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Establishment and Planning

Establishment and Planning. Planning and Establishment. RO/CO is responsible for opening of offices, retention, closure or redeployment of post from one office to another. For this purpose relevant registers are to be maintained and a close watch should be kept on the work.

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Establishment and Planning

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  1. Establishment and Planning

  2. Planning and Establishment • RO/CO is responsible for opening of offices, retention, closure or redeployment of post from one office to another. • For this purpose relevant registers are to be maintained and a close watch should be kept on the work. • We will have a basic information about this now.

  3. Planning and Establishment… • Review of establishments of the following offices will be taken up in CO • Circle Office,Regional Office,DAP, Divisional Office, Sub Divisional Inspector, RLO/SBCO,Circle Stamp Depot, General Post Office • Postal Store Depot • Head Post Office By respective CO/RO • Sub Post Office • Branch Post Office

  4. Planning requires…. • Planning requires • Close study of existing facilities • Identification of future requirements • The following records facilitates planning • Survey map • Census figures • Village Directory • Branch wise statistical figures of the traffic under different products

  5. Planning requires…. • The traffic figures are collected from Yearly Village Returns (YVR) • Identify potential areas – justification for PO • Frequency of delivery services particularly in rural areas • Installation of letter boxes • Assessment of requirements of newly developing areas in industrial and urban centers

  6. Opening of POs & Retention

  7. Opening of BO- Conditions • Population • Normal 3000 (Group of villages) • Hilly/Tribal 500 (Individual) 1000 (Group of villages) • Distance 3 KMs (normal) (If hilly/tribal area Dte can relax minimum requirement )

  8. Opening of BO- Conditions • Anticipated income • Normal 33.33 % revenue of the cost • Hilly/tribal 15% revenue of the cost

  9. Report for opening of EDBO must contain • Proposal in proforma ‘A’ • Revenue village & population of group of villages in proforma • Correct distance between PPO and nearest PO certified by State Govt. authroties • Value returns (VR) for one month to calculate income of PPO

  10. Must contain…. • Sketch map showing relative position of PPO and offices in the neighborhood noting the distances vis-à-vis • Sketch map of mail line • Copy of latest YVR of parent BO • Enumeration figures of articles received for delivery for 14 days

  11. Calculating income & cost • Income (rural) • 2/5 th of value of postage + 20 % • 7/ 20 th of value of postage • 3/ 4 th postage collected • 1/ 8 th postage due • 24% of MO commission (issued) • 38% of MO commission (paid)

  12. Calculating income & cost • Income(rural) contd… • 2/5 th of IPO sold/paid • Rs.2.93 per SB transaction • Rs.1.70 per RD/CTD/NSC transactions • 1 % total income

  13. Calculating income & cost • Income (Urban) • 43/ 120 th of value of postage + 20 % • 37/120 th of value of postage • 5/ 7 th postage collected • 5/ 42 th postage due • e to j same as in the case of rural

  14. Calculating income & cost • Cost • Establishment charges • Rs.49.50 for Dept.SO • House Rent • Fixed stationery charges • 2/3 rd line establishment charges • 5 % of total value of postage

  15. Exercise – 1.1

  16. Norms for opening of Delivery PO in urban areas • No two delivery offices should be closer than 5 KMs from each other • Delivery Post Office should have a minimum of seven postmen beats

  17. Norms for opening of Delivery PO • Proposed Delivery PO should have a well demarcated delivery jurisdiction so as to minimize errors in TD sorting • No condition of minimum distance between PPO & existing PO • In case of new townships, Industrial Estates & new colonies CPMG will have power to relax the condition of minimum compliance of 7 postmen

  18. Retention of Post Office • The experimental BO is initially be sanctioned up to the end of financial year. • On the 7th month report is called by CO/RO to see whether anticipated income has actually materialized and if not to consider such steps as may be necessary to reduce cost or improve income

  19. Retention of Post Office… • Sanction of retention of experimental EDBO will be issued by PMG if it is working within permissible limit of loss (PLL) • Subsequently all BOs will be reviewed triennially and retention order issued

  20. Exercise – 1.2 Prepare a check list to review the proposal sent by Divisions for retention of Post Office.

  21. Periodical Review

  22. Periodical Review • The Divisional Head maintains a register of sanctioned establishments for his Division in form ACG 19(a). HO also maintains it. The register should be kept corrected up to date. • Periodical review of PO/MO to be carried out to ensure availability of man power to commensurate with amount of work

  23. Periodical Review…. • Periodical review is carried out in the best interest of the Department and of the staff concerned • The program of periodical review of establishment prepared by DO in the beginning of every year as shown in the next slide. • A copy of this is sent to all concerned and IP/ASP Sub Division endorsing a copy to RO/CO

  24. Program of Periodical review for the year 2012

  25. Interval of periodical review

  26. Periodical Review… • Staff hours calculated as per the sanctioned strength of the staff. • Work hour of an office calculated on number of daily transactions in each branch.

  27. Periodical Review… • The statistics for four quarterly months called for in the form Est-2. • PM/SPM prepares Est-2 on the basis of statistics maintained by him.

  28. Exercise – 1.3

  29. Periodical Review – Role of CO/RO • It is ensured that program for periodical review has been prepared by the Divisions well in advance and to keep monitoring whether it is in progress as the per schedule. • EST-2 is duly verified by the IP/ASP/SP • During verification whether test check figures of mail branch for one/3days have been collected and noted in the EST-2.

  30. Periodical Review – Role of RO/CO • Whether the DO has calculated the work hours and staff hours correctly. • On receipt of report along with statistics CO considers the question of retaining the staff of the office or section concerned, on satisfying that the figures are reliable.

  31. Periodical Review – Role of RO/CO… • If an abnormal rise or fall in traffic is noticed, a special review will be taken up and report is called for and reviewed.

  32. Exercise – 1.4 • Group Discussion • Importance of timely periodical review of Post Offices and the responsibility of RO/CO

  33. Relocation/merger/closing of Post Office and Redeployment of staff

  34. Importance • After periodical review relocation and redeployment becomes important from the ‘staffing’ point of view • Transfer of posts/staff from less needy offices to more needy offices becomes necessary • Possibility of improving efficiency of the office by retaining same number of staff by increasing their out put and productivity should be explored on review of establishment.

  35. Importance… • Identify the offices/places • Running under loss • Excess staff • Justification for Post Office • Justification for additional staff • Submit the proposal for relocation or redeployment

  36. Proposal for relocation/redeployment • The proposal should contain • The abolition of the establishment/post or charge in its old office or division • Simultaneous creation of the establishment/post or charge in the new office or division

  37. Proposal…. • The proposal should explain fully • The grounds on which it is based, along with the financial implication clearly • It should show the present cost of establishment or portion of establishment affected • Details of number and pay of post which it is proposed to add or modify • The cost after revision of the establishment or portion of establishment concerned • The particulars being exhibited in tabular form

  38. Merger/Closure of Post Offices • The minimum distance prescribed two Post Offices in urban areas are as shown below

  39. Merger/Closure of Post Offices… • Points to be kept in view while examining the proposal. • Offices located at strategic importance viz.Railway stations, bus terminals, airports etc need not be relocated • POs which are covered under ‘Project Arrow’ should not be earmarked for relocation • POs paying high rents, low volume of transaction running loss to be considered

  40. Merger/Closure of Post Offices… • Points to be kept in view while examining the proposal…... • Distance from the nearest POs and business being transacted should be the main criteria for relocation/merger • Examine for creation of bigger POs not below the rank of LSG by merger of several smaller scattered POs

  41. Merger/Closure of Post Offices… • Points to be kept in view while examining the proposal…... • Consider to reduce the number of delivery POs keeping in view the following points • Distance 5 KMs • No.of Postmen 7 • If PO is justified but not possible to open by relocation consider opening of franchise outlets • Have close liaison with local bodies

  42. Franchised Out Lets- Background • Literally meaning of the word is ‘license to do something’ • Department is already having such schemes like • LSV (Licensed Stamp Vendors) • LPA (Licensed Postal Agents) • PSSK (Panchayat Sanchar Sewa Kendras)

  43. Franchised Out Lets-Background • Is a contractual license granted by Department (franchisor) to another (franchisee) to do postal work on Departmental brand

  44. Franchised Out Lets- Basic features • Only counter services • Linking arrangements to be provided by franchisee • Services for a minimum defined time may be extended round the clock

  45. Franchised Out Lets- Basic features • Services offered are • Sale of stamps and stationery • Booking RL,SP,MO, e-post etc • PLI • BD products • Retail product • Any other service

  46. Franchised Out Lets- Basic features • Implementation • Initial phase urban only • Metros • Satellite towns • Areas- justified PO on dist.& population norms

  47. Exercise – 1.5 • Group Discussion: • How can we help the members of public and our department by implementing relocation/merger/closure of non-remunerative Post Offices?

  48. Standard for Sub Division

  49. Standard for Sub Division… • Number of post of Sub Divisional Inspectors is worked out for Division as a whole. • Fraction of 0.5 and above to be rounded off to the next integer up to 3 Sub divisions and after that for a fraction of 0.75 and above • Each Sub division is worked out on the work load of 0.59

  50. Standard for Division • Co – efficient is furnished in the coming slides. • When the total of co – efficient is 0.9 or more a Division is justified. • When the total exceeds 1.3 an Assistant Superintendent is justified

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