2 Establishment Review of Post offices- Objectives To evaluate productivityTo examine statistical justification of existing manpower by assessing the work loadTo examine the proposal for augmentation, reduction or redeployment of existing manpower by suitable rearrangement.To examine utilization of surplus establishment for betterment of existing services and expanding services to new areas.
3 Establishment Review of Post offices- Objectives To assess change in flow of trafficTo ensure that the staff provided in an office commensurate with the amount of work.To facilitate Revision of Establishment of offices newly opened on an anticipated workload.
4 Establishment Review of Branch offices- Objectives To examine available manpower in BO to achieve rationalization and for retention.To bring mail conveyance work on common line establishment for operational efficiency and economy.To examine assignment of delivery functions to GDS BPMs
5 Establishment Review of Branch offices- Objectives To examine the revision of allowances to GDSs on justified parameters of workload.Utilization of surplus establishment for betterment of existing services and expanding services to new areas.To examine the justification for filling up of a vacant post
6 Fall out of Establishment Review Abolition of Posts: When the staff strength is more than the work load.Creation of Posts: When the work load is more than the staff strength.Redeployment of Posts: From one office /Unit to other (from a surplus office to deficit office)
7 Fall out of Establishment Review Redeployment of Posts:This can take place from an existing post office or from a newly opened post office depending upon the workload.In such a case the post will be abolished in the office where excess staff is there and created in another office simultaneously where excess workload is there.
8 Fall out of Establishment Review Surplus Posts:When the post(s) to be abolished can not be redeployed immediately to another office, they may be kept in skeleton form as surplus.Such post are neither filled up nor taken in to account for calculation of vacancy
9 Periodical review of estt Periodical review is carried out at prescribed intervals as below to assess workloadAll GPOs/HOs/MDGs – Every yearAll types of SOs – Every 3 yearsBranch offices – Every 3 years (along with AO)Statistics is maintained on the working of various branchesSubmitted to DO in prescribed proforma (EST-2)
10 Periodicity of Establishment Review The review of all the BO under the SO should be done simultaneously along with the SO concerned.The Revision of allowances of the GDSs should also be done at the same time.
11 Collection of Statistics Statistics are to be compiled over a period of one year based on actual data of selected quarterly datesThe divisional office will supply the required EST-2 and other formats in advance to the PostmasterDates for which statistics have to be compiled will also be informed by divisional office
12 Collection of Statistics The PM/SPM refers to the statistical Registers maintained in each branchor the statistical reports in Meghdoot/Sanchay Post to compile statistics.
13 Collection of Statistics The statistics is collected for one month in each quarter calculated prior to the month in which the periodical review is due.(E.g. If the review of the establishment of an office is due in the month of October 13, the statistics for the accountable articles will be compiled for the months of December 12, March 13, June 13, and September 13)
14 Collection of Statistics Statistics of unregistered articles would be compiled for a period of six days in the middle of the month i.e. between the second and third weeks of these four months.The income and cost statement should also be prepared for these months.
15 Compilation of statistics for various categories of staff Clerical staff, the form Est-2 is used.Delivery staff, the form Est-3 is used.MTS, the form Est-4 is used.The details of the contingent staff is furnished in the proforma of result of review.
16 Collection of Statistics for Est-2 The statistics for the Clerical establishment is collected in the Est-2 form from the following departments:Registered Letter and VP Letter which includes INS alsoRegistered Parcel and VP parcel which includes INS alsoGeneral Statistics which contain No. of MOs/IPOs Issued and PaidSB/RD/MIS/SCSS/PPF statisticsCash certificates statisticsTreasury statistics from TCB or from SO AccountSub Account branch
17 Collection of Statistics for Est-2 The statistics for the Clerical establishment is collected in the Est-2 form from the following departments:Statistics for pension disbursementAdministration branchSortingDeliveryDespatchSale of stamps if there is no separate stamp vendor. If there is separate stamp vendor it will be collected separately
18 Delivery Establishment: The statistics are collected for six days in the middle of the month.The statistics are to be maintained by the Postmaster of the office.
19 Collection of Delivery Statistics in EST-3 Sl noItem of workDay 1Day 2Day 3Day 4Day 5Day 61Unregistered articles2Unregistered mail in multi storied building3Unregistered mail in bulk4Registered letter and parcels5Registered letter and parcel special lists issued6VP & CD articles delivered7VP & CD articles returned8Money orders paid9Money orders returned10Unpaid articles11Speed Post articles delivered12Insured articles delivered13Insured articles returned14Delivery of A/c articles in Multi storied Bldg15Returns by Postman16Distance covered i) By footii) By Bicycle
20 Delivery statistics for offices in which Postmen and GDS MD co exist The statistics for the work hour of GDS MDs should be separately compiledTo help in assessment of his allowances
21 Collection of Statistics in EST-4 Sl NoItem of Work1Work connected with cleaning of stamps and seals and change of date and hour type2Exchange of mails including loose parcels3Opening of bags of all types4Closing of bags5i) Work connected with articles of unregd mail received for deliveryii) Stamping of articles by hand/by stamp canceling machine6Work connected with article of unregd mail posted for despatch,stamping of articlesa) by handb) by stamp cancelling machine7Tying of bundles of unregd mail8Work connected with regd and VP articles booked9Work connected with regd/VP parcels booked10Sealing of Regd Bundle
22 Collection of Statistics in EST-4 11a) Work connected with regd/VP letters received for deliveryb) Work connected with regd/VP parcels received for delivery12Stitching and stamping of lists etc13Stitching and stamping of vouchers etc14Stamping of money order issued15Work connected with payment of MO16Stamping of blank money orderforms for sale17Stamping of unpaid etc18Stamping of article prepaid with cash19Clearance of letter boxesNo of Street letter boxes;No of Office letter boxes;20Transfer of regd/parcel etc
23 Collection of Statistics in EST-4 21By hand transfer of telegrams etc22Transfer of TMO advice to telegraph branch23Pasting of economy slips24Periodical weighment of mails etc25Deposit/withdrawal of each bag from police station/cash office26Transfer of binders between SB dept of HOs & SBCO27Replacing of binders in cabinets/almirah in HOs/SOs28Distance traversed for conveyance of mails, clearing of street letter boxes etc29Co-efficient for miscellaneous items of work
24 Establishment Review –Income and Cost The income and cost proforma as verified by the field officer would be available at Divisional office. The proforma will have the following information:DatePostage Stamps and Stationeries soldAmount of postage on Unpaid ArticledeliveredAmount of postage taxed on Articles PostedNo. of Money orders IssuedNo. of Money Orders paidNo. of Indian Postal Orders soldNo. of Indian Postal Orders PaidNo of SB, TD, MIS, SCSS transactionsNo. of RD TransactionsNo. of Cash Certificates sold and Paid1234567891011
26 Objectives on the Review of BOs To findWhether the BO is self supporting and financially viableWhether the income cost ratio is above Permissible Limit of Loss (PLL) or notTo issue Retention Sanction to the establishment of the BO
27 Objectives on the Review of BOs Whether there is excess or shortage of manpowerWhether the excess manpower can be utilized in other offices by transferTo review and revise the allowances paid to the GDSs working in the BOTo understand flow of traffic in each BO.
28 Review of BOs- Collection of statistics Once in 3 years, along with the review of the SOs under the account jurisdiction of which the BOs are lying.The Statistics for the BOs are to be collected by their Account Offices.The statistics of the BOs are collected for the months for which the statistics of the SOs are collected.
29 Form for collection of Statistics on BPM’S workload STATISTICAL STATEMENT OF ACCOUNTABLE ARTICLES - NAME OF BO____________________DatesNo of Regd letters sent to the BO for deliveryNo of Regd Parcels sent to the BO for deliveryNo of VP letters sent to the BO for deliveryNo of VP Parcels sent to the BO for deliveryNo of Regd letters received from the BONo of Regd Parcels received from the BONo of MOs sent to the BO for PaymentNo of MOs booked at the BOTotal of receipt column in the BO daily account excluding opening balance & cash received from AO12345678910
30 Form for collection of Statistics on BPM’S workload STATISTICAL STATEMENT OF ACCOUNTABLE ARTICLES - NAME OF BO____________________ (continued)Total of Payment column in the BO daily account excluding cash sent to AONo of SB Deposits in BONo of RD Deposits in BONo. of TD Deposits in BONo of SB Withdrawals in BONo of RD withdrawals in BONo. of TD withdrawals in BONo. of RPLI transactionsSale of Postage and Revenue stamps in the office11121314151617181920
31 Collection of Statistics- Unregd articles For six days – posted for despatch and received for delivery.The days for collection of statistics same as that of SO.
32 Review of BOs – Collection ofStatistics The Form for collection of statistics for the work hour of GDS MD of the BO is same as of Postman.The form of Value Return is also sent for collection of statistics.
33 Review of BOs-Form of Value Return Name of the BO _____________Month :DateSale of Stamps Rs.Revenue by unpaid in Rs.Amount of Commission earned by booking of MOs at BO in Rs.Amount of Commission earned by payment of MOs at BO in Rs.No. of deposits and withdrawal in SB/TD accountsNo. of deposits and withdrawals in RD accountsNo. of RPLI policies available in the officeSignature of BPM
34 Discussion on EST-2Obtain the proforma of EST-2 from instructor and study the sameEach group has to present the process and care to be taken in collecting statistics of various branchesGroup 1 – Ordinary mailGroup 2 – Registered and speed postGroup 3 – Money ordersGroup 4 – Savings branchGroup 5 - Treasury