated
for sending
Pull from the
schedule directory
Directory of route s, the list for choosing a route is
pulled up. Only schedules are included in the list,
wh ere there is the same structural unit index as in
field 2.
11 No. of transport plying on
the selected route.
Pull up from
reference
Directory of transport, the requi red field is only
for railway and air, for air it is called “flight
number” (for several transports merge everything
into one schedule, one heading, several time
schedules)
12 Scheduled transport time Pulling from the
schedule
Displays the sending time fr om the unit specified
in field 2
Cannot be earlier than arrival time
13 Exchange rate Pulling from the
schedule
Days of the week of transport plying, indicate the
days when it arrives at the unit indicated in field 2
(consider the notes in the route)
14 Days when there is no
exchange
Pulling from the
schedule From the note in the route
15 General control date of
shipment
Calculate by the
formula
difference of time of departure and time of arrival
{time of departure} - {time of arrival}
16 Control term f or
processing within the unit
The sum of the
fields 21 by types
inside the uni t
Only election fields for internal processing steps
17 Adding a Stage
Adding an internal
phase - intra -unit
phase
In the directory of stages there is a sign - internal /
non -internal stage
18 Stage name selection Select from a list of
steps (Step Guide)
The list of stages is filtered by type of unit, for
social center - only social center stages are
indicated, for offices - only offices
19 from Stage Start Time It cannot be la ter than «by»
20 by Stage End Time It cannot be ahead of time «from»
21 Time , min Time spent on
stage
It is calculated by the formula:
{field 17} - {field 16}
Always > 0
22 Table
All data entered
above is entered
into this table.

23 Add button
Adds al l the above
data to the table
(22)
After the data is added to the table, the fields
10,11,12, 15 are cleared

Forwarding Stages - a guide correlated with
tracking statuses. The system takes into account the
time taken to process the shipment inside the un it. To
calculate the time spent on the stages of internal
processing in the unit, the allocation of a group of
stages of internal processing is implemented.
The list of stages also includes stages that are not
registered in the system, for example, stampin g, they do
not affect the term, and are not summa rized anywhere.

America n Scientific Journal № ( 33) / 20 20 33

3. Conclusion
The module "Target dates" is used to optimize the
delivery of mail and provides control over the
processing time and delivery of mail. Thanks to timely
information, employees can make operational decisions
to optimize transporta tion.
Thanks to summary data for a certain period, it
becomes possible to form forecast loads and make
long -term decisions on managing logistic flows.

References
1. Boranbayev S.N., Karimgozhinova A.A.
Lo gistic flow management in mail processing
information systems. – Moscow, 2019, №19 (69), part
5. 68 -73 p.
2. Shilin A.N., Yurchik P.F. The method of data
synchronization when integrating an enterprise
resource management system into a single information
space // Automation and control i n technical systems. –
2014. – No 4. – 62-70 p.
3. Kalabin V.V. Master data management as one
of the tasks of integrating corporate management
systems // IBS. – 2007. – no 1(1). – 19-28 p.
4. Levina T.M., Barvin S.K, Pokalo S .D.,
Budnikov V.A. Modern metho ds of integration of
multilevel information systems // Innovations in
science. – 2016. – No 11(60). – 16 -20 p.
5. Samokhin N.Yu., Khoruzhnikov S.E.,
Trubnikova V.M., Akhmedzyanova R.R., Bulykina
A.B. Information on utilizatio n of data center resources
with message broker implementation. Scientific and
Technical Journal of Information Technologies,
Mechanics and Optics, 2018, vol. 18, no. 5, pp. 858 –
862 (in Russian). Doi: 10.17586/2226 -1494 -2018 -18 -
5-858 -862.
6. Muhadieva K.S. The impact of the growth of the
e-commerce market on the postal and logistics
infrastructure in the Republic of Kazakhstan //
collection of scientific articles xlv international
correspondence scientific and practical conference.
2018. – 42-45 p.
7.
https://habr.com/ru/company/itsumma/blog/416629/
8.
https://makeomatic.ru/blog/2013/10/16/RabbitMQ/