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PROCESS FLOW IN NATIONAL SORTING HUB & INTRA CIRCLE HUB.

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Presentation on theme: "PROCESS FLOW IN NATIONAL SORTING HUB & INTRA CIRCLE HUB."— Presentation transcript:

1 PROCESS FLOW IN NATIONAL SORTING HUB & INTRA CIRCLE HUB

2 Process at Sorting Hub Layout ▪ Assembly Line concept of operation ▪ Mail agency/TMO is streamlined After MNOP sorting process ▪ Volume based Sorting logic ▪ Sorting diagram is designed to suit this logic ▪ New sorting with 50 Pigoen hole to be used Adequate equipments and infrastructure ▪ New roller containers, trays, trolleys and bag cutters should be used ▪ Computers, scanners, printers and internet connectivity are provided for data transfer.

3 Lay out of Sorting Hub 1.1.3

4 4 Mail Flow Your office NSH ICH within Circle Other NSH Post Offices ICH mapped with parent NSH Post Offices

5 Receipt of Bags from POs directly mapped with your National Sorting Hub The following bags will be received from the PO mapped with your NSH TD bag containing the Speed Post articles to be delivered at the POs mapped with the NSH except station articles. Non TD bag containing all the remaining Speed Post articles 1.1.5

6 6 Mail Flow Your office ICH NSHs & ICHs within Circle Post Offices

7 Receipt of bags fromPOs mapped with Intra-Circle Sorting Hub The following bags will be received from attached POs, if your office is an ICH. bag containing Speed Post articles to be delivered by the POs in the own Circle except Station articles and TD of NSH. You have to sort and bag directly to the delivery PO s mapped to your office TD bag containing the Speed Post articles to be delivered at the POs mapped with the NSH. The bag should be forwarded to your NSH for further processing Non TD bag containing all the Speed Post articles to be delivered by the POs in Other Circles. The bag is to be forwarded to NSH for further processing and dispatch 1.1.7

8 In NSH / ICH There will be a Supervisor or a Manager who will be in-charge of the NSH / ICH. All Speed post articles should be processed through Speednet. NSH / ICH use the application software viz. Speed Net – Speed Net communication software is used to communicate data to central server

9 Speednet Application Login

10 Role of Supervisor Supervisor to login in Speed Net software – Perform the Day begin – Allocate the job among SAs. He would assign the work – Among SAs for mail agency / bag receipt desk, bag opening desk, sorting, bag closing desk and bag despatch desk. – among MTS officials also.

11 Role of Supervisor

12 Ensure norms for operational activities are strictly adhered to. Ensure equitable distribution of work among officials Ensure prescribed process flow (receipt scanning / despatch scanning) in operations is maintained Ensure availability of latest speed post sorting extracts with him and SAs Ensure errors noticed during the process, reported to the concerned

13 Error Reporting Template 1.1.13

14 A speed bag may contain : – Speed Post Articles – Speed Post Insured articles The Speed Manifest shows the particulars of the above items and total of each category and also grand total. Process in NSH / ICH

15 Let us recap the Scans for TD Articles Booked at PO/ SPCC PO/SPCC Booking Scan PO/SPCC Despatch Scan SPCC MA/TMO Reciept Scan SPCC Bag Opening Scan SPCC Bag Closing Scan SPCC MA/TMO Despatch Scan Delivery PO receipt Scan Delivery PO Final Delivery Scan(Delivery data upload) India Post15

16 Let us Recap the Scans for Non TD Articles Booked at PO/ SPCC PO/SPCC Booking Scan PO/SPCC Despatch Scan Origin SPCC MA/TMO Receipt Scan Origin SPCC Bag Opening Scan Origin SPCC Bag Closing Scan Origin SPCC MA/TMO Despatch Scan Destination SPCC MA/TMO Receipt Scan Destination SPCC Bag Opening Scan Destination SPCC Bag Closing Scan Destination SPCC MA/TMO Despatch Scan Delivery PO receipt Scan Delivery PO Final Delivery Scan(Delivery data upload) India Post16

17 1.1.17 Process in NSH / ICH NSH / ICH Consists Mail Agency / Speed Bag Receipts by scanning bag labels( 1 st Scan) Bags Opening by scanning articles (2 nd ) Sorting of speed post articles Bags Closing by scanning articles (3 rd ) Speed Bags Despatch ( 4 th Scan)

18 Adapted Process Lay out in NSH / ICH 1.1.18

19 Mail Agency / Bags Receipt Desk SA at Mail Agency / Bags Receipt Desk. Receive the Speed Bags & Speed TBs directly or from the Mails Branch – Acknowledge the receipt Examine the condition, seals, bag labels, cord & address of the bag – If any discrepancy, report to Supervisor after making error entry Open the Speed TBs

20 Login & Receive the bags in the software Receipt of Bags Scan the bag barcode here

21 Opening of Transit Bags Scan the bag barcode (TB Contents) here Scan the bag barcode (TB ) here

22 Keep the TD and NTD bags separately in designated roller containers for opening by SA working at Bag Opening Desk If any PO is not preparing TD and NTD bags separately, bring to the notice of Supervisor – Supervisor should contact Postmaster concerned over telephone – Ensure separate receipt as TD and NTD bags Mail Agency / Bags Receipt Desk

23 SA allotted to Bag Opening Desk will Open the bags one by one without mixing TD and NTD bags as prescribed Process the bags and articles in the software Physically examine the condition of the article while scanning Keep the bag labels at the designated place Bag Opening Desk

24 Scan the bag barcode here Scan the article barcode here

25 SA allotted to Bag Opening Desk will Tally the No. of Speed Articles with the total in the Speed Manifest and check the articles with reference to the entries in the Speed Manifest – If any discrepancy like excess or short receipt w.r.t. Speed Manifesh, bring it to the notice of the Supervisor after making error entry Bag Opening Desk

26 If INS articles are received, Show them to Supervisor Check the condition, weight, seal etc of the article – If there is difference in weight, bring it to the notice of Supervisor, he ensures further action Bag Opening Desk

27 All SAs should be aware of the latest sorting extract SAs in Sorting will Sort the articles as per the prescribed TD & NTD selections in Level 1 and Level 2 sorting Sort the articles with speed & accuracy Examine the sorted articles to eliminate missents Sorting Desk

28 Take empty bags and other stationery Process articles into bags, in the software Scanning of each article here is mandatory. Physically examine the condition of the article while scanning When insured articles are despatched, get them checked by the Supervisor and signed in the speed manifest. Bag Closing Desk

29 Scan the articles barcode here Scan the bag barcode here

30 Bag Closing Desk As soon as the bag is closed, Speed Post Manifest is generated.

31 Arrange the Speed Post Articles as scanned. Place them in a sound bag Sign the Speed Post Manifest Signature by the supervisor is compulsory if INS articles are invoiced. Close bags securely fastened and properly sealed using the proper bag label Bag Closing Desk

32 Address to the correct office and fill other details in the bag labels Seal the bag with the specified seal and insured seal if it contains insured articles Seal the bag in the presence of Supervisor, if bag contains any insured article Bag Closing Desk

33 Circle wise allocation of Barcode SLName of the CircleBar code allotted 1 A.P.EBN 2 AssamEBS 3 APSEBE0000000001-2499999999 4 BiharEBF 5 ChhattisgarhEBC 6 DelhiEBD 7 GujaratEBG 8 HaryanaEBH 9 Himachal PradeshEBE2500000000-4999999999 10 Jammu & KashmirEBE5000000000-7499999999 11 JharkhandEBJ For Speed Bags 2.5.33

34 Circle wise allocation of Barcode SLName of the CircleBar code allotted 12 KarnatakaEBK 13 KeralaEBL 14 MaharashtraEBM 15 Madhya PradeshEBI 16 North EastEBE7500000000-9999999999 17 OrissaEBO 18 PunjabEBP 19 RajasthanEBR 20 Tamil NaduEBT 21 UttarakhandEBV 22 Uttar PradeshEBU 23 West BengalEBW For Speed Bags 2.5.34

35 Process the bags as below, in the software Bag Despatch Desk – Closing SP TB Scan the bag barcode here

36 Bag Despatch Desk – Closing SP TB As soon as the TB is closed, Speed Post TB List is generated.

37 Bag Despatch Desk – Despatch of SP Bags & SP TBs Scan the bag barcode here if not feteched

38 Bag Despatch Desk As soon as the bags are despatched, Speed Post Mail List is generated.

39 Transfer the closed Speed Post Bags and SPTBs to the Mails Branch well in time before the hour prescribed for dispatch in the Due Mail List – Receipt be taken in Bag Despatch report or hand to hand receipt book Bag Despatch Desk

40 Final Duties Perform Shift End Print the following Reports and sign them Speed Abstract Article & Bag Abstract User wise / Set wise / Office as a whole Bag Abstract Supervisor will print the following reports after performing Day End Discrepancy Report (if required)

41 Final duties Check the totals at both the sides of the various Abstract tallies Check the work papers Hand over the work papers, empty bags, unused stationeries if any, to the Supervisor / HSA

42 Speed Abstract – User wise

43 Speed Bag Abstract Click Here to view the Speed Bag Abstract

44 Speed Post Discrepancy Report

45 Shift / Daily Report of Supervisor – Manual Preparation

46 Miscellaneous & Responsibilities In case of any discrepancy at any stage, bring it to the notice of Supervisor after making error entry and proceed further as per his/her directions After opening of bags, during the course of scanning of an article for receipt, sorting and scanning of the article for bag closing; SAs and MTS officials associated with these activities are collectively responsible for the safety and security of the article apart from their individual responsibility in Bag Receipt Desk and Bag Closing Desk activities.

47 Miscellaneous & Responsibilities Entire set / shift would be collectively responsible for any unexplained variation in the abstract Each official is responsible for safety, security and cleanliness of the hardware & equipments used by them. In case of any technical issues, seek the help of System Administrator Run the Speednet communication at regular intervals


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