Streamlining Postal Operations: Distribution of Work (DOW) Guidelines
Introduction:
Efficient postal operations are vital for the smooth functioning of any postal service. To ensure the seamless execution of tasks and uphold service standards, clear guidelines for the distribution of work among postal staff are imperative. The Ministry of Communications, Government of India, has outlined comprehensive memoranda detailing the specific responsibilities of various personnel within the postal service. These guidelines aim to enhance operational efficiency, promote accountability, and ultimately improve customer satisfaction.
Memorandum for Postmasters:
Daily Execution of High/Daily Synch: Postmasters are tasked with ensuring the daily execution of High/Daily Synch operations within post offices, ensuring timely synchronization of data.
Random Checks on Volumetric Weight: Postmasters must conduct random checks to ensure accurate capture of volumetric weight for articles where justified.
Selection of Merchandise for Speed Post Articles: Random checks should be conducted to verify the selection of merchandise for speed post articles that are not documents.
Dispatch of Bags to Parent Hub: Postmasters are responsible for ensuring that bags are closed and dispatched to the parent hub by the post office.
Correct Booking of Parcel Packaging Charges: Postmasters must ensure that parcel packaging charges are booked under the correct head under Retail Post.
Assessment and Indenting of Parcel Packaging Materials: Postmasters are tasked with assessing the requirement of parcel packaging materials for Postal Prepaid Units (PPUs) and placing indents in a timely manner.
System-Based Operations for Delivery: Postmasters should ensure that all delivery operations, including receipt of bags, invoicing of accountable mail, and dispatch of return/redirected articles, are done through the system on a daily basis.
Monitoring Non-Delivery Remarks: Postmasters must check the return of at least two delivery beats daily to ensure that non-delivery remarks are selected in DPMS as per the remarks given by the postman on the articles.
Utilization of PMA for Delivery: Postmasters should ensure effective utilization of PMA by delivery staff, including scanning articles on the doorstep of the addressee and ensuring the full name of the addressee is visible in MIS.
System-Based Error Reporting: Postmasters are responsible for raising errors through the system-based Error Report in the IPVS system on a regular basis.
System-Based Operations for VP/COD Articles: Postmasters must ensure that delivery of VP/COD articles is done through the DPMS system.
Daily EOD for Delivery Beats: Postmasters are tasked with ensuring that End of Day (EOD) procedures for all delivery beats are completed daily.
Invoicing for Branch Post Offices: Postmasters must ensure that invoicing of articles for Branch Post Offices is done through the system.
Timely Payment of BYOD and Fuel Reimbursement Charges: Postmasters are responsible for ensuring the timely payment of Bring Your Own Device (BYOD) charges in all Delivery Post Offices and fuel reimbursement charges to delivery staff deployed in mechanized beats.
Dashboard Monitoring for Article Pickup: Postmasters should check the dashboard for the pickup of articles/parcels at least two times daily.
Pickup of Articles from Bulk/Retail Customers: Postmasters must ensure that pickup of articles from bulk/retail customers (e.g., Click N Book, GeM, Shiprocket) is done as per selected time slots.
Memorandum for Head Sorters in RMS:
Receipt and Dispatch Scan in SAP IPVS: Head Sorters must ensure the receipt and dispatch scan in SAP IPVS of all bags and articles/parcels received and dispatched during each set on a regular basis.
System-Based Error Reporting: Head Sorters are responsible for raising errors through the system-based Error Book in the IPVS system on a regular basis.
System-Assisted Sorting for Parcels: Head Sorters should ensure that sorting of parcels is done using the functionality of System Assisted Sorting in Parcel Hubs wherever applicable.
Maintenance and Tallying of Abstract: Head Sorters must ensure the maintenance and tallying of abstract before the closing of each set as per the Standard Operating Procedure (SOP) issued by Parcel Directorate every day.
Dispatch of Loose Parcels: Head Sorters are responsible for ensuring that dispatch of loose parcels/big parcels/volumetric in size is done with separate bag labels.
Generation of Bag Labels through System: Head Sorters should ensure that bag labels are generated through the new bag closing facility through the system.
Memorandum for In-Charge TMO/Transshipment Centres:
Transmission of Parcel Bags through RTN: In-Charge of TMO/Transshipment Centres must ensure that the transmission of Parcel bags is done through the Rail Transport Network (RTN) as per the guidelines issued from time to time.
Confirmation with Airlines: In-Charge personnel must confirm with the concerned airlines whether bags have been dispatched through the identified airlines or any other flight, mentioning the flight number through which bags were dispatched in the bag receipt/dispatch register.
Use of Bullet Seal: In-Charge personnel should ensure the regular use of bullet seals on National/State RTN vehicles.
100% Scanning of Bags: It is the responsibility of In-Charge personnel to ensure that 100% scanning of bags (Receipt/Dispatch) at TMO/Transshipment Centres/Bag Exchange Points is done on a daily basis.
System-Based Error Reporting: In-Charge personnel are responsible for raising errors through the system-based Error Report in the IPVS system on a regular basis.
CCTV Surveillance: In-Charge personnel must ensure that the entire TMO/Transshipment Centre/Bag Exchange Point area is covered under CCTV surveillance.
Data Entry on RTN Dashboard: Staff deployed at TMO/Transshipment Centres/Bag Exchange Points must ensure that data entry is done on the RTN Dashboard on a daily basis.
Memorandum for Postmen Staff:
Accountable Article Scanning: Postmen staff must ensure that accountable articles are scanned through the Postmen Mobile Application at the doorstep of the addressees.
Completion of Pickup Requests: Postmen staff should ensure that all pick-up requests assigned for the day are completed by the end of the day.
Collection and Accounting of Charges: Postmen staff must ensure proper collection and accounting of customs duty, return charges, warehousing charges, recall fee, etc., to respective General Ledger Codes (GL Codes).
Conclusion:
Clear guidelines for the distribution of work among postal staff play a crucial role in enhancing operational efficiency and maintaining service standards. By outlining specific responsibilities for each role within the postal service, these memoranda enable effective coordination, accountability, and ultimately contribute to improved customer satisfaction. The Ministry of Communications, Government of India, remains committed to optimizing postal operations to better serve the needs of the public.
