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Establishment review. Establishment Review of Post offices- Objectives – To evaluate productivity – To examine statistical justification of existing manpower.

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Presentation on theme: "Establishment review. Establishment Review of Post offices- Objectives – To evaluate productivity – To examine statistical justification of existing manpower."— Presentation transcript:

1 Establishment review

2 Establishment Review of Post offices- Objectives – To evaluate productivity – To examine statistical justification of existing manpower by assessing the work load – To 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. 2

3 Establishment Review of Post offices- Objectives To assess change in flow of traffic To 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. 3

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 4

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 5

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) 6

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. 7

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 8

9 Periodical review of estt Periodical review is carried out at prescribed intervals as below to assess workload – All GPOs/HOs/MDGs – Every year – All types of SOs – Every 3 years – Branch offices – Every 3 years (along with AO) Statistics is maintained on the working of various branches Submitted to DO in prescribed proforma (EST-2) 3.5.9

10 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. Periodicity of Establishment Review 10

11 Collection of Statistics Statistics are to be compiled over a period of one year based on actual data of selected quarterly dates The divisional office will supply the required EST-2 and other formats in advance to the Postmaster Dates for which statistics have to be compiled will also be informed by divisional office 11

12 The PM/SPM refers to the statistical Registers maintained in each branch or the statistical reports in Meghdoot/Sanchay Post to compile statistics. Collection of Statistics 12

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) 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. 14

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. 15

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 also Registered Parcel and VP parcel which includes INS also General Statistics which contain No. of MOs/IPOs Issued and Paid SB/RD/MIS/SCSS/PPF statistics Cash certificates statistics Treasury statistics from TCB or from SO Account Sub Account branch 16

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 disbursement Administration branch Sorting Delivery Despatch Sale of stamps if there is no separate stamp vendor. If there is separate stamp vendor it will be collected separately 17

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. 18

19 Collection of Delivery Statistics in EST-3 Sl noItem of work Day 1Day 2Day 3Day 4 Day 5Day 6 1Unregistered articles 2Unregistered mail in multi storied building 3Unregistered mail in bulk 4Registered letter and parcels 5 Registered letter and parcel special lists issued 6VP & CD articles delivered 7VP & CD articles returned 8Money orders paid 9Money orders returned 10Unpaid articles 11Speed Post articles delivered 12Insured articles delivered 13Insured articles returned 14Delivery of A/c articles in Multi storied Bldg 15Returns by Postman 16Distance covered i) By foot ii) By Bicycle 19

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 compiled To help in assessment of his allowances 20

21 Collection of Statistics in EST-4 Sl No Item of Work 1 Work connected with cleaning of stamps and seals and change of date and hour type 2 Exchange of mails including loose parcels 3 Opening of bags of all types 4 Closing of bags 5 i) Work connected with articles of unregd mail received for delivery ii) Stamping of articles by hand/by stamp canceling machine 6 Work connected with article of unregd mail posted for despatch,stamping of articles a) by hand b) by stamp cancelling machine 7 Tying of bundles of unregd mail 8 Work connected with regd and VP articles booked 9 Work connected with regd/VP parcels booked 10 Sealing of Regd Bundle 21

22 Collection of Statistics in EST-4 11 a) Work connected with regd/VP letters received for delivery b) Work connected with regd/VP parcels received for delivery 12 Stitching and stamping of lists etc 13 Stitching and stamping of vouchers etc 14 Stamping of money order issued 15 Work connected with payment of MO 16 Stamping of blank money order forms for sale 17 Stamping of unpaid etc 18 Stamping of article prepaid with cash 19 Clearance of letter boxes No of Street letter boxes; No of Office letter boxes; 20 Transfer of regd/parcel etc 22

23 Collection of Statistics in EST-4 21 By hand transfer of telegrams etc 22 Transfer of TMO advice to telegraph branch 23 Pasting of economy slips 24 Periodical weighment of mails etc 25 Deposit/withdrawal of each bag from police station/cash office 26 Transfer of binders between SB dept of HOs & SBCO 27 Replacing of binders in cabinets/almirah in HOs/SOs 28 Distance traversed for conveyance of mails, clearing of street letter boxes etc 29 Co-efficient for miscellaneous items of work 23

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: Date Postage Stamps and Stationeries sold Amount of postage on Unpaid Articledelivered Amount of postage taxed on Articles Posted No. of Money orders Issued No. of Money Orders paid No. of Indian Postal Orders sold No. of Indian Postal Orders Paid No of SB, TD, MIS, SCSS transactions No. of RD Transactions No. of Cash Certificates sold and Paid

25 Review of BOs 25

26 Objectives on the Review of BOs – To find Whether the BO is self supporting and financially viable Whether the income cost ratio is above Permissible Limit of Loss (PLL) or not To issue Retention Sanction to the establishment of the BO 26

27 Objectives on the Review of BOs Whether there is excess or shortage of manpower Whether the excess manpower can be utilized in other offices by transfer To review and revise the allowances paid to the GDSs working in the BO To understand flow of traffic in each BO. 27

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. 28

29 Form for collection of Statistics on BPM’S workload STATISTICAL STATEMENT OF ACCOUNTABLE ARTICLES - NAME OF BO____________________ Dates No of Regd letters sent to the BO for delivery No of Regd Parcels sent to the BO for delivery No of VP letters sent to the BO for delivery No of VP Parcels sent to the BO for delivery No of Regd letters received from the BO No of Regd Parcels received from the BO No of MOs sent to the BO for Payment No of MOs booked at the BO Total of receipt column in the BO daily account excluding opening balance & cash received from AO

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 AO No of SB Deposits in BO No of RD Deposits in BO No. of TD Deposits in BO No of SB Withdrawals in BO No of RD withdrawals in BO No. of TD withdrawals in BO No. of RPLI transactions Sale of Postage and Revenue stamps in the office

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. 31

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. 32

33 Review of BOs-Form of Value Return Name of the BO _____________ Month : Date Sale 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 accounts No. of deposits and withdrawals in RD accounts No. of RPLI policies available in the office Signature of BPM 33

34 Discussion on EST-2 Obtain the proforma of EST-2 from instructor and study the same Each group has to present the process and care to be taken in collecting statistics of various branches – Group 1 – Ordinary mail – Group 2 – Registered and speed post – Group 3 – Money orders – Group 4 – Savings branch – Group 5 - Treasury

35 Thank You


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