Presentation on theme: "OFFICE PROCEDURE Mail operations"— Presentation transcript:
1 OFFICE PROCEDURE Mail operations UNIT 1OFFICE PROCEDUREMail operations
2 * Role of MTS in Post office To collect mails from ST Depot.To segrate the all the ordinary mails.To help in facing mails facing of mails.Deface the all mails received for deliveryHelp in sorting of mailsClear all the letter box for assigning to despatch / delivery.
3 Role of MTS in Post office: Facing of all mails receive for dispatchDeface the stamps on articles for dispatchAffix date and name stamp on check slips prepare bundle for dispatchClosing of mail bagsBags to be closed by MTSBags to be closed by PA / SupervisorHow to knot the bags (Vol. V)Hand over bags to ST Depot or MMS
4 Receipt of Bags in Post offices Receipt of Mails – through MTSFrom StationFrom Bus StationFrom Mail officeWhat is your role in receiving & transferring of bags in your office?Which bags are opened by you ? What care should be taken while opening of bags?How will you dispose off the contents of a mail bag?
5 Receipt of bagMTS has to carry Mail bags from Railway Station / Bus Station…He should checks with reference to mail listWhether bag is addressed to his officeConditions of bags are in orderDetails of bags tally with the listList is date stamped and put up to Mail PA for signing and preserved.
7 Transfer of contents of station mail bag ToRegistration PAParcel PAFor pre-delivery processContentsReg.bagParcel list with ParcelsUnaccountable articles
8 Pre-delivery processFacing of Articles - They are faced with address side up and arrangedDefacing – All the articles are to be impressed with delivery stamp / D – Date stampDate stamp is impressed on the back of articlesStamp impressions to be clear and distinct
9 Table Sorting & Distribution of contents .Post Box / BagTo delivery PA/ Stg. PostmanWindow deliveryTo concerned PAPostmenDelivery PAPost RestanteDeposit PAMissentArticlesSorting PABOSub Account PA
10 Pre – Delivery Process: Transfer of Unaccountable Articles Articles to be delivered through postbag/boxFor sorting by Delivery PAWindow delivery articlesConcerned PAPost-RestanteDeposit PAMissent articlesSorting PA for further sorting after making error entryUnpaid articlesTo SPMArticles for BOsTo Sub account PAOther articlesTo sorting Postman for beat sorting
11 Pre-delivery process… Sorting postman will sort letters beat-wiseEach Postman arranges letters as per beatPostmen leave the office for delivery after collecting accountable articles from respective PAs.MTS MUST TAKE CARE THAT NO POSTMAN SHOULD LEAVE THE OFFICE WIHOUT GETTING ALL ARTICLES STAMPED WITH DELIVERY DATE STAMP
12 Post box & Post bagPersons/institutions can collect letters from post office at their convenience by availing the facility of postbox/postbag.Letters addressed to Post box and Post bag are sorted by Delivery PA or Sorting Postman.Unpaid and accountable articles should not be sorted .Preference to be given to this immediately after table sorting.
13 Pre delivery Process Unpaid / insufficiently paid articles – An article is said to be unpaid when no postage stamps are affixed or Foreign stamps are affixed on Inland articles or Revenue stamps or used stamps are affixed.An article is said to be insufficiently paid if it is affixed with postage stamps of an amount less than the required.MTS SHOULD ALSO HAVE A KEEN WATCH ON SUCH ARTICLES & HANDOVER SUCH ARTICLES FOUND WHILE DEFACEING TO POSTMASTER FOR TAXING PURPOSE
14 SOME IRREGULARITIES Old letter re-posted in letter box. A due bag not received.Discrepancy in mail list.Mail bag received in tampered condition .Article received in damaged condition.2.1.14
15 SOME IRREGULARITIES… Article received without contents Article received missentParcel list/parcel not received in “M” bagMail bag received missent2.1.15
16 Irregularities and entry in error book Whenever any mistake is committed by subordinate staff or subordinate offices, error entry is made in error book (MS-2).The post master will initial the error entry.Copy of the extract will be forwarded to concerned office or section as well as controlling authority whenever necessaryRule No: 145 Volume V2.1.16
17 ERROR BOOK DATE Name of official/office committing irregularity ParticularsSl.No/DetailsRemarks showing action takenBelgaum Stg Office Set/II dated25 One L Bag addressed to Bidar HO received missentL bag forwarded to Bidar HOError extract sent to SRO, Belgaum stg, with a copy to SSPOs.Radha KrishnaSignature of PA Signature of PM2.1.17
19 Despatch Process Explain - Types of Bags & their abbreviation & its probable contents.Lable Bundle – When & how to prepare?DISCUSS -What is role of MTS in Despatch?Who will prepare bag label & Mail list?How to prepare label bundles?What will you do in case you found unpaid / insufficiently paid articles?Which type of bags are closed by your office?How does the bags are despatched? What is your role in it?
20 Recap on Collection of mails Through LB peons from Letter BoxesAt countersThrough Postmen when they are discharging their duties in their beatReceipt of mails from Branch office for onward transmissionMis sent articles received from sorting office or other offices
21 LETTER BOX CLEARANCE Have you seen LB Statement? What is it? Role & responsibilities of MTS in r/o clearance of letter boxes.Hour plates?its custody?What is its significance ?Importance of LB Clearance?Optimum utilisationn of LB peon.
22 LETTER BOX CLEARANCE Type of LB Location By whom cleared Watch on clearanceOffice LBPost OfficeSorting PA / SAWith ref to hour plates through book by the LB attendantOutside LBMail Office / Important PlacesLB attendant / LB peon(P&T Manual Vol. VI- I-Rule 73)How does an LB Peon or the Postal Assistant/Supervisor know which letter boxes to clear and at what time besides other details relating to the Letter Boxes ? We need to know what a Letter Box Statement is for this purpose.
23 LETTER BOX STATEMENTA Letter box statement is available in the Mails and sorting branch. It is prepared by concerned Postmaster of the office & for BOs by the concerned Sub. Divisional Head. Let us see how a Letter Box Statement looks like.SL. No.LocationType of LBType of Lock usedClearing TimingDistanceBy Whom ClearedDate of Last Paining1OfficeWallF109.3011.3015.45---Stg. PA----2PillarF212.3015.3016.30-----3Market AreaC315.001 KmLB Peon
24 Sorting of mails Segregation of letters for stamping/sorting Fully prepaid articles (Postcards,letters,letter card, Air letter)Fully prepaid packets(News paper, Book packet)Unpaid/insufficiently paid articles or articles posted under breach of conditionPrivately manufactured postcard,ILC (Unpaid, breach of condition articles)Packets (Unpaid, insufficiently paid, breach of condition)Rule 60-A Volume V
25 Facing of articlesThe facing means the arrangement of articles with the address side upward and the addresses turned in the same direction.(Rule 54 Vol.V)
30 Defacing of stampsSmall part of date stamp should be on stamp and major part of it be on letter/articleMinimum cancellationClear and distinct impression
31 How to get clear and distinct impression ? Clean the stamps and seals regularlyPut them in boiling waterKeep the stamp pad cleanApply sufficient inkUse rubber pad on a stone slabMake minimum cancellationDo not cancel non-postage stamps.
32 Sorting principles Preliminary sorting a) To relieve RMS of the peak hour’s problemb) To eliminate rehandling of mail to large extentc) To pick up the mails which need not go to mail officeLocal mail deliverable at the same PO,Mails for SO/HO ( as the case may be) through account bagsArticle meant for the PO for which cross bags exist
33 Sorting diagram of PO Must selection Optional selections Local articlesFor HO/SOBO articlesRLOParent mail officeAny other selection prescribedMetro citiesState capitalsNeighboring districtsForeign countryOther circlesAny other selection prescribed
34 LABELLED BUNDLESA labelled bundle is a group of articles, which are faced and bundled together with a check slip on the top. ( Rule 24 Volume V)Sorting postal assistant prepares for unregistered articles.Office of destination should be written correctlyI class and II class articles should not be mixedName stamp, date stamp, signature of PA required on check slipEliminates multiple handling at different intermediate offices
36 Types of labelled bundle Type of Label BundleWhen PreparedStation BundleWhenever 15 or more articles are available for delivery by the same delivery Post Office. This bundle is opened only by the concerned delivery post officeTown DeliveryBundleWhenever 15 or more articles are deliverable by different delivery PO in the same town.District BundleIf 15 or more articles are deliverable by different delivery PO in the same districtCircle BundleIf 15 or more articles are there for a particular state/Postal CircleForeign BundleIf 5 or more articles are available for a particular foreign country56 APO BundleIf 01 or more articles for the protectors or National boundary addressed to Field Post Office or Army Post OfficeSorting BundleSorting bundle is to be prepared for remaining articles .
39 DUE MAILS AND UNUSUAL MAILS Due Mails :- Received and dispatched dailyor at regular intervalsUnusual Mails:- Received and dispatched whenever needed.Rule 53 Volume V
40 Due Mails & UnUsual Mails Mail bagParcel bagTransit bagPacket bagAccount bagCamp bagBranch office bagSpecial bagRegd. Pkt. bag (prescribed)Regd. Pkt. bag(not prescribed)
41 Types of Bags & contents AbbreviationContentsAccount bagAAccounting documents & cash bagBranch Office BagBAccounting documents of BO and Un accountable & accountable mailsLetter BagLUnregistered MailsMail bag without PL listDUn-registered mailand Registered bagStation Mail bag(from RMS to PO)MUnregistered mail Registered bag and Parcel listSorting Mail bag(from PO to RMS)S- Do -
42 Types of Bags & contents AbbreviationContentsParcel bagPRegistered and VP Parcels & INS bagPacket BagPktEmpty canvas bagsRegistered bagRRegd. and VP letters, INS Envelopes and MO bundlesRegistered packet bagRPSecond class Regd and VP packetsTransit bagTBSeveral bags with MLSpeed post bagSPSpeed post articlesSpecial bagSpecialAddressed to dignitariesCamp bagAddressed to postal officer camp at different station
43 Preparation of Mail bag Sorting PA will collect following bags from respective branches and closes the S-bag for Sorting office.Registered bagParcel list plus ParcelsAccount bag if anyPrepare label to the destinationTransfers the S-bag to Mail PA for onward dispatch under acquitanceRule 73 Volume V
45 Mail- ListInvoicing of all bags dispatched on aparticular occasion to another office
46 Mail List Prepared at Post offices Prepared by Mail P.A. Details of all unusual bags and due bags is to be listed in it.Prepared in duplicate if the bag is exchanged directlyPrepared in triplicate if the bag is exchanged through MMS.Rule 76 Volume V
47 Proforma of Mail list From;_____________________To;_____________ Total No. of bags dispatched= Office of dispatch or designation of senderOffice of destination or designation of addresseeBag No.Type of bagD.O Date StampR.O Date StampD.O SignatureR.O Signature
48 Different mode of transmission By Mail Motor ServiceDepartmental MMSContractual MMS ( Private carrier,Govt bus etc)
52 Error ReportingError book in form MS-2 maintained in all post offices.Maintained separately for each branch in big offices.PA record the irregularityThe post master will check & initialCopy of the error entry will be forwarded to the concerned office/ controlling authorities to draw their attention.
54 Stamps & Seals Various stamps & Seals available in your Post office ? Portfolio in RMS?Purpose of Stamps and seals :Obliteration of postage stampsAuthentication of documents\lists\articlesClosing of bags\coversCustody of Stamps & sealsduring office hoursafter office hoursCleaning of Stamp & seals.Book of PostmarksWho will maintain it?Why maintained?How to maintain?
55 STAMPS & SEALS Stamps and seals are used for : Obliteration of postage stampsAuthentication of documents\lists\articlesClosing of bags\coversThey are made of iron, brass and rubberRubber stamps are got manufactured locally by administrative unitthe stamps & seals made of iron and brass are manufactured by Postal Seals Industrial Cooperative Society Ltd., Aligarh and supplied through PSD, Aligarh.
56 STAMPS & SEALSThe digits used for dates in the stamps are called ‘changeable types’ because they needs to be changed everyday.Before the end of the year, the HO should collectively place an indent on behalf of BOs, SOs and itself for new year digitsOn receipt, they should be supplied to concerned office and on completion of year, the old digits should be returned to HO immediately
57 STAMPS & SEALSBefore closure of post office, all stamps and seals are locked in the office safe under joint custodyAll stamps and seals are required to be cleaned at least once in a month or frequently depending on their useThey should be cleaned with boiled water and kerosene for having clear impressionNote in respect of cleaning of stamps and seals should be made in the Error Book
58 STAMPS & SEALS Points to be kept in mind : Official is personally responsible for custody of stamps and seals during its useIn case of their misuse, he is held responsibleBefore use of stamps and seals, their impression should be taken in the Book of Postmarks and initial should be made by concerned official in token of having verified.The impression of Oblong, Round MO, Insurance Seal, Due stamps is obtained in separate book of postmarks
59 STAMPS & SEALS Points to be kept in mind…. Keep stamp pad clean. -Apply sufficient ink.-Use rubber pad on a stone.-Make minimum cancellation.-Do not cancel non postage stamps.
61 Role of MTS in RMS Collection of bags from section / MMS Transfer of bags to TMOsOpening of bagsTransfer parcel bag to parcel sorting ASSTTransfer regd. Bags to REGD AssistantAssisting in opening of Regd./ Parcel bags.Clearing the LB attached to mail office.
62 Role of MTS in RMS Facing of mails cleared from L.B. Facing of mail for sortingDefacing articles taken out from Letter BoxStamping of check slipsStamping of all documents i.e. mail list, regd. list, mail & regd. abstract , daily report etcClosing of bagsHanding over mail bags to MMS/ section
63 Need for Network Review as a basis for significant increase in volumes, revenues, and market share 1External DriversInternal DriversDeclining mail volumesCompetition from Domestic and Inter-national playersAbsence of regulationChange in mail profileCustomer Demands (e.g. Track & Trace)Difficulties of existing mail network vis-à-vis changed mail profileLow level of IT induction in mail processingLow productivityDelivery inconsistencies and visibilityLack of customer focusImpactInconsistent quality of serviceHigh operational costsEroding customer baseSOURCE: India Post636363
64 Impact of the Project in terms of Operational Improvement DEL-AAA1AEasier sorting – Ensure minimum multiple handling11BLess workload – reduce no. of bags & mis sorts between different locations2ABetter equipment – Ease of working for staff at SPC s with new equipments22BHigher throughput – Ensure higher processing with improved process designStreamlined workflow – by having optimised inflow of mails in the processing centres3A3Prioritized processing – Ensure processing prioritisation based on the time of the day for maximum connectivity3BKeep everyone informed – Regular interaction and display of SPC's daily performance, suggestions and feedback encouraged4A4Training & Incentives – Incentivise high performers and help all staff with newly developed trainings4BSOURCE: Mail Network Optimisation Project2.1.64
65 The Routing of 1st Class mails has been redesigned w. e. f. 15/2/2012 RMS offices have been categorized in to two level viz. Level-1 and level-289 Mail offices have been identified as L-1 centers.244 Mail offices are identified as L- 2 centers.The earlier major concentration centers have been identified as L-1 mail office while other small offices have been identified as L-2 mail office.All L-1 offices are catering mail of Head offices/Sub Offices mapped under them.2.1.65
66 .In the new setup all 89 L-1 offices have been linked with each other thus there is uniformity in linking of mail offices without checking any record.
67 Sorting diagram at L-1 mail offices The offices mapped under each L-1 mail office have to close two sets of bags TD/NTD separately for unregistered articles as well as for registered articles.The bags containing TD mails will contain mail to be delivered by the Post Offices mapped to the same parent mail office.The bags containing NTD mails will contain mail other than TD to be delivered by Post Offices not mapped to the same parent Mail office.Post Offices would continue to retain station articles with them to be delivered by the same Post Office in case of both registered and unregistered articles.
68 .The L-2 mail office mapped under L-1 mail office will close bags for L-1 mail office to which it is mapped and not for other L-1 mail office of Circle, for example Itarsi RMS will not close bags for Jabalpur RMS, Gwalior RMS and Indore RMS.While Satna RMS, Sagar RMS and Katni RMS will close bags for Jabalpur RMS. Similarly these offices will close bags for each other also.
69 The concept of Redesigned of 1st class mails is to route the 1st class mails as per same analogy as have been done in respect of Speed articles consequent upon set up of NSPC Hubs and thereby less handling of public mail.The News Paper should be treated as first class, when it is routed through Surface. In case of Air Lift this will be treated as second class mails.The bags closed by L-1/L-2 offices will be treated as due bags and must be closed by respective mail office, and accordingly changes in Due Mail List be done.Even there is no contents for any particular office, the bags should be closed invariably.
70 The sorting cases and diagram of L-1 mail office may be reorganized as under:- Type-I preliminary and secondary level selection should be provided for -Inbound and incoming mails received from other L-1 mail offices and meant for delivery post offices and L-2 mail offices mapped to the L-1 mail office.Local TD (including catchment area of L-1 mail office) mails received from all post offices mapped to the L-1 mail office to be delivered by the delivery post office mapped to the L-1 mail office.
71 Type-II (Non TD) preliminary and secondary level selection should be provided for out bond NTD mail may received from attached Post Offices and L-2 mail office of the L-1 mail office and meant for other L-1 mail office as well as L-2 mail office mapped to the L-1 mail office under reference.The bag of NTD should be opened first, so that complete processed public mail may be dispatched by available mode of evening. TD bags should be opened later on.In no case TD/NTD mails should be got mixed.
72 The sorting diagram at L-2 mail office may be reorganized as follow Type-I (Inbound) TD and Local TD Preliminary and secondary level selections should be provided for (i) inbound/incoming mail received from parent L-1 mail office to which the L-2 mail office is mapped as well as other designated L-2 mail offices and meant for delivery post offices mapped to the L-2 mail office, and (ii) Local TD (including catchment area of the L-2 mails office) mail received from all post offices mapped to the L-2 and to be delivered by the delivery post offices mapped to the L-2 mail office.
73 Type-II (Non TD) :- Preliminary and secondary level selections should be provided for outbound/Non-TD mail received from attached post offices of the L-2 mail office and meant for other L-1 and L-2 mail offices.At some L-2 mail offices, there could be a situation where only one type of sorting case/diagram is sufficient to incorporate all selections in terms of local TD inbound TD and Non TD mail. In such cases, only one type of sorting case/diagram should be used.
74 The sorting logic/diagram of type-I and type-II sorting case described above should be redesigned by each mail office based on the average mail volume for various destinations.
75 The destination with higher mail volume should be kept for sorting under preliminary selection. So far as second class mails is concerned, the existing pattern will remain unchanged.A proposal has already been submitted to Directorate, for linking of all L-2 mails offices of M.P. Circle and some L-2 mail offices of Neighboring Circles.
76 MNOP FOR SPEED POST1.New operational network would come in to effect with 1st November 20102.89 Sorting hubs and 42 Intra circle hubs are functioning3.Sorting Hubs close Speed post bags for each other4.In such circle where no Intra circle hubs functions, post offices would be mapped to one of the sorting hub
77 5.Where an Intra circle hub would function, some of the PO be mapped to only one of the sorting hub and some PO be mapped to both sorting hub and Intra circle hub6.Articles for post office not mapped in Speednet may be sorted based on the PIN range ( First three digits)7.Sorting hub would do sorting for all delivery post office under its catchment area