Frequency of statistics Revision & Justification of establishment Collection and Compilation of statistics Frequency of statistics Collected Annually Revision & Justification of establishment

Work items in mail branch Receipt & dispatch of bags Parcel Receipt & dispatch out side Transit bag Opened & closed Letter bag Opened & closed Mail bag Opened & closed Return Transit bag Opened & closed Pkt. Bag closed Sending of bags through way bill Handling of Account bags

Work items in Sorting branch Unregistered articles received and dispatched Preparation of leveled bundles

WORK ITEMS IN REGISTRATION DEPARTMENT Receipt and dispatch of Regd. Bags, opening and closing of Regd bags Receipt and dispatch of Regd. articles Opening of Regd. Bundles Closing of Regd. Bundles.(R.B.S) Insured articles received and insured articles dispatched Total M.O. bundle made up M.O. dispatched HVMO dispatched

Insured Parcel Bags closed Insured Parcel dispatched WORK ITEMS IN PARCEL DEPARTMENT Air bag closed Parcel bags closed Insured Parcel Bags closed Insured Parcel dispatched Registered Parcel dispatched Outside Parcels dispatched Parcel Bags dispatched

JUSTIFICATION OF OPERATIVE STAFF IN MAIL OFFICE For seven hour or more operative work – one S.A. In single handed office, if additional work is more than 2 hours and thirty minutes- one subsidiary sorter In two handed office if additional work is more then 4 hrs- one subsidiary sorter In other offices additional hand will be sanctioned only when additional work is 5 hrs or more

Justification of Supervisory Staff Office having six or less than six sorting assistants- 5 mts for each S.A. for Supervisory work Operating strength seven or more-one supervisor Operating strength nine or more -as per work hour statement

FORMS USED FOR COLLECTION OF STATISTICS Statistical Memorandum- Est-87 (for collection of statistics in Mail Offices & Sections) Work hour statement for operative staff- Est-82 Work Hour Statement for Supervisory staff(LSG and above) Staff Hour Statement for operative staff-Est-83 Statistical Analysis

PERIODICITY OF REVIEW SORTING OFFICE ONCE IN A YEAR (PROGRAMME APPROVED IN PREVIOUS YEAR) JANUARY , MAY, JUNE, DECEMBER TO BE AVOIDED AS FOR AS POISSIBLE. LAST WEEK OF A MONTH TO BE AVOIDED MONDAYS, TUESDAYS, SATURDAYS TO BE AVOIDED COLLECTION OF STATISTICS Two consecutive days Average = 1+2/2 Accountable- One month Average- Divide by actual no. of working days taken TO BE SUBMITTED WITHIN FIRST WEEK – TMOs / SECTIONS/SRO

ESTABLISHMENT REVIEW IN R.M.S. UNITS FORMULA APPLIED Sorting Office Maratha Time Test   TMO & Section Molinder Singh formula SRO & HRO (checking) Punjab formula HRO (Accounts) Madan Kishore report Divisional Office SIU

S.R.O. (PUNJAB FORMULA) PARTICULARS TIME (Hrs – mts . – seconds) OPENING OF DAK 00-02-30 DISPOSAL OF SEARCH BILLS AND SIMILAR CORRESPONDENCE 00-10-00 STAFF ARRANGEMENTS 00-15-00 PER 25 OFFICIALS OR PART PREPARATION OF BILLS 00-01-00 PER 10 ENTRIES DISBURSEMENT OF CASH 00-05-00 PER OFFICIAL RECEIPT OF W/Ps 00-02-00 PER SET CHECKING OF ABSTRACTS 00-02-30 PER ABSTRACT ATTENDANCE OF OFFICIALS OF SECTION 00-02-30 PER SET  CASH ABSTRACT CORRECTION IN DML/SL 00-05-00 DAILY REPORTS

TMO/SECTION (MOLINDER SINGH FORMULA) PARTICULARS TIME (Hrs – mts . – seconds) PACKET BAG 1 POINT L BAG 2 POINTS ALL OTHER BAGS 4 POINTS

TRANSIT SECTION /TRANSIT MAIL OFFICE/MAIL AGENCY BRANCH OF THE MAIL OFFICE Mail Guard : 101 to 1,250 points Head Mail Guard: 1,251 points and onwards Note: 1. No Transit section should be opened where the work does not exceed 100 points. 2. When the work of mail exchange reaches 101 points at a station and where there is no sorting mail office, a transit mail office can be opened. ( No. 6-93/71-PE-II dated 26.3.1977)

The following considerations should also be kept in view while opening a transit mail office: - No of bags exchanged. - The Timings of receipt of mails. - Total spell of time - No. of exchanges.   In case of important exchange of mails in large mail offices/TMOs, the Heads of Circles will identify such exchanges and the same should be done by sorting assistants. In case of other less important exchanges, Mail Guard/ Head Mail Guard will be employed. (No. -93/71-PE-II dated 26.3.1977)

ESTABLISHMENT OF MAIL OFFICES (MARATHE TIME TEST) SORTING ASSISSTANTS Work hours of Sorting Assistants in RMS offices should be calculated as per the standards laid down in Marathe Time Test. The standards are given in the coming slides.

SI. No. Description of operations Time factor in mins 1 Bags Received 0.25 2 Bags Despatched 0.25 3 Parcels received outside 0.20 4 Parcels despatched outside 0.20 5 Blank Parcel lists received 0.25 6 Blank parcels lists despatched 0.20 7 Transit bag opened including well or cage TB 0.20 8 Transit bag closed including well or cage TB 0.75 9 Mail bags opened 1.50 10 Mail bags closed 2.50

11 L bags opened 1.00 12 L bags closed 1.50 13 Account bags sent outside 0.25 14 Account bag received outside 0.25 15 Packet bags closed 1.00 16 Bags despatched with way bills 0.75

REGISTRATION DEPPARTMENT 1 Bags received 0.16 2 Bags despatched 0.16 3 Bags opened 0.45 4 Bags Closed 1.25 5 Articles received 0.20 6 Articles despatched 0.40 7 RBs opened 0.15 8 RBs made up 1.50 9 Insured articles received 0.80 10 Insured articles despatched 0.50  

Money orders received in sorting 1 MO received in sorting 0 Money orders received in sorting 1 MO received in sorting 0.13 2 HVMO received in sorting 0.73

Parcel Department 1 Bags received 0.20 2 Bags despatched 0.20 3 Bags opened 2.00 4 Bags Closed 1.00 5 Parcels received outside 0.10 6 Parcels despatched outside 0.10 7 BPLs Received 0.20 8 BPLs Despatched 0.20

Registered Parcel 1 Parcels received 0.35 2 Parcels despatched 0.75   Insured Parcel 1 Insured Bags opened 2.00 2 Insured Bags Closed 3.00 3 Insured Parcels received 1.40 4 Insured Parcels despatched 0.80

Sorting Department 1 Unregd. articles received in sorting office 0.10 2 Labelled bundles preparation 0.50 3 Unregd. articles posted for dispatch 0.12 4 Unregd. articles posted requiring transcription: a. Office of destination 0.18 b. Full address 0.60 5 Articles posted with certificate of posting 0.20 6 Regd. articles posted for dispatch 2.00 7 Stamp sale 18 seconds ` per rupee.(when the sale is less than RS 10 per each transaction) 8 Public Call Office (Local and Trunk 5.00 per call Call booked)

SUPERVISORY POST IN MAIL OFFICES LOWER SELECTION GRADE When there are six Sorting Assistants , the sixth post is to be upgraded to LSG within the time test. When one more post is to be justified due to increase in work load in addition to the available strength of 6 Sorting Asssistants, 2 posts of T/S Sorting Assistants to be sanctioned instead of one post of sorting assistant justified on the basis of time factor prescribed in MMT. This would relieve the LSG HSA of operative duties. An LSG HSA will be provided purely for supervisory work outside the time test. (No. 6-2/72-PE.II dated 13.3.1974)

If the total no. of sorting assistants is 9 or above, the supervisory work hours are to be calculated as under: The operative work hours (in minutes) of the following departments will have to be calculated and the same will be multiplied by the ratio of supervisory work hours as shown against each: The total of the product of multiplication (operative work hours x ratio of supervisory work) will indicate the total supervisory work hours for the office. S. no. Item of work Supervisory ratio 1 Receipt and dispatch 0.07 2 Sorting 3 Money Order 4 Unregd. Articles posted for despatch 5 Registration 0.14 6 Registered Articles posted for despatch 7 Parcel

HIGHER SELECTION GRADE II The post of Head Sorting Assisstant of a mail office will be upgraded to that of a HSG II, if the supervises 2 to 5 LSG Supervisors in his own set. (No.6-19/74-PE.II dated 24.4.1975)

ESTABLISHMENT OF SUB RECORD OFFICE (PUNJAB FORMULA) Record/ Sub record Office The Punjab formula circulated in directorate letter no 6/49/58-PE. Dt 24.11.1958 also known as Unit Formula was modified by the Directorate ( now expressed in terms of minutes and seconds instead of units)

Item of work Time factor Mins. Secs. 1. Opening of dak etc. (Ordinary) 2 30 2. Communication to sets of orders, MSOs, Sorting Memos, tour orders, DGs circulars, etc (per order) 10 - 3. Making correction in sorting list selections and 5 - Offices attached (per correction) 4. Maintaining explaination of SA’s (per case) 5 - 5. Disposal of daily reports (per DR) 5 - 6. To maintain stock, stationary, register, forms, etc 7 30 7. Examination of attendance register and book of 2 30 postmarks (per set) 8. To prepare statements: OTA, OSA , EDA , etc. 1 - ( 10 entries to make one unit)

9. Disbursement of pay and allowances (each official) 5 - 10. Maintenance of cash abstract 10 - 11. Making arrangement in place of SAs of sections and Offices (per 25 officials attached to the office) 1 - 12. Sale of stamps – Average daily sale excluding All sales of Rs. 5 or more at a time per purchase 2 min per rupee 13. Miscellaneous other duties per set 15 - 14. Examination of work papers prepared per set 5 - 15. Check of registered abstract 2 30

16. Check of parcel abstract 2 30 17 16. Check of parcel abstract 2 30 17. Taking over of empty bags brought in sacks and Issuing bags for next trip on an average of 25 bags 6 - 18. Search Bills and similar correspondence 10 min per search bill/letter 19. Issue of advance work papers to sets 2 min. per set 20. Taking over work papers from sets 2 min. per bundle of work papers taken over

* This has since been entrusted to Sctions 21 *Checking regd. lists received and despatched and their comparison with the regd abstract 0.15 secs 22 *Checking parcel lists received and despatched and their comparison with the Parcel abstract Same basis as per for item 21 above but 0.30 seconds per insured parcel 23 * Checking of mail list received and despatched And checking of the mail abstract 0.30 seconds per mail list received d or despatched plus 0.30 seconds per entry of unusual bags opened or closed or short or excess receipt or dispatch of bags * This has since been entrusted to Sctions

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