Minutes of the Workshop on Mails, Speed Post and International Mails held at Bangalore on 29th and 30th December, 2009
A workshop chaired by Secretary (Posts) on Mails, Speed Post and International Mails was held at Bangalore on 29th and 30th December, 2009. Chief Postmasters General, Postmasters General and Directors from 15 Circles participated in the workshop. The list of Participants is at Annexure-I.
The objectives of the workshop were outlined by Secretary (Posts) as under:-
· Revenue from Mail segment accounts for nearly half of the revenue of the Department of Post and therefore, commensurate attention and focus ought to given to improve mail processing, transmission and delivery throughout the country.
· Top 15 centres generating large volume of Mails, Speed Post and International Mails should be identified and an action plan with definite timelines should be drawn to show immediate results.
· International Mails has a lot of potential for revenue generation and therefore must be given full attention.
· All existing web applications in respect of Speed Post and International mails should be optimally utilized.
· Newly designated Directors (Mails & Speed Post), other Directors in-charge of Mails and Speed Post and Postmasters General attending the workshop are to make frequent visits to mails offices / Speed post Centres and Foreign Post offices and monitor mail processing, transmission and delivery on a day-to-day basis.
Mails
Focus Areas and action points identified in the workshop
1. First class inward TD mails to be concentrated and handled from one mail office in respect of 15 centres represented in the workshop.
(i) Some metro cities due to Logistics issues may require two such mail offices. In no case inward TD mails should be handled in more than two mail offices.
(ii) Such identified mail offices should exclusively handle inward TD mails and should not handle mails for rest of the circle.
(iii) To achieve this, all outward mail offices from 15 centres should close bags separately for inward TD in respect of other 14 centres.
2. Invitations / Greeting cards posted under ‘Book Post’ should be separated from second class mail e.g. Registered Newspapers / periodicals etc at the collection / sorting stage and handled as first class mail in the inward TD office.
(i) All outward mail offices at these 15 centres must sort invitation / greeting cards posted under ‘Book Post’ as first class mail and include them in the bags containing 1st class mails for despatch to other 14 centres.
(ii) Mails Division in the Directorate to issue necessary instructions in this regard.
(iii) Mails and PO Division to examine the issue of categorizing greetings and invitation cards as first class mail with postage paid as that of first class mail.
3. In order to ensure compliance of the conditions for availing concessional postage and for smooth processing of 1st class mail, acceptance of Registered Newspapers and periodicals to be concentrated in one mail office in one city.
(i) No post office to accept registered newspapers and periodicals. These instructions to be implemented from January, 2010.
(ii) Registered newspapers and periodicals to be accepted only in PIN Code wise pre-sorted bundles at the designated mail office.
(iii) PO Division in consultation with Mails Division in the Directorate to issue necessary instructions in the regard.
(iv) Database of all registered newspaper to be put on the web by all circles by 15th February, 2010. Mails Division to co-ordinate with PTC Mysore in the regard.
(v) PO Division in consultation with Mails Division in the Directorate to consider issue of instructions to give licenses to major printers as ‘Mass Mailers’.
4. Major Inward TD sets to be headed by an ASRM.
(i) This is required to ensure effective Supervision, increase in productivity to the prescribed level and reduction in missent.
5. Consolidation of delivery Post offices / setting up of delivery hubs with exclusive delivery functions.
(i) The successful implementation of delivery hubs in Karnataka need to be replicated in other circles.
(ii) Karnataka circle to circulate the concept paper by 15th of January, 2010 to other participating circles under intimation to Mails Division of the Directorate.
6. Beat sorting in Mail Offices.
(i) Successful experimentation at Ghaziabad CSO and Jodhpur RMS need to be adopted elsewhere, PMG (BD & Tech) Jaipur and DPS Ghaziabad to circulate the concept papers to other participating circles under intimation to the Mails Division of the Directorate.
7. Consolidation of Mail Offices.
(i) The objective being optimum utilization of manpower and other resources, better and effective supervision, enhancing the quality of sorting and reducing the time taken for transmission of mail bags.
8. Reduction in Missent.
(i) Bulk mailers like LIC, SBI, UTI, BSNL and others to be targeted by curing their address database by correcting the PIN Codes.
(ii) HSAs / Supervisors to Sign the label of bags dispatched to post offices for delivery.
(iii) Directors / PMsG to work out a system of cross checking the quality of sorting both for bags despatched to post offices for delivery as well as for bags dispatched to other 14 centres.
9. All India Annual Sorting completion.
(i) To be held in June 2010.
(ii) Mails Division in the Directorate to work out the time frame for holding the competition on Divisional / Circle level and all India level by 31st January 2010.
10. Directorate to issue orders to link qualifying in sorting test for the purpose of confirmation / drawal of increment in the cadre of Sorting Assistants with reference to the recruitment rules for Postal / Sorting Assistants, 2002.
11. Posting of Test letters.
(i) Al Directors /PMsG /Chief PMsG to post at least one paid test letter in a month to each participating Directors / PMsG / Chief PMsG.
(ii) These test letters should be preserved and results analyzed and shared with all participating circles.
(iii) Mails Division in the Directorate to design a web page by 31st January, 2010 for posting the results of these test letters.
12. PIN mapping of Post Offices with the parent inward mail office.
(i) Karnataka and UP Circles to send APMG/ AD (Mails) and SAS to the Directorate for a detailed discussion on the subject.
13. Training of Sorting Assistants.
(i) All participating circles to conduct five day on-the job training for Sorting Assistants based on the module developed by the Training Division.
(ii) A new two day training module to be developed by the Training Division for training on processing of inward TD mails.
(iii) All Participating circles to indentify trainers and intimate names to DDG (Trg)
The action points, targets and timelines committed by the participating circles are placed at Annexure-II.
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Speed Post
Focus Areas and action points identified in the workshop
1. All Speed post booking and delivery outlets in respect of the cities represented in the workshop to be computerized and facility of broadband provided.
2. 100% Speed post articles to be booked, dispatched and delivery through SpeedNet.
3. End-to-end routing charts and transmission for the other 314 national Speed post Centres to be prepared, published and supplied to the booking outlets and also put in the public domain.
(i) GM (Speed Post) to get a web page designed by 31st January, 2010 for facilitating circles in preparation of route charts.
4. Sorting diagram of all the sorting sets of the NSPCs to be prepared and put to use as discussed in the workshop.
5. 100% delivery of local Speed Post articles in D+1 norm.
6. 100% delivery of Speed post articles booked at other 314 NSPCs within D+3 norms.
7. DDG (Trg), GM (Speed Post) and Director PTC Mysore to organize training for Speed Post managers on SpeedNet and Sorting of speed Post on the proposed revised sorting diagram by 31st January, 2010.
8. Outsourced manpower at NSPCs to be requisitioned on the basis of a tender process from registered agencies and payment made on the basis of per article handled /per transaction completed as the case may be.
9. BD&M Directorate in consultation with PTC Mysore to examine the feasibility of designating outsourced agents as BNPL customers so as to enable them to upload Speed Post data from their premises by 31st January, 2010.
10. BD&M Directorate to take up with MEA to make it compulsory to obtain PIN Code information from passport applicants by 31st January, 2010. (Point raised by CPMG Kerala)
11. Tamil Nadu circle to submit statistics for the last 3 month in respect of such Speed Post articles which qualified for volumetric weight calculation by 31st January, 2010.
The action points, targets and timelines committed by the participating circles are placed at Annexure-III.
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International Mails
Focus Areas and action points identified in the workshop
1. IR Division to get IPS Web Client Operational by 15th January 2010.
(i) PTC Mysore to provide a public URL to allow access through the open internet.
(ii) User names and passwords to be created and circulated by IR Division to all Circles.
(iii) Operational procedure for use of Web Client to be circulated.
2. OE’s to start monitoring Essential scan updates.
(i) C,D,E,F events to be 100%.
(ii) H/I to be monitored and followed up with Circles responsible by e-mail.
(iii) Access to local IPS servers to view reports by PMsG and Directors responsible for the OE to be done immediately.
(iv) Rugby/cricket monitoring to be done in a similar manner as above to ensure replies are sent in time.
3. Directors responsible for Mails in the Circles to ensure.
(i) Delivery information of international accountable articles is updated on IPS Web Client.
(ii) That all inquiries from OE’s are answered promptly.
4. IR Division to issue circular on relevant issues by 15th January 2010.
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Annexure 1
List of Officers for the workshop on International Mails, Parcels and Speed Post at Bangalore - (29th and 30th December, 2009)
Sl. No. / Name of the Officer / Designation1. / Ms. Radhika Doraiswamy / Secretary (P)
2. / Ms. Indira Krishna Kumar / Member (HRD)
3. / Ms. Manjula Prasher / Member (O)
4. / Shri M.P. Rajan, / CPMG, Karnataka
5. / Ms. Suneeta Trivedi / CGM (BD&M)
6. / Ms. Rameshwari Handa / CPMG, West Bengal
7. / Ms. Karuna Pillai / CPMG, Gujarat
8. / Ms. Shanthi Nair / CPMG, M.P.
9. / Ms. Kalpana Tewari / CGM (MB)
10 / Shri S.K.Chakrabarti / CPMG, Tamil Nadu
11 / Ms. Shoba Koshy / CPMG, Kerala
12 / Ms. Hilda Abraham / PMG Calicut
13 / Shri P.T.S. Kumar / DDG (IR&GB)
14 / Ms. Aruna Jain / DDG (Training.)
15 / Shri Vasumitra / PMG (BD & Tech), Bangalore
16 / Shri Alok Sharma / GM (Speed Post)
17 / Shri Ramanujam / PMG, CCR, Chennai
18 / Shri Charles Lobo / PMG (MM), Mumbai
19 / Shri G. Bhuyan / PMG (BD & Tech), Rajasthan
20 / Ms. Sandhya Rani / PMG, SK Region, Bangalore
21 / Ms. Alka Jha / PMG, Foreign Post, Delhi
22 / Shri Ajay Kumar Roy / EA to Secretary (P)
23 / Shri Vinod Kumar / DPS (Mails, Speed Post & International Parcels), Mumbai
24 / Shri Harpeet Singh / DPS (Mails & Speed Post), Kolkata
25 / Shri K. Prakash / Director (Mails & Speed Post), Bangalore
26 / Ms. Amrit Raj, / AGM, BD Dte.
27 / Ms. Amarpreet Duggal / Director (Mails & Speed Post), Delhi
28 / Shri Sachin Kishore / DPS, Lucknow
29 / Shri Brajesh Kumar / DPS, Bhopal
30 / Shri B. Sarangi / DPS, Ahmedabad
31 / Ms. T. Mariamma / DPS, Kochi
32 / Shri Suvendu Swain / DPS (BD & Tech), Bhubaneswar
33 / Ms. Radhika Chakrabarty / Directors (Mails & Speed Post), Hyderabad
34 / Shri S. Rajendra Kumar / Jt. Director, PTC, Mysore
35 / Shri R. Anand / Director (Mail Business)
36 / Shri Anil Kumar / Director, Kolkata GPO
37 / Shri Sushil Kumar, / DPS, Gurgaon
38 / Shri Rajesh Singh / DPS, Ghaziabad
39 / Shri R.K. Jayabhaye / DPS, Pune
40 / Shri Parimal Sinha / Director, Mails & Speed Post, Chennai – designate
41 / Shri Jagannathan / ADG (IM)
42 / APMG (Mails), Bangalore
43 / Manager (Speed Post), Bangalore
Annexure - II
Action plan and timelines regarding mails – a presentation by the participants of the workshop
Presentations were made by one officer each from the 15 cities represented in the workshop on the action plan and timelines for achieving the same. The details are tabulated below for each city.
1. Mumbai
Parameter / Present position / Target / TimelinesNumber of offices to handle inward TD mail- First class / 2 / 2 / 31/01/2010
Number of offices to handle inward TD mail- second class / 1 (Mumbai PSO – surface inward) / 1
Earmarked office to accept registered newspapers / 1 (PC sorting) / 1 / Facility to post in post offices will be withdrawn
Number of sets that will be headed by ASRMS as HSAs / Nil / 2 / 31/01/2010
Consolidation of mail offices / 6 / nil
Exclusive delivery office/ consolidation of delivery / 2 (Mumbai GPO, Motilalnagar) / 1 (Borivali) / 31/01/2010
Beat sorting in mail office (for how many post offices) / Nil / 2 (mantralaya, sahar colony) / 31/01/2010
Training of all sorting assistants in the inward TD office / Nil / 120 / 28/02/2010
2. Delhi